Facilities Coordinator

Main Responsibility

• Managing and setting up processes as required to ensure that the offices operate efficiently.
• To oversee the management all FM services at the office and line manage the onsite FM team.
• 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 
• 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.
• 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.

Please refer to the Job Description for full role responsibilities. 

The Ideal Candidate

The Ideal Candidate:

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

We believe that diverse perspectives contribute to a more innovative and dynamic workplace. We actively encourage applications from individuals who are typically under-represented or disadvantaged in society. This includes women, people from ethnically diverse backgrounds, parents and carers, and disabled candidates, including neurodiverse candidates. 

We are committed to providing equal opportunities for all applicants and creating an inclusive environment where diverse perspectives are valued and supported.

 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. 

Please refer to our Reasonable Adjustment guidance document linked to this job advert on how to access Reasonable Adjustments with us. 

Package Description

What we Offer:

• 27.5 days paid annual leave (increasing with service to 32.5 days)
• The option to buy, sell, or carry over annual leave is reviewed each year and offered when possible
• Voluntary Health Cash Plan provided by BHSF
• 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 focussed on each of the protected characteristics - run for staff, by staff: Enable Network, Age Network, Welsh Network, Pride and LGBTQ+ 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

Additional Information:

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 first without further interview.

In line with the IOPC recruitment and Selection Policy, we recommend that internal colleagues make an early application within the first seven days, so that we can see if there is enough interest within the organisation to keep the role internal for the full advertising period. We will review the number of applications after the first seven days and the role may be advertised externally after this period. Please see the Recruitment and Selection Policy Guidance, which is available on the Hub, for further information.

Emotional Consideration:

In performing this role, you may have occasional exposure to distressing material which will likely be impactful, traumatic and challenging.  It is also possible that] you will have contact with individuals who are experiencing extreme distress. The IOPC recognises this and offers all staff a range of wellbeing provisions, including TRiM (Trauma Risk Management), peer-to-peer support, a dedicated Wellbeing Advisor, and access to free confidential counselling. All staff are strongly encouraged to proactively access and engage with the support available. If you would like to speak about this element of the role with somebody already doing similar work at the IOPC please contact recruitment@policeconduct.gov.uk and this can be arranged. 

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

About the Company

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.  

• Being a Disability Confident employer, the IOPC is dedicating to removing the barriers for disabled people to thrive in the workplace. Please refer to our Reasonable Adjustment guidance document linked to this job advert on how to access Reasonable Adjustments with us. 
• 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.

Working Conditions

The IOPC operates a hybrid working policy which requires all staff to work an average of 40% of their contractual hours at their office base (or another office for business reasons). Office attendance time includes in-person training, meetings with stakeholders and families, and attending events.