Facilities Operations Team Leader

Corporate Resources and Business Improvement

The Resources and Business Improvement directorate is led by Dianne Tranmer. It is responsible for: People Function, Facilities Management, Digital Experience Unit and Technology Group, Information Governance, Executive Support Team and leadership of all our shared services across the GLA Group.

About the team

The role of the Facility Management Unit is to ensure that the GLA’s headquarters at City Hall, the GLA demised space at Union Street and the national heritage assets of Trafalgar Square and Parliament Square Gardens are managed effectively, meet the needs of those using them and comply with statutory requirements, providing a suitable and safe environment for everyone. The responsibility for managing the squares is set out in the Greater London Authority Act 1999 and covers the care, control, management and prevention of abuses. The Unit is split into 3 teams covering hard services (engineering, maintenance and infrastructure), support services (including security and accommodation) and amenities and events (including cleansing, porterage, catering and hospitality). Managing and delivering projects ranging from building works, refurbishments, events through to office moves are common across all 3 workstreams.

About the role

To lead and manage the front-line team of Facilities Assistants providing a high quality, welcoming and inclusive customer experience at the Authority’s offices at City Hall and Union Street and the iconic listed sites at Trafalgar Square and Parliament Square Gardens ensuring that the environments are safe and well presented to both staff and visitors.

What your day will look like

A high quality customer experience is provided to both staff and visitors and the Authority’s sites are presented to a high standard.

Ensuring the Facilities Assistants are deployed in accordance with operational requirements and the reception, helpdesk and switchboard are adequately staffed at the right times.

Best use is made of the information available from the Computer Aided Facilities Management System and Desk Signposting Systems and statistics are maintained on building operations and the facilities and services provided.

Co-ordinate the activities of contractors and in-house FM staff ensuring that works and activities do not conflict, and facilities and services are available when they are required to support the business of the Authority

Plan, organise and implement the weekly rota to ensure all operational positions are covered, resolve issues created by any unplanned absences and report the operational status and absences to the Assistant Facilities Manager – Operations and Projects.

Prepare and deliver daily briefings to the Facilities Assistants and relevant contractors to ensure there is a common understanding of the day’s key activities and tasks and compile and distribute to the wider FM Unit a weekly schedule covering planned weekend/out-of-hours activities such as events and maintenance.

Skills, knowledge and experience

To be considered for the role you must meet the following essential criteria:

• Ofqual Qualifications and Credits Framework Level 3 in Facilities Management or other relevant qualification and/or equivalent experience of first line facilities operations management.

• Hold a valid first aid at work qualification, or equivalent qualification appropriate to the workplace

• Able to take charge of a situation and give instructions when the need arises, including dealing with front line conflict management situations.

• Knowledge and experience of managing front of house services and facilities operations in a corporate HQ, government or hospitality environment, including, reception, switchboard, helpdesk, maintenance, cleaning, porterage and catering.

• Experience of using Computer Aided Facilities Management Systems, analysing data and production of statistics and reports.

• Knowledge and understanding of health and safety issues and counter terrorism appropriate to the responsibilities of the job. IOSH Managing Safety qualification is desirable.

The GLA Competency Framework Guidelines further detailing each competency and the different level indicators can be found here: GLA Competency Framework

How to apply

If you would like to apply for the role you will need to submit the following:

• Up to date CV
• Personal statement with a maximum of 1500 words. Please ensure you address how you demonstrate the essential criteria outlined above in the advert.

Please ensure your CV and Personal Statement have a maximum file size of 1.5MB each and upload your Personal Statement to the ‘CV and Cover Letters’ section’ of the form, ensuring you address the technical requirements and competencies in your Personal Statement.

Word or PDF format preferred and do not include any photographs or images. Please ensure your CV and Personal Statement are saved with the job reference number as part of the naming convention (E.g., “CV – applicant name - 012345)

As part of GLA’s continuing commitment to be an inclusive and equal opportunity employer we will be removing personal identifiable information from CVs and Personal Statements that could cause discrimination.

