Peabody employees

Facilities Business Services Manager

Apply now Job no: 497004
Work type: Permanent - Full Time
Location: Westminster, SW1P
Department: Corporate Services
Salary: ££39,810 - £45,000


Peabody has an exciting opportuntiy for a Facilities Business Service Manager.

Departmental Responsibilities:

  • Oversee the in-house Facilities Help Desk, including line management responsibility for the help desk supervisor and ensuring the function meets requirements in the management of reactive and planned tasks and provides accurate and meaningful management information.
  • Oversee the soft services function ensuring a reliable good service is delivered by the front of house team and soft service contracts. To ensure all related contracts remain in contract, managed and provide value for money.
  • To monitor the department’s performance against SLAs and KPIs using data from the CAFM system; to collate, interpret and present data for standard weekly, monthly and quarterly reports; to present KPI data to the Senior Management Team weekly meeting.
  • To monitor, analyze and evaluate expenditure trends, ensuring finances and budgets are managed in adherence to the agreed targets. Providing timely and accurate finance reporting including monthly variance reporting with commentary for reason of over/underspend and action plan where necessary.
  • Responsible for monitoring and ensuring adherence to governance and group policy and procedures. Including procuring of suppliers, contract set up and spend guidelines.
  • Co-ordinate the training of new and existing staff on the organistion’s various systems, including IPOS (purchase to pay system), Help Desk, CAFM system, and HR system.
  • Co-ordinate the training and development of the department’s staff based on individual development plans agreed with line managers at staff reviews. To complete and maintain a live skills matrix, role requirements and skills gap analysis to support development plans. To be the department liaison with the Learning & Development business partner.
  • To review, implement and monitor departmental back office policies, procedures and systems of work; to look to improve the department’s effectiveness and efficiency in the way that the operation is supported.
  • To coordinate regular contract reviews with the main suppliers used by the department to deliver hard and soft services, using data from the CAFM system; to help ensure that the suppliers are performing and providing value for money
  • To act as the facilities department sustainability lead, engaging with the Eco Champion team and coordinating improvements and activity across portfolio. Working with service providers to deliver innovation and sustainable better ways of working.
  • To monitor and support department wide projects ensuring they are managed to timelines set and project brief met, providing monthly progress reporting.
  • To review and investigate methods of continuous improvement including looking at our customer experience and methods of streamlining and improving interaction.
  • To deputise for members of the senior management team when required.
  • To manage the department’s communications with its stakeholders, within the department and on the organisation’s intranet, including news stories, relevant updates, maintaining facilities pages and staff engagement exercises.  
  • Department lead for coordinating archiving activity, proactively working with business units to reduce spend and ensure adherence to regulations in regards to GDPR, information security and retention policies. 
  • To undertake incident management and control duties as part of a local response or wider disaster recovery event and escalating decisions as appropriate. To assist line management review and develop the business continuity plan and act as department coordination of the plan.
  • To carry out any reasonable work request required to support the department in its entirety.

Knowledge, skills & experience required:

  • Efficient in in providing a high level of business administration, writing processes & procedures and the analysing of data to present in report writing.
  • A good understanding of financial planning, administration and budget management.
  • Experience working in a similar role providing business support, ideally with CAFM management systems
  • Strong stakeholder management experience
  • Line management experience essential
  • Experience of dealing with Facilities Management delivered through a mixed model of in-house and outsourced provision

 Education / Qualifications:

  • Desirable: Membership of the IWFM with competence in relation to FM
  • IOSH Managing safely or NEBOSH General Certificate
  • Preferably holding, or working towards a degree in business administration

Personal Attributes required:

  • Excellent organisational skills
  • Strong interpersonal skills
  • Proficient IT skills in Microsoft office
  • Resilience under pressure and ability to meet deadlines and targets
  • Good communication skills (written & verbal)
  • Good listening skills and ability to interpret data and problem solve
  • Self-motivated and able to work on own initiative in a team environment.
  • Collaborative and influencing skills
  • Demonstrate a commitment to continued professional development

Please note, the successful applicant will be included on weekly out of hours rota - 1 week in 8 week.



Advertised: GMT Daylight Time
Closing date: GMT Daylight Time

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