Head of Facilities Management

This job has now expired
Lambeth Palace, London
Permanent
£53937 - £57196 after probation

Lambeth Palace is a unique building of significant historical and global provenance. It is, first and foremost, the home of the Archbishop of Canterbury and his family, as well as home to a wider, diverse and thriving, residential community. It is also an office and the epicentre of the Archbishop of Canterbury’s ministry to the Church of England and the global Anglican Communion. It is a Grade I listed building comprising various listed buildings dating from the 12th to the 20th centuries, set within 10 acres of beautiful landscaped gardens.

By its nature and location, Lambeth Palace is seen as an iconic statement of the values and the nature of the Church of England, the Anglican Communion and the ministry of the Archbishop of Canterbury. As such, the way it is run and managed is essential to the witness and ministry exercised or exemplified within its boundaries. It requires flair to work well, joy to give atmosphere, peace to encourage ministry and love to welcome guests of all kinds. In collaboration with other senior staff and the Archbishop, the Head of Facilities Management plays a role in the setting of the tone and ethos of the practical operational extension of the Archbishop’s ministry.

The post-holder will join the Lambeth Palace team at a pivotal and exciting time in the history of the site, as a major refurbishment programme is being planned for 2021-2023. In addition, in 2020, the historic collections of Lambeth Palace Library, which currently occupy part of the site as one of the country’s oldest public libraries and are of international significance and value, will be re-housed in a new multi-million pound and state-of-the-art building.

As Head of Facilities Management, you will have direct responsibility for overseeing the facilities management of the whole Lambeth Palace site, including the Grade 1 Listed ‘Blore’ building and the new Lambeth Palace Library (under construction and due to be completed in 2020). This will also include leading a busy team whose responsibilities comprise facilities, maintenance and gardening.

Your priorities will include the establishment of effective facilitates management of the new Library building and liaising with the Church Commissioners on relevant aspects of the refurbishment of the wider Lambeth Palace site.

To be successful, you will need facilities management expertise, with a mix of heritage and contemporary facilities infrastructure, team leadership skills with strategic vision and experience of long term planning. A commitment to high standards of performance, as well as a successful track record of financial management and customer service are also essential.

Interviews will be held on the 3rd September 2019. If successful at this first stage, you will be invited to attend a 2nd interview.

In return we offer a unique environment with opportunities for continuous learning, generous annual leave for work life balance, season ticket loans and a range of benefits including discounted entry to attractions and what we feel is a market leading package when it comes to our pension scheme.

Security

  • Ensure the security of the entire Palace complex and grounds, including Lambeth Palace Library, and carry out regular reviews of policies and procedures (in cooperation with key internal stakeholders and the Metropolitan Police) to enhance the security of the Palace site.
  • In cooperation with key internal stakeholders, liaise regularly with the Metropolitan Police about the security of the Archbishop, his family, residents and staff, VIP and other visitors with high threat levels, making recommendations and taking action where necessary.
  • Developing and implementing procedures to respond to the broad range of contemporary security threats, ensuring residents and staff are properly briefed on the agreed procedures, and prepared for emergencies, as appropriate.
  • In consultation with key stakeholders, develop and keep under review the secure access system for Lambeth Palace, using industry best practice to ensure that all visitors (including contractors) are properly recorded in and out and are identifiable when on site.
  • Proactively manage and review the security contract at Lambeth Palace, obtaining comparative tenders where appropriate.
  • Oversee the management of the security team, monitoring its performance in the provision of a proactive and reassuring security presence whilst ensuring a high-quality welcome and reception function to visitors.

Health and Safety

  • Responsible for the health and safety strategy of the whole of Lambeth Palace site, ensuring compliance with statutory health and safety regulations such as fire precautions, water quality, asbestos management and providing the necessary leadership and focus for the health and safety operation.
  • Ensure compliance with the National Church Institutions (NCIs) health and safety procedures in respect of health and safety management, including proper reporting.
  • Ensure an effective risk management system is in place, providing innovative solutions to issues which might occur, including those related to Lambeth Palace’s status as a Grade I listed building of national and international significance.
  • Ensure proper fire safety and prevention measures, commensurate to Lambeth Palace’s status as a Grade I listed building of national and international significance, commission regular professional fire prevention inspections and implement recommendations, liaise regularly with Fire Brigade to ensure they are aware of the Palace and Library layout and access points. Ensure the recruitment and training of fire wardens and first aiders across the site, as required.
  • Develop and maintain Lambeth Palace’s business continuity planning, working with, and ensuring, proper coordination, alignment and communication with the rest of the NCIs in this area.

Maintenance Management

  • Take full ownership and control of facilities management delivered on the Lambeth Palace site, including the Grade 1 listed historic buildings and the newly constructed Library and archive. Ensure the entire site is kept in good repair through:
  • Managed planned maintenance
  • Identifying items of disrepair and arranging and supervising repairs either through in-house team or contracted suppliers, both of which need to be managed and their standards monitored. For larger jobs, liaise with the Church Commissioners’ See House Team, who take the lead on these.
  • Take preventive action, including ensuring daily rounds take place of the entire Palace site by designated members of the Estate Team.
  • Ensure that the new Library and archive building is commissioned and handed over successfully at its practical completion in April 2020.
  • Ensure that building and maintenance work do not conflict with the Archbishop’s diary, family life and events in the Palace; liaise with the Church Commissioners’ See House Team on this, as regards to works on which they take the lead.
  • Proactively manage and review all operational service contracts in place at Lambeth Palace, ensuring compliance and best practice. Liaise in a professional manner with contacts within the suppliers at all levels, including on-site based staff, to ensure high levels of service are maintained.
  • Provide regular upward reports as required in connection with the above and participate in contractors’ performance/payment reviews.
  • Engage with internal clients: manage their enquiries, reports and feedback (including through a helpdesk); communicate action taken; and check on client satisfaction.
  • Process supplier transactions using financial reporting system.
  • Review annual maintenance contracts and obtain comparative tenders where appropriate.

