Building Support Manager (Band 2)

Job title: Building Support Manager 

Salary: Circa £40,000 + 7% on-call allowance (once the probation period has been passed) 

Grade: Band 2

Contract type: Head of Facilities Operations

Reference: 5382

Number of roles: 3 x Full Time Contract details: Permanent, Onsite

Location: Various London Location  Application closing date: Sunday 20th September

All offers of employment are subject to satisfactory right‑to‑work checks, and candidates must be able to demonstrate their legal right to work in the UK. In certain circumstances, TfL may be able to sponsor Skilled Worker visas for roles and individuals that meet the required eligibility criteria, including those covered by transitional rules. Further details can be found here: Our response to visa sponsorship changes.  

Overview:

Our Commercial Development team are recruiting!  As a Building Support manager, you’ll manage the daily functional operation of a group of buildings, organising and controlling a wide range of support services, including routine maintenance, and directing contractors in relation to Workplace Services activities directly managed by the Building Management Team.   

You’ll be a management focal point of contact for building occupants for all Workplace Services activities, ensuring buildings operate in a safe and cost-effective manner in accordance with published Service Level Commitments. 

Key Accountabilities: 

Facilities Management:

•    Control, on a day-to-day site basis, Facilities Operations, Workplace Services, service contracts, and ensures such contracts are undertaken in accordance with contract specifications and terms and conditions, that contractors comply with health and safety requirements and TfL policies and procedures.  

•    To assist in the evaluation of contract performance in accordance with the performance criteria element of relevant individual contracts.  Continuously monitor contracts to ensure that the day-to-day site contract service delivery meets the changing business need and report and recommend changes to contract specifications and arrangements to improve cost effectiveness and service. 

•    Carry out regular building inspections to identify ad-hoc routine maintenance repairs and minor works to ensure that a healthy, safe, and comfortable working environment is continually provided, and that asset condition is maintained and optimised. 

•    Record keeping, including statutory certificates, maintenance reports, licences, floor plans, copies of contracts and procedures, minutes of contract monitoring meetings etc. All must be capable of meeting all internal and external audit requirements. 

•    Be a member of the Business Continuity Team, either acting as the Emergency Co-ordinator at the scene or assisting as necessary. This includes participation in an on-call roster and may require emergency attendance out of normal working hours. 

Health & Safety:

•    Ensure all Health and Safety and statutory requirements, including TfL procedures and safety management systems are implemented and complied with, including maintenance of all associated records, and liaison with relevant statutory authorities 

•    Provide a pro-active role by attending and chairing House Committee meetings, and attending Health and Safety meetings, both internal and external, giving advice, holding evacuation de-briefings, providing training etc. 

•    Lead the site teams controlling the management of emergency situations in the buildings for which responsible 

•    Undertake audits of contractors to verify safe working practices, systems procedures are adhered to, and legislative requirements are met, thereby minimising potential injury and loss of process 

Procurement and Financial Management:

•    Using the relevant corporate system, verify as correct for payment all invoices for one-off orders and additional contract works, checking satisfactorily completed 

•    Monitor on-going costs against agreed budgets and ensure such costs are not exceeded unless previously authorised 

•    Assist financial reporting, including liabilities, forecasts etc. and assist in the preparation of budgets to ensure they deliver the most appropriate and cost-effective services 

•    Be competent in the use of any financial and procurement IT system in use within the Department and or corporately 

•    Identify works to be undertaken, produce specifications, raise quote requests and orders, and ensure the works are completed to a satisfactory standard 

Customer Service:

•    Act as Building Management Team contact for building occupants, ensuring professional, customer focused, helpful, and friendly service delivery 

•    Monitor that the Help Desk provides a fully responsive service to occupants on all reported matters relating to the operation of the buildings for which responsible.  Follow up tasks to ensure that they are acted upon efficiently and effectively by the relevant contractor, problems are addressed and resolved, and a high level of communication with occupants is maintained 

•    Act as point of contact between building occupants, contractors, and project managers, to ensure all maintenance and project works are co-ordinated with business needs, to ensure minimal unplanned interruptions to occupants’ normal working and the operation of the building 

Project Management:

•    Effectively manage minor maintenance and associated projects, ensuring successful delivery, safely and within budget 

Skills, Knowledge & Experience 

Skills:

•    Have a high standard of interpersonal skills, including excellent verbal and written communication ability, together with a flexible approach, and an ability to cope under pressure in what can be a very demanding situation in dealing with and balancing the needs of building occupants from directors to contractors (essential) 

•    Hold a good knowledge of Outlook and MS Office, especially MS Excel (essential) 

Knowledge:

•    Hold a formal qualification in safety management (desirable).     

