Facilities Coordinator

Main Responsibility

1. Managing and setting up processes as required to ensure that the offices operate efficiently.
2. To oversee the management all FM services at the office and line manage the onsite FM team.
3. To oversee day to day operation of FM Helpdesk and ensure that local FM staff process and resolve calls promptly, that customers are kept updated and any significant issues are reported upwards to the Head of Estates and FM
4. Manage all relevant external contractors including where relevant HOPG/MOJ FM service delivery contracts. To arrange attendance, progress works and manage delivery, ensuring high levels of service delivery at all times. Escort and supervise external contractors as required.
5. Oversee the processing of FM invoices ensuring processes and documentation are completed within guidelines and targets. To maintain accurate information on spreadsheets to be submitted to Head of Estates and FM.
6. Manage the specific office budget including regular monthly meetings with Finance team to review progress, reforecast and agree any under/overspends, variances and actuals as required with the Head Estates and FM
7. Collate and monitor local data required for IOPC’s sustainability reporting, leading on local environmental issues
8. Responsibility for day to day office security and provide guidance to onsite teams as required.  Ensuring staff are aware of opening and locking up and emergency procedures and out of hour processes.   Ensure day to day operation and monitoring of the security systems, following up incidents and producing reports as required.
9. Assist with the development and implementation of business continuity and disaster recovery in conjunction with Head of Estates and FM
10. Arrange repair of office equipment (such as printers, photocopiers etc.) engaging with suppliers and engineers and resolving problems as they occur.
11. Assist with the sourcing and tendering/procurement of suppliers for FM consumables/equipment/services, ensuring best value and compliance with procurement procedures.  Arrange local contract review meetings and follow up on any relevant issues, escalating issues to Head of Estates and FM where requiired
12. Working with the Head of Estates and FM to provide the full range of FM support services.
13. Ensure that FM staff raise purchase orders, and record financial transactions as required and within financial/procurement guidelines.
14. Lead office building projects to include: liaising with external contractors, drafting and agreeing construction project plans Health and Safety info.  Engaging with managers and staff in office to ensure minimum disruption to office. 
15. Provide support to Health & Safety Manager in the delivery of Health & Safety compliance across the organisation.
16. Provide FM support in designated FM Projects.
17.  Any other Facilities Management tasks as required including ad-hoc cover at other locations where necessary and ad hoc guidance on FM relevant policy reviews

NB: This post will require:

• Some manual handling
• Some out of hours working will be necessary
• Some travel between IOPC offices

The Ideal Candidate

1. Management of FM projects, works and installations.
2. Experience of working busy medium/large organisation in a facilities environment.
3. Experience of dealing with staff at all levels verbally and in writing both internally and externally
4. Experience of managing staff
5. Awareness of public sector procurement processes.
6. Experience of managing contracts for goods and services and renegotiating as required.
7. Experience of supervising Evacuation Wardens & First Aiders
8. Experience of producing spreadsheets/financial information and contributing to the budget setting/monitoring process
9. Experience of organising and supervising internal office moves and reorganisations.
10. Experience of overseeing the maintenance of a broad range of office equipment.
11. Experience of overseeing the maintenance of buildings and plant.
12. Ability to work on own initiative and as part of a team.
13. Experience of implementing H&S Policy.
14. IOSH (Managing safely) qualified or prepared to work towards.

DESIRABLE EXPERIENCE

1. BIFM Level 4, or working towards this.

The role requires clearance to SC 

National security vetting: clearance levels - GOV.UK (www.gov.uk)

Reasonable Adjustments

The IOPC is a diverse and inclusive workplace and we want to help you demonstrate your full potential whatever type of assessment is used. We are open to providing you with the tools you need to succeed. Whilst this list is not exhaustive, please see potential reasonable adjustments below that we can provide:

• Extra time for presentations or interview questions
• Formatting changes such as colours for text or background on written assignments
• Questions presented in writing during interviews

If you require any reasonable adjustments to our recruitment process, please email recruitment@policeconduct.gov.uk

Package Description

• 27.5 days paid annual leave (increasing with service to 32.5 days) 
• Options to carry over, buy or sell annual leave
• Civil Service pension
• Civil Service maternity leave package
• PAM employee assistance programme
• Access to Civil Service Sports Council (CSSC) membership
• Cycle to work scheme
• Opportunity to enjoy the latest home and electronics in a more affordable way provided by Vivup
• Car Leasing Scheme
• Staff networks focused on each of the protected characteristics – run for staff, by staff:

- Enable Network

- Welsh Network

- Pride and LGBTQI+ Network

- Sex and Family Network

​- Race, Religion and Belief Network

• Learning and development tailored to your role
• An environment with flexible working options
• A culture encouraging inclusion and diversity behaviours

Additional Information:

The IOPC is not eligible to participate in the Civil Service transfer process, therefore successful candidates will not be able to transfer to the IOPC on their existing terms and conditions.

The IOPC does not participate in the UK Visa Sponsorship Scheme therefore, candidates will have to provide evidence of their Right to Work in the UK if offered a role with us.

This role is exempt from the Rehabilitation of Offenders Act 1974, therefore a standard Disclosure and Barring Service (DBS) check will be carried out for the successful candidate during the pre-employment process.

Any move to the Independent Office for Police Conduct from another employer will mean you can no longer access childcare vouchers. This includes moves between government departments. You may, however, be eligible for other government schemes, including Tax Free Childcare. Determine your eligibility at https://www.childcarechoices.gov.uk

Although we are currently unable to guarantee a longer or more permanent contract, if the role can be extended or made permanent, the successful post holder may be offered the role firstly without further interview.

Rydym yn croesawu ymgeiswyr i ymgeisio am rolau trwy gyfrwng y Gymraeg fel eu dewis iaith.

About the Company

As a completely independent organisation, the IOPC seeks to uphold the rights of the public and investigate the most serious matters, including deaths following police contact, to promote learning and influence change in policing. The IOPC is an organisation steeped in history, influenced by significant figures such as Stephen Lawrence and Sir William Macpherson. We are looking for people to uphold our core values, and in return we will give you a supportive and inclusive work environment to flourish in.

Be yourself

The IOPC is committed to promoting equality and valuing diversity in everything we do. Our vision is to be, and to be seen as, a leader in inclusive employment and services, demonstrating this ethos in everything that we do.

• As a silver standard Stonewall employer, we continue to commit to being a LGBTQ+ employer through the work of our Pride LGBTQ+ Staff Network, creating welcoming environments for lesbian, gay, bi and queer people.
• We are pleased to share that we are a signatory of the Business in the Community Race at Work Charter. The Charter is composed of five calls to action for leaders and organisations across all sectors. 
• Being a Disability Confident employer, the IOPC is dedicated to removing the barriers for disabled people to thrive in the workplace.
• Our Staff Networks are constantly working to make the IOPC the leaders of inclusive employment, from our Allyship Programme to Welsh Language Standards and our Know the Line Policy, we are constantly seeking new ways to create an environment for all to develop and thrive.