Events

  • Ensure effective cooperation between the Facilities and Event teams in all aspects of the planning and operation of events and wider hospitality at Lambeth Palace.
  • Ensure the provision of proper facilities support during events – especially those that happen out of normal working hours.
  • Work closely in cooperation with internal stakeholders in maintaining the balance and upkeep of the Palace in conjunction with the development of the more intensive use of the site for religious uses and commercial events.

Financial management

  • Prepare annual budgets and forecasts.
  • Provide monthly management information to relevant stakeholders, including KPI tracking.
  • Monitor and report variance in budgets.
  • Certify and approve payment of invoices received from contractors, deal with disputes arising and pass for payment in a timely manner, in accordance with our QA procedures.

Liaison with Church Commissioners’ See House Team

  • Comply with protocols and delegated authority limits.
  • Arrange regular meetings with the See House Team, both to report to them and to obtain their updates on plans and developments for Lambeth Palace site on which they take the lead, communicating to internal stakeholders, as appropriate.

Household management

  • Oversee the tendering of cleaning contracts and manage the work of the cleaning team to ensure that all weekly, monthly and annual cleaning routines are established and adhered to, that a high standard of cleanliness is maintained and that regular feedback is obtained and given.
  • Oversee the maintenance and strategic development of the Garden, in consultation with the Head Gardener.
  • In cooperation with key internal stakeholders, ensure the proper curation, asset registration, audit, loan (where appropriate) and maintenance of all assets at Lambeth Palace.

General

  • Contribute to the strategic aims of the Palace, taking responsibility for the implementation of current and future development projects, including planning and budgets.
  • Be available and provide advice to the Archbishop and his family and all other residents in emergency.
  • At all times being a conduit of communication between the Archbishop and his family, other residents, staff, contractors and all others on site in relation to the post’s responsibilities.
  • Have a broader perspective of potential issues encountered when managing diverse teams and the strategies to overcome them; have a clear understanding of the Palace’s commitment to creating a more inclusive culture.
  • Manage the Facilities Team, ensuring it is well led, structured, resourced (taking into account budget limitations), motivated and imbued with a sense of the importance of its contribution to the mission and outreach of Lambeth Palace.
  • Representing Lambeth Palace on local neighbourhood/representative groups, as required, ensuring that the Palace is seen as a beacon of neighbourliness.
  • Oversee the provision of office services on the Palace site.
  • Ensure the proper management of the records of the Estate portfolio.

Essential:

Skills/Aptitudes

  • Strategic, emotional imagination and intelligence.
  • Capacity to relate well and appropriately with a wide range of people of all levels and expectations.
  • Excellent team leadership and management skills.
  • Confidence to influence people and to deal tactfully and effectively with people at all levels.
  • Excellent oral and written communication skills.
  • Highly organised and efficient; able to prioritise; able to keep track of multiple projects.
  • IT skills to the level required by the financial reporting, project management and monitoring and analysis required in this job description.
  • Tactful and diplomatic, with the ability to handle confidential matters.
  • Able to be flexible and adaptable when required.

Knowledge/Experience

  • Financial control and reporting, to the level required for the activities set out in this job description.
  • Experience of managing large and complex historic and modern properties.
  • Experience of managing several projects simultaneously.
  • Experience of strategic and long-term planning.
  • Ability to build effective relationships with a variety of customers as well as internal and external stakeholders.
  • Managing security and maintenance in the context of the specialist needs of a heritage building and/or of a library/museum collection.
  • Managing building management systems to ensure stringent environmental conditions are maintained.

Education/Qualifications

  • IOSH or NEBOSH training/certification, or equivalent.

Other

  • Sympathetic to the aims of the Archbishop’s ministry and the Church of England generally.
  • Project management experience.
  • Due to the nature of this role, the post-holder is required to live within a reasonable commutable distance of Lambeth Palace.

Desirable

Education/Qualifications

  • Degree in building management/services, electrical or mechanical engineering, or equivalent;
  • Membership of an appropriate professional body.

We in the National Church Institutions support the mission and ministries of the Church all over England. We work with parishes, dioceses (regional offices), schools, other ministries and our partners at a national and international level.

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As we are a member of the Armed Forces Covenant, we welcome all applications from those you have served in our Armed Forces and their families

We are committed to building a culturally diverse workforce. As part of this commitment, we welcome applications from people, regardless of their background. As a Disability Confident committed employer, it is important to note that there may be occasions where it is not practical or appropriate to interview all disabled applicants who meet the minimum criteria* due to high volume. We limit the amount of interviews conducted to five applicants per open post we advertise.

*Where applicable depending on post requirements.