•    Extensive, wide-ranging knowledge of the multi-service disciplines in building management, including Mechanical, Electrical and Fabric, Health and Safety, Security, Cleaning, Fire Systems etc. (desirable) 

•    Have a Facilities management qualification (desirable) 

•    To be conversant with statutory requirements, including EC Directives relating to an office environment (desirable) 

Experience:

•    Have significant experience of providing direct management across a multi-site operation, including Building Management, Contract Management and Helpdesk Management (desirable) 

•    Demonstrable experience in successfully personally providing services to executive/director/VIP occupied office accommodation (desirable) 

•    Budget management experience, including prioritising spend in a dynamic environment, risk analysis, ongoing cost, whole life costing and zero-based budgeting (desirable) 

Application Process:

• Please apply with your CV
• Think carefully about the skills, knowledge and experience in the advert and cover this in your CV
• PDF format preferred and do not include any photographs or images
• We may close this advert early if we receive a high volume of suitable applications. 

We will make every effort to give you as much notice as possible, however some interviews/assessments could be organised at short notice.

Equality, diversity and inclusion:

We are committed to equality, diversity and inclusion and aim to reflect the diverse communities we serve. We believe that a diverse workforce enables us to deliver better services and outcomes. Our goal is to make our recruitment as inclusive as possible. As a Disability Confident Leader, we actively encourage applications from disabled people. As part of the Disability Confident scheme, we aim to offer an assessment or interview to candidates who apply via the scheme where the minimum essential criteria for skills, knowledge and experience has been met. In some circumstances, it may not be practical to offer an interview or assessment to every candidate who applies through the scheme and meet the minimum essential criteria; in these situations, we select candidates who best meet the minimum criteria for the job rather than interviewing all who meet them. 

Across all recruitment activity, we recognise that selection methods may vary depending on the nature and scale of the campaign and will be applied fairly, consistently and proportionately in line with our Disability Confident commitments.   

Benefits:

In return for your commitment and expertise, you will enjoy excellent benefits and scope to grow. Rewards vary according to the level of role but mostly include the below:

Final salary pension scheme 
Free travel for you on the TfL network 
Reimbursement of 75% of the cost of a standard class Ticket for National Rail travel from home
30 days annual leave plus public and bank holidays 
TfL is committed to work-life balance, operating a hybrid working approach where business and role requirements allow
Private healthcare discounted scheme (optional) (Delete if not applicable – LU spot grades/Q grades)
Tax-efficient cycle-to-work programme
Retail, health, leisure and travel offers 
Discounted Eurostar travel
 
We will make every effort to give you as much notice as possible, however some interviews/assessments could be organised at short notice.

Hybrid working within this role enables a balance of 50 per cent of time split between the office and home over a 4 week period. Hybrid working arrangements can evolve subject to business requirements. 

Vetting Process:

At Transport for London, safety, trust and fairness sit at the heart of how we recruit. Our Vetting Charter (https://tfl.gov.uk/corporate/careers/our-vetting-process) explains the checks we carry out before you join us, helping ensure we create a safe, inclusive and reliable network for everyone who depends on our services. We simply ask that the information you provide is honest and accurate so we can progress your application smoothly. If something doesn’t match or can’t be verified, we may not be able to move forward with your application, but we’ll always treat you with transparency, respect, and clear communication throughout.

TfL is currently unable to provide sponsorship to candidates for this role as the Home Office’s eligibility criteria for sponsorship will not be met. TfL keeps its approach under review in line with changes to UK immigration rules. We are also unable to provide advice or guidance on individual immigration queries and advise candidates to check the Government’s website for further information. 

You may be required to undergo a Metropolitan Police NPPV1 (non-police personnel vetting) vetting process.