Job Description

Reporting directly to the Head of Site, the Operations Manager will work collaboratively within the department to be directly responsible for day-to-day operations of the department. You will ensure that the department functions without operational delays that can cost time and money.



The post holder will have an oversight of financial and business plans and be prepared to put improved processes and procedures into practice. You will manage assigned department wide operational duties within Estates, Engineering and Facilities.



You will be an excellent communicator with a strong financial acumen. The nature of the position dictates that this is predominantly a site-based role.



Specific duties will vary depending on current focuses, but examples of these will include:



Utilising strong financial management skills to monitor and manage departmental budgets, provide management level reporting and feed into internal and external commissions.

Managing expenditure within Estates, Engineering and Facilities (EEF) by making recommendations to mitigate risk and achieve opportunities.

Ensuring Estates, Engineering and Facilities (EEF) Dept Business Plan is adhered to by all departmental stakeholders.

Playing a primary role within the department on the compilation and monitoring of the Risk Register and Business Continuity Plan.

Overseeing KPI reporting on a monthly basis for key Facilities Management (FM) contracts and ensure robust contract management procedures are adhered to at all times for all Facilities Management (FM) services.

Collaborating with the Estates and Facilities Manager contributing to tenders for the delivery of sub-contracted Facilities Management (FM) services on site.

Assisting in the formulation of the operational processes and procedures for mobilisation of Facilities Management (FM) contracts and business continuity planning.

Line management of the Financial Support Officer and administrative staff within the department including supporting their personal development, setting objectives, and ensuring they deliver effectively against them, the completion of appraisals and performance management if / when required.



Please note that this list is not exhaustive


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.



Please visit our careers site for more information https://gov.uk/ukhsa/careers

You will:

Contribute to the Accommodation Strategy to ensure key office space and operational requirements are addressed and communicated appropriately and ensure all leases for rented property are dealt with accordingly.

Lead on the production of commercial tender documents to ensure commercial rules are followed, whilst at the same time ensuring operational demands of the department are met.

Ensure the departmental business plan is reviewed, information is provided to monitor progress against these objectives and suggest business improvement where necessary.

Be the custodian of supply chain and sub-contractor contract agreements for the department and Hard Services provider on site.



Assist senior colleagues, leading where necessary in developing the department operational strategy, executing this strategy, identifying, and responding to opportunities as they arise.



Essential criteria



Significant successful facilities management experience in a demanding environment, particularly in design and operations of contract management.

Experience in a highly regulated industry and conversant with Facilities Management (FM) and business processes and compliance requirements, preferably in the public sector.

Knowledge and experience in using MS Excel and financial management systems and databases.

Organisational skills and ability to scan the horizon, anticipating future challenges and mitigating actions.

Interpersonal skills, able to build effective working relationships at all levels and between organisations.

Ability to solve problems and summarise financial and operational problems, identify and recommend timely and realistic solutions to your line manager and other senior stakeholders.

Communication skills with ability to communicate clearly in verbal and written form with direct reports, line manager and other stakeholders at all levels.

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:

Experience of running Facilities Management (FM) contracts on a complex site.

Specialist training / experience in strategic management, leadership, training, planning and delivery, analytical thinking, problem solving and communication.



Selection Process

Stage 1:

Application & Sift



This vacancy is using Success Profiles



At sift stage you will be assessed against the Essential criteria listed in the job advert.

You will be required to complete an:

Application form ('Employer/ Activity history' section on the application)

Up to 1000 word supporting statement.



This should outline how your skills, experience, and knowledge provide evidence of your suitability for the role.



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)



If we receive a large number of applications an initial sift against the lead behaviour will be conducted.



Managing a Quality Service

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



Only those who meet ALL essential criteria will taken through to the next stage.



Desirable criteria may be used if we receive a large number of applications.



Please note feedback will not be provided at this stage.

Stage 2:

Interview (success profiles)



You will be invited to a face to face interview. In exceptional circumstances, we may be able to offer a remote interview.



This vacancy is being assessed using Success Profiles. During the interview we will assess you against the below:

Behaviours:

Managing a Quality Service

Changing and improving

Making Effective Decisions

Working Together



You will also be assessed on Strengths, Previous Skills and Experience



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



Eligibility Criteria

External:

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



Location



This role is being offered as office/lab based at our Scientific Campus in Porton, Salisbury.



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.



Security Clearance Level Requirement



The level of security needed is



Basic Personnel Security Standard



Successful candidates must pass a basic disclosure and barring security check.



Successful candidates also require a (CTC) Counter Terrorism Check



When you are based at one of our scientific campuses, you will be required to have a Counter Terrorism Check security vetting check as a minimum. For meaningful National Security Vetting checks to be carried out individuals need to have lived in the UK for a sufficient period of time. You should normally have been resident in the United Kingdom for the last 3 years as the role requires Counter Terrorism Check (CTC) clearance. In exceptional circumstances UK residency less than the outlined periods may not necessarily bar you from gaining national security vetting and applicants should contact the Vacancy Holder/Recruiting Manager listed in the advert for further advice.