Operations Team Leader - Facilities Assistants

We are excited to offer a fantastic opportunity for a Permanent Operations Team Leader – Facilities Assistants based in London

HOURS OF WORK:  Monday to Friday, 37.5 Hours per week

Join our vibrant and inclusive Complex Facilities team, delivering a professional and efficient multi-facilities service to building users and our client. This includes, but is not limited to, mail, porterage, flags, and moves, all in line with the Facilities Management Agreement.

You will work collaboratively as part of a team, supporting colleagues across the Main Building as required. You will engage confidently with building users and clients, maintaining a consistently professional, approachable, and helpful attitude, while contributing to a positive, balanced, and high-performing team environment.

 

What you will do:

People

• To lead the Facilities Assistants to ensure all contractual requirements are met.
• To manage all HR related issues within the teams. Record all HR related issues on our Coroner platform.
• To appraise, monitor and evaluate staff performance on a regular basis and provide feedback to staff.
• Ensure adequate staffing levels are maintained at all times.
• Manage and update team rotas to ensure all shifts are covered.
• Update People Portal with team absences.
• To ensure all staff complete their LearnUpon within a timely manner.
• Encourage continuous improvement for yourself, team and department.
• Ensure probation process is managed tightly and correctly as to the Amey process.

 

Payroll

• Ensure payroll add Ons such as overtime and project works are processed on time to prevent any pay issues.
• Investigate any payroll issues as they arise and resolve in a timely manner.

 

Security

• To make sure all staff have and maintain the correct clearance levels / passes are correct and in date.
• To ensure that all security regulations relating to mail receipt and deliveries are adhered to and all breaches are reported to the line manager in line with JSP440 & 367.

 

Concept

• Monitor and manage concept tasks assigned to distribution services, ensuring timely acknowledgement, allocation, progress updates and completion in accordance with operational priorities and SLA’s
• Record and manage monthly productivity data, ensuring timely preparation of client performance reports

 

Subcontractors

• To Manage the visitation of Sub-Contractors to carry out service and maintenance jobs for the ATM and water service.
• To manage regular replacement of flags due to life cycle, laundering and relevant days as regulated by the Department Culture Media, and Sport. In addition, occasions where flags are required to be half-mast and raised as a mark of remembrance.

 

Service delivery

• Manage and encourage collaboration between departments and contractors.
• Ensure all collection of mail and deliveries happen in time and in accordance with contractual and customer requirements.

 

Health and Safety

• Complete 01 reports on a monthly basis.
• Review and write risk assessments ensure all staff read, understand and sign to confirm acknowledgment
• Review COSHH and make sure all paperwork is up to date and correct.
• Ensure all departmental equipment is well maintained and serviced in line with contractual and legal requirements. Related documentation kept updated.
• Any other duties as required that are a reasonable management request.

 

What you will bring:

• Relevant experience in Portage, postal services and Records management.
• People management experience.
• Understanding and ability to deliver on all aspects of staff and HR issues.
• Knowledge of current Health & Safety legislation in relation to FM.
• Computer literate.
• Highly motivated and capable of working alone and equally as part of a team.
• Previous experience of working within the Civil Service or Armed Force