Facilities Managers

Facilities Operations

Level 6603 of 1200 points

Job description

Facilities Managers

Job purpose

To plan, direct and coordinate the operation, maintenance and safety of the organisation's buildings, grounds and services, and to control the budgets, contracts, projects and staff delivering them, so that facilities remain safe, secure, compliant and fit for use.

Skills

Knowledge of the built environment and of service delivery: management principles covering planning, resource allocation and the coordination of people and resources; public safety and security; machines, tools and construction materials and methods; and the environmental, health and security regulations applying to premises. An associate's or other two-year qualification is the norm, with a sizeable minority holding no more than a school diploma or some college study, together with previous related experience and one to two years of on-the-job training.
Communicates continually with subordinates, colleagues, contractors, external customers and the public by e-mail, telephone and in person. Handles complaints, settles disputes and negotiates with occupiers and suppliers, explains technical building matters to non-specialists, and guides, motivates and coaches staff, conducting classes to teach procedures.
Monitors plant, materials and surroundings to detect faults and inspects equipment and structures to establish the cause of defects, and evaluates whether events and processes comply with environmental, health and security requirements. Routine faults have established remedies; questions of building performance, compliance and capital cost do not, and errors reach the safety of everyone on the premises.
Sets goals, deadlines and priorities for the department without external direction, then schedules the work of others against them. Plans and controls budgets for contracts, equipment and supplies, participates in architectural and engineering planning and design including space and installation management, and oversees construction and renovation projects — long-lived work conducted under time pressure.
Practical familiarity with plant and building services: inspects structures, systems and equipment, operates control mechanisms and mechanised equipment, and directs the servicing and testing of mechanical and electronic equipment. General physical activity — walking the site, stooping, climbing and handling materials — accompanies routine computer work.

Responsibilities

Manages the facilities department, setting its goals and deadlines, scheduling and coordinating its staff and recruiting into it. Carries clear accountability for the health and safety of those workers and, through the condition of the premises, for everyone who occupies or visits them.
Plans, administers and controls budgets for contracts, equipment and supplies, and estimates the time, cost and materials work will require. Procures supplies, oversees the cost of construction and renovation, manages the leasing of facility space and disposes of surplus property, committing expenditure within limits agreed above.
Holds the organisation's premises and physical assets: buildings and surrounding grounds, machinery, equipment and the electrical and mechanical systems serving them, together with the acquisition, distribution and storage of supplies. Oversees their maintenance, repair and renovation.
Accountable for the operational record of the estate: prepares and reviews operational reports and schedules for accuracy, and produces the drawings, specifications and written instructions telling others how equipment and structures are to be built, modified or maintained. This material evidences regulatory compliance.

Effort required

Decisions are frequent, and exactness matters across capital projects, service contracts, system failures and safety concerns alike. Judges cost, quality and risk under time pressure and against a high volume of contact, with results bearing on organisational performance.
Carries continuous personal responsibility for the safety of other people, and absorbs contention: complaints, disputes and dealings with people who are unpleasant, angry or discourteous recur.
Part of the working day is spent seated at a desk, the remainder in meetings and moving about the premises to inspect plant and buildings. No sustained lifting or heavy exertion.

Working conditions

Based indoors in a controlled environment, in offices and across the premises managed, in close physical proximity to others. Common protective equipment — safety shoes, glasses, gloves, hearing protection or hard hats — is worn where site conditions call for it. Psychological demand comes from responsibility for others' health and safety and from recurring conflict.
Most incumbents work an established routine to a set schedule, though a minority work irregularly as weather, contract duration or operational demand dictate, and around half work more than a standard week. The postholder sets the department's tasks, priorities and goals and has considerable freedom to make decisions, taking them frequently and under time pressure alongside a stable core of recurring tasks.

Skills

40% · 207 points▾

KnowledgeLevel 3 of 8
54 of 144 points
Knowledge of facts, principles and general ideas in a job area. The job requires a range of thinking and practical knowledge to do tasks and solve problems by choosing and using basic methods, tools, materials and information.
Interpersonal and communication skillsLevel 3 of 5
58 of 96 points
Effective communication and interpersonal relationships. The job holder is required to adapt communication to different audiences and foster trust, cooperation and positive working relationships.
Problem-solving skillsLevel 2 of 5
38 of 96 points
Standard problems. The job involves solving problems with defined alternatives. Some judgement is needed, but help is usually available.
Planning and organisational skillsLevel 3 of 5
43 of 72 points
Moderate organisational skills required. The job requires the organising and prioritising of multiple tasks, with some level of adjustment to plans on the basis of changing circumstances or deadlines.
Physical skillsLevel 1 of 5
14 of 72 points
Minimal physical skills required. The job requires basic physical skills, such as handling light objects or using simple tools.

Responsibility

35% · 269 points▾

PeopleLevel 3 of 5
86 of 144 points
Moderate responsibility for people. The job includes overseeing or coordinating the work and well-being of others. This may involve supervising, providing regular support, managing conflicts, responding to an individual's needs and ensuring the personal and professional development of individuals.
Goods and equipmentLevel 4 of 5
67 of 84 points
Considerable responsibility for goods or equipment. The job involves overseeing valuable resources, making sure they are secure, maintained and functioning to meet goals. This includes protecting important physical or natural assets and deciding on the ordering of various equipment and supplies.
InformationLevel 3 of 5
58 of 96 points
Moderate responsibility for information. The job involves managing information to ensure it is accurate, of high quality and secure. The job holder may make decisions about the handling of sensitive data.
Financial resourcesLevel 3 of 5
58 of 96 points
Moderate responsibility for financial resources. The job requires handling significant financial resources, including managing budgets, overseeing expenditures, being accountable for spending and participating in financial decision-making.

Effort

15% · 63 points▾

Mental effortLevel 2 of 5
24 of 60 points
Moderate mental effort. The job involves tasks that require focus, such as analysing straightforward information or performing repetitive tasks that require attention to detail.
Psychosocial and emotional effortLevel 2 of 5
29 of 72 points
Occasional psychosocial and emotional effort. The job requires occasional involvement in emotionally demanding situations, such as handling minor conflicts or dealing with upset individuals.
Physical effortLevel 1 of 5
10 of 48 points
Minimal physical effort. The job involves light physical tasks, such as occasional lifting or moving light objects.

Working Conditions

10% · 64 points▾

Environment (physical, psychological or emotional)Level 3 of 5
50 of 84 points
Regular exposure to hazards or stress. The job requires regular exposure to physical hazards (e.g. exposure to chemicals, temperature extremes or minor risk of injury) or moderate psychological risks (e.g. isolation, repetitive tasks or occasional threats of violence). It may occur monthly or as a build-up of milder hazards.
Organisational environmentLevel 2 of 5
14 of 36 points
Occasional organisational demands. The job may involve occasional irregular hours (e.g. the requirement to work weekends or holidays), minimal travel or limited digital connectivity outside normal working hours.