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JOB DESCRIPTION Job Title: Facilities Manager Location: 5 Sandpiper Court, Harrington Lane, Exeter EX4 8NS Reports to: Chief Executive Salary: £40,000 FTE

Hours: 22.5 flexitime

Support: Supported by the Chief Executive and Senior Management Team

SUMMARY The Facilities Manager will have overall responsibility for the management, maintenance and servicing of the Trust’s buildings, premises and working environments including health and safety, security and contingencies. The role will contribute to improving efficiency by reducing operating costs and increasing productivity. RESPONSIBILITIES & DUTIES 1. Buildings management and maintenance 1.1. develop and oversee implementation of an annual maintenance schedule covering the Trust’s

properties and plant, both freehold and leasehold, including the fuel bowser at the Steve Ford Airbase

1.2. liaise with property agents, landlords, staff and aircrew to ensure we comply with all our obligations

1.3. lead on procurement and contract management for property repairs, refurbishment, support arrangements, professional services etc

1.4. prepare documents to put out tenders for contractors 1.5. supervise and coordinate the work of contractors to ensure compliance with requirements and a

good standard of work 1.6. plan for future development in line with the Trust’s business objectives 1.7. manage and lead change to ensure minimum disruption to core activities 1.8. prepare reports and facilitate advice regarding property acquisition and/or disposal 2. Support services 2.1. support local staff and aircrew in sourcing local support services, including tradesmen and

emergency response services 2.2. monitor and review support contract agreements (eg cleaning; fire safety; alarm companies) and

commercial terms and conditions to ensure the Trust is getting best value in line with commitment to using local tradespeople

2.3. liaise with Finance Manager to support financial forecasting/budgeting for property services 2.4. calculate and compare costs for required goods or services to achieve maximum value for

money 2.5. undertake annual utilities reviews to ensure the Trust is getting best value 2.6. order fuel for Eaglescott airbase 2.7. liaise with IT and telecoms advisers to safeguard business continuity and plan for improvement 2.8. take lead responsibility for fleet vehicles, ensuring all are taxed, insured and maintained 2.9. take responsibility for care, deployment and road-worthiness of the two exhibition trailers 2.10. issue and track fuel cards 3. Health & safety 3.1. ensure facilities meet government regulations and environmental, health, safety and security

standards 3.2. lead on annual health & safety review

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3.3. advise and support colleagues on health & safety issues and requirements for personnel, events etc

3.4. respond to emergencies or urgent issues as they arise 3.5. organise security and general administrative services KEY FACTORS Employee Reports: None Financial Responsibility: Responsibility for property budgets including repairs,

refurbishments, support services and supplies Decision Making: Responsibility for out of hours & emergency response decision-

making PERSON SPECIFICATION

ITEM ESSENTIAL DESIRABLE

QUALIFICATIONS/SKILLS

Excellent IT skills, in particular Microsoft Outlook, word and excel

Facilities Management Qualification

SPECIAL SKILLS Excellent communication skills

Ability to liaise directly with internal and external contacts

Excellent organisational skills

WORK EXPERIENCE

Proven experience of working in a similar role

Experience of working unsupervised

Able to work using own iniative

Experience of confidentiality and handling sensitive information

Previous experience within a charity

KNOWLEDGE

SPECIAL FACTORS RELEVANT TO THE POST

Undertake any training or personal development as required

COMPETENCIES Problem Solving The ability to tackle problems by weighing up situations thoroughly, evaluating possible courses of action and implementing solutions.

Team Working The will and ability to work with others to achieve common goals. Taking Responsibility Accept your share of responsibility for events and activities, your performance and that of the team, taking ownership of outputs and problems.

Communication Presents ideas and/or information concisely and effectively. Demonstrates the ability to listen to others and understand them.

Customer Service Able to adopt a positive approach to both internal and external customers, demonstrating an understanding of their needs and expectations and a willingness to fulfill them, within the context of the market conditions that the

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business are working in.

Initiative/Resourcefulness Demonstrates the ability to take the initiative in getting things done and has a “can do” attitude. Maintains effectiveness in a changing environment and shows willingness to respond quickly and positively to change. Commercial and Business Awareness The will and ability to take into account information relating to the wider environment and to make judgments/decisions based on what is best for the Company Trust, and most cost effective