Team Leader Facilities

Job title: Team Leader (Facilities)
Grade: SCALE 6
Role code: EBC0135
Status: Police Staff
Home Office code: Organisational Support

Main purpose of the role:

Supervise staff to ensure that workloads, priorities, resources and performance in respect of facilities services are maintained at a high level and that relevant health and safety legislation, COSHH regulations and Service Level Statements are complied with to ensure efficient and effective customer service and best value for money is achieved. Management of the workload will include the use of the IT package issued to the Service Delivery Team to enable work instructions to be closed as the work is completed.

Main responsibilities:

• Manage the day to day resources and demand of a team, including liaising with the Assistant Business Services Manager (Geographic Services), ensuring that any taskings or decision making required are proactively and effectively prioritised on a daily basis and that standards of quality and efficiency are maintained at all times, in order to ensure that the Geographic Facilities Team is adequately staffed during expected service hours.
• Manage, including motivation of staff, providing direction and leadership, undertaking staff appraisals, addressing welfare, discipline and capability issues, advising on personal development, training and coaching, maximising performance from individuals and assisting with satisfying personal aspirations, in order to ensure that staff fulfil their potential and contribute effectively to force business.
• Manage a portfolio of facilities work, including mail and logistic services, porter services, quality assuring documentation, attending site meetings, rectifying and reporting faults, maintaining records, undertaking small works, monitoring the progress of building works, consulting with contractors and suppliers and escalating problems and issues as appropriate, in order to ensure that services are delivered to a high standard and that customer expectations and service levels are met.
• Review service delivery and make recommendations for continuous improvement, working with the relevant individual(s) to identify the cause of service failures and opportunities for improvement, liaise with local customers and identify new processes/practices in order to increase productivity and efficiency.
• Assist the Assistant Business Services Manager (Geographic Services) with the planning and review of maintenance and repair of buildings and equipment for designated sites, in addition undertake basic research and project work as required, identify priorities, prepare schedules of repairs, liaise with managers and estate surveyors as appropriate, in order to facilitate a proactive and planned approach to facilities management as part of the centrally managed services.
• Assist with organising special events, ensuring appropriate security arrangements, monitoring the quality of work and services provided by the contract cleaning and catering and other outsourced services, developing close working relationships with the contractors, reviewing and reporting on performance issues, rectifying problems as they arise and escalating issues as appropriate to the Assistant Business Services Manager (Geographic Services), in order to ensure the provision of high quality and cost effective services.
• Ensure that all enquiries received via the tasking and coordination process are logged, monitored, escalated or resolved appropriately to ensure that the requirements of the corporately agreed Service Level Agreement are met.
• Support the effective overall co-ordination of Business Services facilities teams, ensuring a flexible approach to meeting the support service demands within both their geographic scope and the wider force, including working in collaboration with other Team Leaders in order to provide resilience and support with varying workloads and demand.

November 2014

Necessary experience:

The job holder will have a minimum Level 2 NVQ or equivalent in Maintenance Disciplines and a City of Guilds Certificate in Basic Skills or equivalent Industry Training or Apprenticeship. In addition the job holder will have at least 2 year's evidenced practical relevant experience working within a facilities or similar environment, to include carrying out facilities and caretaking duties, such as general building work, carpentry, basic electrical and plumbing and be willing to undertake training as and when directed to comply with Health and Safety Legislation and COSHH regulations, such as training courses in relation to working with toxic material, e.g asbestos.

The job holder will have a good understanding of Health and Safety in the Workplace to include COSHH Regulations and will ensure staff are adhering to Health & Safety Legislation and Regulations to enable the department to deliver a consistent and safe service to its customers.

The role requires travel to other sites, to either cover the role in other areas or to evaluate a job, undertake surveys and manage staff, therefore it is essential that the job holder has the ability to drive and will undertake a safety drivers assessment whilst in post. The job holder will be expected to drive a transit/carrier and necessary training will be given for this whilst in post.

The job holder must be well organised, able to work under pressure, whilst providing first-line management, management training will be provided.

The job holder must have the ability to manage multiple customer requirements simultaneously and have a practical approach to problem solving. Good organisational skills and the ability to prioritise and set priorities for the team are essential together with managing and prioritising their own workload whilst handling a steady flow of interruptions.

The role requires a confident and self-assured individual with strong leadership, communication and interpersonal skills, in order to build working relationships at all levels while engendering trust. The role requires the job holder to have a flexible approach to change, in order to meet the needs of a continually adapting business, including working outside of set hours from time to time.

It is a desirable for the job holder ideally to have experience of working to set budgets, monitoring and controlling expenditure.

The job holder will need to be proficient in developing and implementing effective process changes and coordinating as directed by the Assistant Business Services Manager (Geographic Services), monitoring the teams' adherence to the change and evaluating their success.

