Soft Services Manager

Job summary

We pride ourselves as being an employer of choice, where Everyone Matters promoting equality of opportunity to actively encourage applications from everyone, including groups currently underrepresented in our workforce.

UKHSA ethos is to be an inclusive organisation for all our staff and stakeholders. To create, nurture and sustain an inclusive culture, where differences drive innovative solutions to meet the needs of our workforce and wider communities. We do this through celebrating and protecting differences by removing barriers and promoting equity and equality of opportunity for all.

The Facilities Management Department (FMD) at Colindale is responsible for the operational running of the site delivering a wide range of services including catering, cleaning, waste management, pest control, grounds maintenance, front of house, stores, and porterage. The engineering function comprises maintenance, validation and calibration of assets, as well as repairs and capital work. Delivery of these services plays a key role in keeping the site fully operational and able to deliver UKHSA’s core mission, delivering health security for everyone. Adopting the guiding principles of engineering excellence, FMD strive to contain and control risks associated with assets, infrastructure and critical equipment on the estate.

This approach provides the assurance to senior management that engineering works are carried out in a safe and secure manner, engineering solutions are sustainable and expenditure is controlled, and that all works are carried out to meet regulatory and compliant standards.

FMD engages with the site stakeholders over current and future engineering requirements to ensure the engineering function supports the needs of the business. The function embraces all engineering aspects from the supply of utilities, provision of environmental conditions to meet the regulatory/compliant (HSE, MHRA, FDA, DEFRA, Home Office and needs of external customers) for high containment and general research laboratories, pharmaceutical production facilities, cell culture storage facilities and general offices, through to minor/major servicing, validation, calibration and the installation of specialised laboratory/process equipment.

Job description

The Soft Services Manager will report directly to the Head of Site Services and play a key role in ensuring all soft FM service needs across the Colindale site are delivered effectively and consistently.

The post holder will work closely with on-site service providers to maintain soft FM standards, identify areas for improvement, and ensure that regular audits are completed.

The Soft Services Manager will also support financial accountability, contract management, and effective communication with key stakeholders to balance operational space requirements with wider estate planning.

The Soft Services Manager will assist the Head of Site Services in financial accountability and contract management.

The post holder will play a key part in communicating with key staff around site to balance their requirements for operational space along with the overall estate plan for the site.

Detailed job description and main responsibilities

• Ensuring consistently high standards of soft FM service delivery are maintained across the Colindale site.
• Assisting in the development and review of soft FM operational schedules and service plans.
• Contribute to tenders for the delivery of sub-contracted soft services on site.
• Assist in the formulation of the operational processes and procedures for business continuity planning to cover the range of FM soft services across the
  campus.
• Approve any soft services purchase orders, making necessary checks when appropriate.
• Chair the Food Forum Committee meetings ensuring participation with contracted services and representatives from across the campus.
• Liaise with FM Finance Support Officer and Finance Business Partner to manage all utilities bills for the site, including water and sewerage from a private
  water provider.
• Ensure robust contract management procedures are adhered to at all times for all FM soft services.
• Participate in the Fire Safety Group meeting and ensure the soft services teams are fully briefed and trained in site-specific evacuation procedures, reviewing and updating these regularly.
• Lead an Accommodation Strategy Group to ensure office space and operational requirements are communicated effectively and aligned with site planning.

This list of duties is not exhaustive.

Person specification

Essential Criteria:

• Educated to degree level in facilities management or equivalent level qualification or significant experience of working at a similar level in specialist area.
• Significant successful facilities management experience in a demanding environment, particularly in design and operations of scientific facilities, including experience at senior management level.
• Significant experience of running FM services through both NEC and CCS contract models.
• Management / supervisory qualification or demonstrable equivalent experience within a similar role.
• Must be able to provide and receive highly complex, sensitive or contentious information; negotiate with senior stakeholders on difficult and controversial issues, and present complex and sensitive information to large and influential groups.
• An understanding of and commitment to equality of opportunity and good working relationships, both in terms of day-to-day working practices, but also in relation to management systems

Desirable Criteria:

• Full membership of appropriate Professional Body e.g. CMI, CIBSE, BIFM
• Significant knowledge of estates, facilities and building management systems, their implementation and management, e.g. CAFM, Planet, Maximo
• Emergency Planning experience.
• Comprehensive experience of project principle techniques and tools such as PRINCE2 and Managing Successful Projects.
• Previously responsible for managing a large budget spend, involved in budget setting and working knowledge of financial processes.
• Problem solving skills and ability to respond to sudden unexpected demands.
• Demonstrated capability to plan over short, medium and long-term timeframes and adjust plans and resource requirements accordingly.
• Must be able to prioritise own work effectively and be able to direct activities of others.
• Working knowledge of Microsoft Office with intermediate keyboard skills.
• Adaptability, flexibility and ability to cope with uncertainty and change.
• Professional calm and efficient manner able to demonstrate a strong desire to improve performance and make a difference by focusing on goals.

