Premises & Facilities Manager

About this role

*Responsible to:*Head of Operations

*Rate of Pay:*£30,000 - £35,000 per annum (dependent on experience)

*Hours o**f Work:*37.5 hours per week

*Contract Type:*Full-Time/Permanent

*Work Base:*Field & office-based duties required, with an admin base in Alfreton.

Job Description

Purpose & Scope

Working closely with the Valley CiDS Head of Operations, designated colleagues and external contractors, the Premises & Facilities Manager will oversee the efficient and timely management, maintenance, and compliance of our growing portfolio of over 45 properties. This includes our Lighthouse Charity Shops, Blend Youth Project centres, office facilities, and vocational learning sites, such as our 48-acre Turner Farm Project. You will also play a key role in promoting the growth of our charity retail portfolio and core revenue stream, by working closely with the Director of Retail to identify new Lighthouse Charity Shop locations.

Key Tasks & Responsibilities

Property Management

• To oversee scheduled and reactive maintenance relating to the charity’s property portfolio using a cloud-based Premises and Facilities Management portal.
• To obtain quotes and tenders for required jobs, exercising due diligence, and working within budgets and time constraints.
• To liaise accordingly with external tradespersons and contractors, overseeing and managing relationships with contractors on all sites.
• To manage and ensure effective communication with department leads and relevant managers regarding site works to be undertaken.
• To assist the Head of Operations with the oversight of the registering of all leases with the Valuation Office Agency & Land Registry.
• To oversee the works required to maintain our premises and facilities and liaise with the relevant contractors and ensuring H&S compliance.
• To undertake relevant procurement projects to ensure best value for money across our premises portfolio.
• To liaise with our insurers in the case of reporting premises incidents and processing premises related claims.

Compliance & Health & Safety

• To ensure all contractors have the required insurance and risk assessments in place before commencing work.
• To undertake premises risk assessments and support staff in implementing the recommendations.
• To oversee a rolling programme of comprehensive Fire Risk Assessments across all premises, monitoring and implementing remedial works required.
• To implement updated Health & Safety compliance policies & procedures across the charity.

New Premises & Lease Agreements

• To take an active role in identifying new premises for Lighthouse Charity Shops, working closely with the Director of Retail and the wider Retail Management Team.
• To support the process of negotiating terms for new and existing renewal leases as required.
• To assist the Head of Operations and relevant teams in the setting up of new retail premises.
• To negotiate with landlords when work is required on properties in line with existing leases.
• To act as a point of contact for any changes to premises/estates prior to changes being made.

Policies & Procedures

• To understand, comply with, and implement existing Equal Opportunities and Safeguarding legislation, policies, and procedures in performing the duties of the post.
• To understand, comply with and implement relevant Health & Safety legislation, policies, and procedures in performing the duties of the post.
• To maintain confidentiality and observe data protection and associated guidelines where appropriate.
• To ensure that all relevant Valley CiDS policies, procedures, and working practices are fully adhered to at all times.

Self-Management, Training & Development

• To manage your work effectively ensuring the timely planning, organisation, and administration of the post.
• To undertake regular one-to-ones and appraisals with your Line Manager.
• To undertake training and development opportunities as agreed with your Line Manager.

As part of the wider Valley CiDS Workforce

• To uphold the ethos & values of Valley CiDS at all times.
• To develop a good knowledge of the wider context of the charity’s projects and services.
• To be willing to travel to all company sites as required in line with business need.
• To carry out any other reasonable requests, duties, and responsibilities appropriate to the level and remit of the post.

Person Specification

Characteristics & Values

Essential

• Can embrace fully the ethos, vision, and values of Valley CIDS.
• Highly motivated, innovative, resourceful, and able to motivate others.
• Self-directed with the ability to use your own initiative.
• Ability to work effectively under pressure and manage a diverse workload.
• Willingness to adapt to changing priorities throughout the working day.
• Able to work effectively alone or as part of a team.

Skills/Knowledge/Experience

Essential

• Proven property management experience of at least two years.
• Experience of managing a multisite property portfolio.
• Knowledge of current Health & Safety legislation.
• Excellent proven project management skills.
• Excellent verbal and written communication skills.
• Excellent organisational, planning, time-management & task prioritisation skills.
• Excellent analytical and problem-solving skills.
• Excellent interpersonal and people management skills.
• Excellent ICT skills including being fully conversant in the use of Microsoft Excel with experience of creating & maintaining databases & using cloud-based premises management portals.
• Experience of managing & working within a property maintenance budget.

Desirable

• Experience and ability to undertake basic maintenance tasks across the premises portfolio.

Qualifications/Training

Essential

• Qualified to Degree Level or equivalent.

Desirable

• NEBOSH/IOSH Qualifications.
• Project Management Qualification.

Other Requirements

Essential

• Full driving licence and use of a business insured vehicle during working hours.
• Eligibility to work in the UK.

If you are interested in applying for this post, please download the application pack (found below) which details the full job description and person specification.

Safer Recruitment

We are committed to safeguarding and promoting the welfare of children and young people and expects all staff and volunteers to share this commitment. We will ensure that all our recruitment and selection practices reflect this commitment. All successful candidates will therefore be subject to Disclosure and Barring Service (DBS) checks along with other relevant employment checks.