Good understanding of architect and engineering plans are essential as the job holder will be asked to look at plans to assist for example with office moves The job holder will be IT literate, with a a good working knowledge of MS Office (Outlook, Word, Excel, Powerpoint, Project) and be willing to train on other force specific IT applications (eg; SAP).

Behaviours:

Analyse Critically (Level 2)

I ensure that the best available evidence from a wide range of sources is taken into account when making decisions. I think about different perspectives and motivations when reviewing information and how this may influence key points. I ask incisive questions to test out facts and assumptions, questioning and challenging the information provided when necessary. I understand when to balance decisive action with due consideration. I recognise patterns, themes and connections between several and diverse sources of information and the best available evidence. I identify when I need to take action on the basis of limited information and think about how to mitigate the risks in doing so. I challenge others to ensure that decisions are made in alignment with our mission, values and the Code of Ethics.

Collaborative (Level 2)

I manage relationships and partnerships for the long term, sharing information and building trust to find the best solutions. I help create joined-up solutions across organisational and geographical boundaries, partner organisations and those the police serve. I understand the local partnership context, helping me to use a range of tailored steps to build support. I work with our partners to decide who is best placed to take the lead on initiatives. I try to anticipate our partners' needs and take action to address these. I do not make assumptions. I check that our partners are getting what they need from the police service. I build commitment from others (including the public) to work together to deliver agreed outcomes.

Deliver, Support and Inspire (Level 2)

I give clear direction and expectations, helping others to understand how their work operates in the wider context. I identify barriers that inhibit performance in my teams and take steps to resolve these, enabling others to perform. I lead the public and / or colleagues, where appropriate, during incidents or through the provision of advice and support. I ensure the efficient use of resources to create the most value and the right impact within my areas. I keep track of changes in the external environment, anticipating both the short and long term potential implications for the Police Service. I motivate and inspire others to achieve their best.

Emotionally Aware (Level 2)

I consider the perspectives of people from a wide range of backgrounds before taking action. I adapt my style and approach according to the needs of the people I am working with, using my own behaviour to achieve the best outcome. I promote a culture that values diversity and encourages challenge. I encourage reflective practice among others and take the time to support others to understand reactions and behaviours. I take responsibility for helping to ensuring the emotional well being of those in my teams. I take the responsibility to deal with any inappropriate behaviours.

Innovative and Open-minded (Level 2)

I explore a number of different sources of information and use a variety of tools when faced with a problem and look for good practice that is not always from policing. I am able to spot opportunities or threats which may influence how I go about my job in the future by using knowledge of trends, new thinking about policing and changing demographics in the population. I am flexible in my approach, changing my plans to make sure that I have the best impact. I encourage others to be creative and take appropriate risks. I share my explorations and understanding of the wider internal and external environment.

Take Ownership (Level 2)

I proactively create a culture of ownership within my areas of work and support others to display personal responsibility. I take responsibility for making improvements to policies, processes and procedures, actively encouraging others to contribute their ideas. I am accountable for the decisions my team make and the activities within our teams. I take personal responsibility for seeing events through to a satisfactory conclusion and for correcting any problems both promptly and openly. I actively encourage and support learning within my teams and colleagues.

Values:

Impartiality (Accredited)

I take into account individual needs and requirements in all of my actions. I understand that treating everyone fairly does not mean everyone is treated the same. I always give people an equal opportunity to express their views. I communicate with everyone, making sure the most relevant message is provided to all. I value everyone's views and opinions by actively listening to understand their perspective. I make fair and objective decisions using the best available evidence. I enable everyone to have equal access to services and information, where appropriate.

Integrity (Accredited)

I always act in line with the values of the police service and the Code of Ethics for the benefit of the public. I demonstrate courage in doing the right thing, even in challenging situations. I enhance the reputation of my organisation and the wider police service through my actions and behaviours. I challenge colleagues whose behaviour, attitude and language falls below the public's and the service's expectations. I am open and responsive to challenge about my actions and words. I declare any conflicts of interest at the earliest opportunity. I am respectful of the authority and influence my position gives me. I use resources effectively and efficiently and not for personal benefit.

Public Service (Accredited)

I act in the interest of the public, first and foremost. I am motivated by serving the public, ensuring that I provide the best service possible at all times. I seek to understand the needs of others to act in their best interests. I adapt to address the needs and concerns of different communities. I tailor my communication to be appropriate and respectful to my audience. I take into consideration how others want to be treated when interacting with them. I treat people respectfully regardless of the circumstances. I share credit with everyone involved in delivering services.