Benefits

Alongside your salary of £46,310, UK Health Security Agency contributes £13,416 towards you being a member of the Civil Service Defined Benefit Pension scheme. Find out what benefits a Civil Service Pension provides.

• Learning and development tailored to your role
• An environment with flexible working options
• A culture encouraging inclusion and diversity
• A Civil Service pension with an employer contribution of 28.97%

Things you need to know

Artificial intelligence

Artificial intelligence can be a useful tool to support your application, however, all examples and statements provided must be truthful, factually accurate and taken directly from your own experience. Where plagiarism has been identified (presenting the ideas and experiences of others, or generated by artificial intelligence, as your own) applications may be withdrawn and internal candidates may be subject to disciplinary action. Please see our candidate guidance (opens in a new window) for more information on appropriate and inappropriate use.

Selection process details

Stage 1: Application & Sift

Competency Based

You will be required to complete an application form. You will be assessed on the listed 6 essential criteria, and this will be in the form of a:

• Application form (‘Employer/ Activity history’ section on the application)
• 1500 word supporting statement.

This should outline how you consider your skills, experience and knowledge provide evidence of your suitability for the role, with reference to the essential criteria.

You will receive a joint score for your application form and statement. (The application form is the kind of information you would put into your C.V –please be advised you will not be able to upload your CV. Please complete the application form in as much detail as possible). Please do not email us your CV.

Healthjobs UK has a word limit of 1500, but your supporting statement must be no more than 1500 words. We will not consider any words over 1500 words.

Longlisting: In the event of a large number of applications we may longlist into 3 piles of:

• Meets all essential criteria
• Meets some essential criteria
• Meets no essential criteria

If used, the pile ‘Meets all essential criteria’ will proceed to shortlisting.

Shortlisting: In the event of a large number of applications we may conduct an initial sift, on the lead criteria of :

• Educated to degree level in relevant subject or equivalent level qualification or significant experience of working at a similar level in specialist area.
• Significant experience of running FM services through both NEC and CCS contract models
• Significant successful facilities management experience in a demanding environment, particularly in design and operations of scientific facilities, including
  experience at senior management level

Desirable criteria may be used in the event of a large number of applications/large amount of successful candidates.

If you are successful at this stage, you will progress to interview & assessment.

Feedback will not be provided at this stage.

Stage 2: Interview

Competency Based

You will be invited to a single face to face interview. If face to face interviews are planned, in exceptional circumstances, we may be able to offer a remote interview.

Knowledge, experience, skills & abilities will be tested at interview.

You will be required to present a five minute presentation on :

Managing soft services provision in a complex operational facility.

Interviews dates to be confirmed.

Once this job has closed, the job advert will no longer be available. You may want to save a copy for your records.

Location

This role is based as office/lab-based at our site in Colindale. Please note hybrid working is not available for this role.

Security Clearance Level Requirement

Successful candidates must meet the security requirements before they can be appointed. The level of security needed is Counter-Terrorist Check. You should normally have been resident in the United Kingdom for the last 3 years to obtain Counter Terrorism Check (CTC). UK residency less than the outlined periods may not necessarily bar you from gaining national security vetting at this higher level and applicants should contact the Vacancy Holder / Recruiting Manager listed in the advert for further advice.

Eligibility Criteria

External: Open to all external applicants (anyone) from outside the Civil Service (including internal applicants).

Future location

UKHSA is investing in a new state-of-the-art National Biosecurity Centre in Harlow, Essex, which will eventually bring together teams currently based at Canary Wharf, Colindale and Porton Down. For more details, please see: Huge biosecurity centre investment to boost pandemic protection - GOV.UK

The new facilities will start becoming operational in the mid-2030s, with full completion by 2038. Staff will move in phases as facilities become available. If you're appointed to a role currently based at Canary Wharf, Colindale or Porton Down, please note that we'll continue investing in these sites for the next decade. As we get closer to the transition, we'll provide full information about relocation support available to staff.