We may close this advert early if we receive a high volume of suitable applications.

If you have questions about the role

If you wish to talk to someone about the role, the hiring manager Jacqueline Samuels would be happy to speak to you. Please contact them at Jacqueline.samuels@london.gov.uk

If you have any questions about the recruitment process, contact the glaopdcrecruitment@tfl.gov.uk who support the GLA with recruitment.

Assessment process

Once you have submitted an application, your details will be reviewed by a panel.

If shortlisted, you’ll be invited to an interview/assessment.

The interview/assessment date is: TBC

Equality, diversity and inclusion

London's diversity is its biggest asset, and we strive to ensure our workforce reflects London's diversity at all levels. We welcome applications from everyone regardless of age, gender, gender identity, gender expression, ethnicity, sexual orientation, faith or disability.

We particularly encourage applications from Black, Asian and Minority ethnic candidates and disabled candidates who are currently underrepresented in our workforce.

We are committed to being an inclusive employer and we are happy to consider flexible working arrangements. We would welcome applications from candidates who are seeking part time work as this role is open to job share.

Please note we are a Disability Confident Employer so for candidates who wish to be considered under the scheme and meet the essential criteria, they will automatically be invited to interview. Please note, should you require any adjustments through the process, we will accommodate as much as possible. Please contact the recruitment team for further information if required.

Benefits

In addition to a good salary package, you will be paid every four weeks, providing frequent salary payments. We also offer an attractive range of benefits including 30 days’ annual leave, interest free season ticket loan, interest free bicycle loan and a career average pension scheme.

Additional Information

Please note, all candidates will need to confirm that the information provided in this application form is true and correct. Should a candidate deliberately give false information, including the use of AI software, they understand that this would disqualify them from consideration.

Successful candidates must undergo a criminal record (DBS) check but some roles may require additional security screening.

Please note Post holders must be willing to undergo National Security Vetting to the level of SC. This process requires the post holder to have been resident in the UK for

five years. Individuals will not be expected to hold existing National Security Vetting in order to apply for the posts.

More Support

If you have a disability which makes submitting an online application form difficult, please contact resourcingteam@london.gov.uk.

The GLA is proud to be a Level 2: Disability Confident employer. We are committed to becoming a more inclusive and accessible organisation, and creating a truly inclusive and accessible workplace and culture for our disabled staff. We have named Disability Equality as a key corporate priority within our EDI Strategy. We welcome and encourage applications from disabled applicants. Should you wish to opt into the scheme, please let us know during your application.

Please note all applications for this vacancy must be submitted via our online recruitment system. We do not accept CVs alone for this role. Please upload a personal statement with a maximum of 1500 words to the ‘Additional Documents’ section of the form, ensuring you address the following technical requirements and competencies in your personal statement. Word or PDF format preferred and do not include any photographs or images.

The GLA Competency Framework Guidelines further detailing each competency and the different level indicators can be found here: GLA competency framework.

GLA staff are hybrid working up to 3 days a week in our offices and remotely depending on their role. As part of this, you will need to split your time between home working and coming into the office.

London's diversity is its biggest asset, and we strive to ensure our workforce reflects London's diversity at all levels. We welcome applications from everyone regardless of age, gender, gender identity, gender expression, ethnicity, sexual orientation, faith, or disability.

We particularly encourage applications from Black, Asian and Minority ethnic candidates and disabled candidates who are currently underrepresented in our workforce. We are a disability confident employer who guarantee an interview to any disabled candidate who meets all of the essential criteria.

We are committed to being an inclusive employer and we are happy to consider flexible working arrangements. We would welcome applications from candidates who are seeking part time work as this role is open to job share.

In addition to a good salary package, we offer an attractive range of benefits including 30 days’ annual leave, interest free season ticket loan, interest free bicycle loan and a career average pension scheme.