Statement: Mitie FM is committed to leading our sector in sustainability. Our employees have a collective responsibility to work in a sustainable and efficient manner helping to minimise our impact on the environment whilst contributing benefits for our clients, colleagues, and the community. Employees have a responsibility not to cause harm to themselves or to others in our efforts to make safety personal. All employees are expected to work within our Sustainability and Health and Safety policies and procedures.

General Overview:

A Senior Manager and effective leader of FM services at Mailbox

Strong understanding of financials, working on monthly accruals and keeping on top of vendor payments Provision of strong upward and downward communications within the Mailbox team Delivery of “one team” philosophy at Mailbox Manage resources both in-house and third-party contractor(s) to maximise quality of services delivered To manage site compliance actively and effectively across all FM services delivered Promote and lead on a strong H&S culture at Mailbox monitoring and managing service line performance To actively support and drive ESG initiatives at Mailbox as directed Impact: This role is critical in providing management support function of the TFM services delivered at Mailbox in Birmingham. The successful candidate will be actively involved in developing a detailed understanding of the Mailbox operations and system(s), with strong operational focus, promoting strong leadership across all service lines. The successful candidate will manage and deliver continuous improvements across all service lines supporting the Facilities Manager to deliver award winning services, documentational control, payroll management, procurement, and compliance documentation of all services at the Mailbox in Birmingham.        

Complexity:  

Effectively manage, lead, and promote continuous improvements and best practice through all services delivered by Mitie at Mailbox To manage and ensure full compliance across all statutory and legislation items, ensuring 100% compliance To manage, audit and reconcile payroll reports through workplace plus weekly, ensuring hours and pay rates are accurately recorded and submitted daily. To manage the Duty Manager function operationally and through effective performance management by setting measurable SMART objectives monitored through monthly performance develop reviews. To manage the Service Administrator operationally through effective performance management by setting measurable SMART objectives monitored through monthly performance develop reviews. Manage the accurate control of financial procurement including non-contractual reactive works requests through the Mailbox's request for approval process (RFA) ensuring records are maintained and best value is sourced to ensure effective financial control at Mailbox To achieve, through agreed contracted partners, effective prompt responses to reactive works. To effectively plan all planned maintenance works in line with their periodic service dates. Actively manage and control the Mailbox contractor portal ensuring all Mitie contractors H&S and PLI documentation is in date, all Occupier deliveries PLI is reviewed and approved along with reviewing and approving Mitie contractor works requests (RAMs and SSOW). Through the MITIE recruitment portal oversee the recruitment process including the effective vetting of all new starters in accordance with BS: 7858. Manage and oversee the SIA compliance of all Mailbox security staff To manage and direct the Duty Manager function to ensure adherence to all operational rota's is effectively managed. To audit all site documentation ensuring all IMS systems, procedures, risk assessments and Assignment Instructions are current and delivered to all relevant team members upon change / annual anniversary. To fulfil the role of Responsible Person in relation to Occupier Demise Inspections at Mailbox, ensuring adherence to the latest version of the Occupier Demise Inspection Procedure. Respond to any site emergencies and provide leadership and direction in line with Mailbox procedure and policy. Manage the Mailbox Computer Aided Facilities Management System (CAFM) ensuring all reactive works requests and planned works requests are delivered through others and are recorded under the correct. To prepare Monthly site reports on the Mitie Services at Mailbox. To assist with the implementation of Mailbox's Energy Management System. To assist with the implementation of Mailbox's net zero pathway To support with the collation, analysis and reporting of landlord & occupier utilities consumption data. To develop a Social Values and Sustainability Calendar for site, constantly evolving based on key learnings and to lead on social value sustainability initiatives. To manage the compliance delivery of void unit inspecting and statutory testing, updating the Facilities Manager weekly. Complete daily, weekly, and monthly audits across all services, reporting to the Facilities Manager on a monthly schedule. Creating and managing the delivery and completion of actions. To monitor and report monthly to the Facilitates Manager the contract's current expenditure vs budget run rate. ·Responsible for developing risk assessments, local operating procedures and task cards across all service lines ensuring they are effectively delivered to all employees with annual competency sign off To manage the day-to-day compliance of the Mailbox training register ensuring training is organised, monitored and all employees are in date with statutory and contractual training requirements. Support with HR investigations, grievances and/or disciplinaries with adherence to Mitie policies and procedures. Maintain accurate documentation and MITIE HR processes. HR/Management site reports weekly to the Facilities Manager To operate within a site management on call Rota (non-attendance) working a one week in two. To ensure through point of work inspections all Mitie's SSOW are always followed. Lead with the Mailbox's safety culture by directing, managing, and escalating unsafe working practices. To actively undertake additional training where instructed To provide emergency support in delivering the Mailbox fire evacuation strategy and/or any other emergency. Work towards completing new qualifications aligned to current and new responsibilities.  

Qualifications Or Required Experience: 

Required experience working in a facilities role Desired experience managing budgets Required evidence of managing multiple work streams Required experience of strong leadership Competent with Microsoft Word, Excel, Office & PowerPoint Required Front Line SIA Door Supervisors License Desired SIA CCTV License Required Qualification Desired NEBOSH Qualification

 Competencies:

Strong people leadership. An effective people and process manager Professional appearance. Strong written and verbal communication skills (face to face/radio) Good time management skills. Ability to work under pressure and meet deadlines. Ability to use own initiative, taking a proactive approach when appropriate. Ability to work alone or in a team. Ability to apply the application of knowledge gained through experience in dealing with a range of work procedures and practices some of which are non-routine. Conscientious and reliable.