Reasonable Adjustments

The Civil Service is committed to making sure that our selection methods are fair to everyone. To help you during the recruitment process, we will consider any reasonable adjustments that could help you. An adjustment is a change to the recruitment process or an adjustment at work. This is separate to the Disability Confident Scheme. If you need an adjustment to be made at any point during the recruitment process you should contact the recruitment team in confidence as soon as possible to discuss your needs.

You can find out more information about reasonable adjustments across the Civil Service here: Reasonable Adjustments , Civil Service Careers

International Police check

If you have spent more than 6 months abroad over the last 3 years you may need an International Police Check. This would not necessarily have to be in a single block, and it could be time accrued over that period.

Internal Fraud Check

If successful for this role as one aspect of pre-employment screening, applicant’s personal details – name, national insurance number and date of birth - will be checked against the Cabinet Office Internal Fraud Hub, and anyone included on the database will be refused employment unless they can show exceptional circumstances. Currently this is only for external candidates to the Civil Service.

Careers website

Please visit our careers site for more information: UKHSA Hub , Civil Service Careers

Salary Information

If you are successful at interview, and are moving from another government department, NHS, or Local Authority, the relevant starting salary principles for level transfers or promotions will apply. Otherwise, roles are offered at the pay scale minimum for the grade, but in exceptional circumstances there may be flexibility if you are able to demonstrate you are already in receipt of an existing, higher salary. Pay increases are through the relevant annual pay award for the role and terms.

Senior Executive Officer (SEO)

• £46,310- £52,113 (Inner London)

Feedback will only be provided if you attend an interview or assessment.

Security

Successful candidates must undergo a criminal record check.Successful candidates must meet the security requirements before they can be appointed. The level of security needed is counter-terrorist check (opens in a new window).

See our vetting charter (opens in a new window).People working with government assets must complete baseline personnel security standard (opens in new window) checks.

Nationality requirements

This job is broadly open to the following groups:

• UK nationals
• nationals of the Republic of Ireland
• nationals of Commonwealth countries who have the right to work in the UK
• nationals of the EU, Switzerland, Norway, Iceland or Liechtenstein and family members of those nationalities with settled or pre-settled status under the European Union Settlement Scheme (EUSS) (opens in a new window)
• nationals of the EU, Switzerland, Norway, Iceland or Liechtenstein and family members of those nationalities who have made a valid application for settled or pre-settled status under the European Union Settlement Scheme (EUSS)
• individuals with limited leave to remain or indefinite leave to remain who were eligible to apply for EUSS on or before 31 December 2020
• Turkish nationals, and certain family members of Turkish nationals, who have accrued the right to work in the Civil Service

Further information on nationality requirements (opens in a new window)

Working for the Civil Service

The Civil Service Code (opens in a new window) sets out the standards of behaviour expected of civil servants.

We recruit by merit on the basis of fair and open competition, as outlined in the Civil Service Commission's recruitment principles (opens in a new window).The Civil Service embraces diversity and promotes equal opportunities. As such, we run a Disability Confident Scheme (DCS) for candidates with disabilities who meet the minimum selection criteria.

Diversity and Inclusion

The Civil Service is committed to attract, retain and invest in talent wherever it is found. To learn more please see theCivil Service People Plan (opens in a new window) and the Civil Service Diversity and Inclusion Strategy (opens in a new window).

Apply and further information

Once this job has closed, the job advert will no longer be available. You may want to save a copy for your records.

Contact point for applicants

Job contact :

• Name : Nigel Poole
• Email : Nigel.Poole@ukhsa.gov.uk

Recruitment team

• Email : recruitment@ukhsa.gov.uk

Further information

The law requires that selection for appointment to the Civil Service is on merit on the
basis of fair and open competition as outlined in the Civil Service Commission's
Recruitment Principles.

If you feel your application has not been treated in accordance with the Recruitment
Principles, and you wish to make a complaint, in the first instance, you should
contact the UKHSA Complaints team via email at: Complaints@ukhsa.gov.uk

If you are not satisfied with the response you receive from the Department, you can
contact the Civil Service Commission. Visit the Civil Service Commission website for
further information: https://civilservicecommission.independent.gov.uk/