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Estates Soft Services Facilities Manager Edinburgh, Scotland

Scottish Government

Full Time Edinburgh, Scotland 31038 - 51094 GBP ANNUAL Today

Job description

Overview:

National Records of Scotland (NRS) is a Non-Ministerial Department of the Scottish Government. Our purpose is to collect, preserve and produce information about Scotland's people and history and make it available to inform current and future generations.

We are looking for an experienced Soft Services Facilities Manager to join the NRS Estates team with a background in developing essential processes and Service Level Agreements to work alongside other members of the estates team in establishing improvements in the management of the wide ranging estate.

The team manages 5 buildings in Edinburgh, three of which are iconic Category A listed buildings and sit in the heart of Edinburgh’s World Heritage site. A sixth building provides essential office accommodation in Dumfries. A significant part of the estate provides archive storage facilities and we offer essential public access facilities.

The NRS Estates Team is responsible for all accommodation and facilities management services for NRS customers and staff to ensure:

buildings are maintained and managed to an appropriate standard and NRS complies with the relevant estates related legislation (i.e. health and safety, security, fire, buildings, equality, historic environment etc and sustainability);
facilities and estates services meet the day-to-day needs of NRS’ business, customers and staff, and environmental requirements of our records
innovative and efficient ways of using our buildings are progressed to support and enable change in line with NRS’ Vision, Purpose and Corporate Strategy and technology.
Works undertaken are planned to align with business requirements and recognise full life cycle costing, emerging best practice, Scottish Government carbon targets and conservation standards

Responsibilities:

Lead a team to deliver a range of high quality facility and support services to the buildings and users of the NRS estate including front of house services, mail management, cleaning, waste management and health and safety support.
Oversee the management and provision of safe and secure workplaces and support the ongoing adaptation of the NRS buildings to accommodate developments in ways of working while managing and mitigating all risks identified in Building Risk Assessments, including those associated with the COVID-19 response.
Identify, manage and plan accommodation changes, space planning consultations and developing efficiencies of workplaces across the estate to ensure the estate meets business needs and delivers high quality standards reflecting emerging best practice. Identify opportunities for improvements in line with NRS sustainability and carbon reduction targets.
Develop and manage Key Performance Indicator’s and Service Level Agreements, and monitor the performance of the service delivered by both in house estate teams and external contractors, including managing key delivery areas of the FM contract, ensuring that contractors deliver against contract requirements.
Ensure best practice and compliance with NRS Health and Safety, and Access policy, procedures and guidelines.
Ensure clear communication of NRS policies across the Estate, in particular through physical messaging and signage across the Estate (buildings and grounds) through development and implementation of a consistent signage policy, directional and health & safety, through a strategy that is legible and informative.
Manage and monitor finances and forecast expenditure within the allocated budgets, ensuring services delivered provide value for money at all times.
Work with senior managers within the Estates team to ensure alignment of service and co-ordination of support for planned work including providing support to facilitate projects. Engage with leads of all NRS business areas to ensure Estates services are continually aligned to their requirements and current best practice. Manage the relationship with tenants and 3rd party users of the buildings ensuring their agreements are up to date and that all the conditions of their occupation are met.

Competencies

Improving Performance
Communications and Engagement
People Management
Self Awareness
Financial management
Analysis and Use of Evidence

Essential Criteria & Qualifications:

No specific qualifications are required for this position

Essential Criteria

1. Significant experience in a similar role and membership of an appropriate recognised professional body
2. Demonstrate breadth of experience in leading on the delivery of soft services on a varied but similar estate, an ability to meet multi and competing user requirements and delivering continuous improvement and best practice from facilities management strategies with tangible impact.
3. Experience of working with internal and external contractors and consultants in the delivery of a facilities management service to meet business requirements and time critical deliverables, including managing budgets and ensuring value for money is achieved.
4. Excellent interpersonal and communication skills to work with clients and stakeholders to deliver varied requirements from multiple business areas and communicate facilities compliance requirements and improvement opportunities in line with emerging trends, best practice and sustainability targets.

Provisional Interview Dates

To be confirmed

Minimum Time in Post

This is a permanent position where will be expected to remain in post for a minimum of three years unless successful at gaining promotion to a higher Band or Grade.

In the event that further posts are required, a reserve list of successful candidates will be kept for up to 12 months.

For further information on this post please contact [email protected]

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The Scottish Government is a diverse and inclusive workplace and we want to help you demonstrate your full potential whatever type of assessment is used. If you require any adjustments to our recruitment process, please let us know via [email protected]

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