Transparency (Accredited)

I ensure that my decision-making rationale is clear and considered so that it is easily understood by others. I am clear and comprehensive when communicating with others. I am open and honest about my areas for development and I strive to improve. I give an accurate representation of my actions and records. I recognise the value of feedback and act on it. I give constructive and accurate feedback. I represent the opinions of others accurately and consistently. I am consistent and truthful in my communications. I maintain confidentiality appropriately.

Technical skills:

Budget Management (Level 3)

Checks and codes invoices and claims for payment, ensuring appropriate authorisation is evident and financial regulations are complied with before claims are processed. Can maintain commitment accounting system ensuring information is up to date and accurate. Capable of making payments into collection and deposit accounts and from imprest where applicable. Aware of budgetary constraints, familiar with and complies with finance and budget management standards and procedures detailed within the Force Financial Handbook and the Delegation of Financial Authority

Customer Services (Level 3)

Responds promptly and effectively to requests for assistance from customers, establishing and checking their service requirements.Understands the importance of completing accurate customer records and provides them with accurate and up to date information. Works well with others to improve standards of service and gathers information on customer feedback both positive and negative. Confident in face to face and telephone encounters with customers, accurately gauging needs and feelings through observation of behaviour and sensitive questioning. Is helpful and courteous at all times and remains calm, minimising potential conflict situations.

Health & Safety (Level 4)

Has received Supervisor training and takes responsibility for the safety of directly subordinate staff and visitors. Understands the procedures in place for the safe storage of hazardous substances, fire precautions and evacuation. Resolves hazards or problems identified within roles or work environments. Undertakes skills passport assessments for new and existing staff. Re-assesses passport as and when new equipment /technology is introduced.Completes annual reviews of skills passports, training needs analysis.

Information Gathering & Analysis (Level 3)

Able to collect and store information relevant to own work and make sure that it is accurate, up-to-date and in line with the organisation's policies and procedures. Information gathered is sufficient for the purpose.

Information Management & Technology (Level 4)

Can conduct basic computer searches and can correctly interpret data generated. Can create and amend records, according to role requirement. Knows established rules and protocols. Understands impact of data quality, and is self-monitoring on data quality issues.

Interviewing - General (Level 3)

Demonstrates the ability to conduct effective routine interviews for a variety of purposes. Prepares and plans carefully and is clear about the purpose of the interview. Asks relevant questions and is able to obtain the required information. Regularly reviews personal interview performance. Adapts style to suit the needs of the interview.

Know. of Police Environment & Policy (Level 4)

Displays a general appreciation of changes affecting the police service. Understands the inter-relationships between the roles of the various Operational and Support activities, and how organisation structures and police systems work. Possesses a detailed understanding of working procedures, practices and policies relevant to the current role and the roles of subordinates and ensures that these are followed at all times. Is clear about Force goals and effectively contributes to local business plan objectives.

Mgmt of Police Information (MOPI) (Level 4)

Full compliance with Level 3. Has successfully completed all standard relevant Information Management and Security training package(s). Accurate use of Government Security Classification (GSC). Ensures physical and digital records are stored with appropriate security relevant to the sensitivity of the documents and has working understanding of appropriate National Retention Schedules. Is able to quality assure own records management processes as well as those of any staff for whom they have supervisory responsibility. Is aware of where to seek further support in relation to Records management within force when necessary. If nominated as an Information Asset Assistant is familiar with the NPCC Information Asset Owners Handbook.

Office Organisation (Level 4)

Fully conversant with organising an office and able to develop working practices which impact on productivity. Able to adapt and innovate so that the office environment contributes to increased efficiency and effectiveness. Can plan and control office activities to meet objectives. Able to prepare and present management information which facilitates action. Effectively evaluates information/products and makes recommendations on following a course of action.

Office Technology (Level 4)

Demonstrates advanced skills in the use of one or more office software products Able to use these packages to enhance the quality or presentation of work required within the role. Manages data files and file structures. Provides on the job training and guidance to other staff in the use of specific or specialist software, if required. Familiar with established IT rules and protocols and shows a good understanding of data protection
requirements.

Procurement - Purchasing (Level 4)

Effectively participates in presentations to Tenderers as part of the tendering process and to clients regarding developments within procurement. Is resourceful and competently acts as a first point of contact within the Unit, using an understanding of all stages of the purchasing and supply process to provide advice and guidance to clients. Coordinates and maintains the vendor rating system, updates the Purchasing Guide and Purchasing Manual and produces 'The Purchaser' to provide accurate, timely information and guidance. Actively promotes the role of purchasing throughout the Force. Able to identify and record both opportunity and financial savings.

Risk Management (Level 3)

Demonstrates an awareness of personal risk management issues, challenges or difficulties likely to affect the post holder in the execution of their duties. Able to anticipate risks likely to affect their work and knows how  to communicate the likelihood and possible impacts of such events to line managers or supervisors.