Full Job Information

The Facilities Management (FM) office provides a full range of building and estate management services aimed at ensuring the Parliament has sufficient and appropriate accommodation to meet its needs.

The Office consists of three distinct areas of work:

• Building Management: Hard Services FM and Project Delivery
• Service Delivery: Soft Services, food services, mail services and helpdesk
• Health and safety, fire safety and environmental management

This post sits within the Project Delivery team who operate in the Building Management area, having responsibility for the successful delivery of all FM related projects within time, cost and quality parameters.

The role will have responsibility for the management and delivery of the FM minor works process, which has a current annual budget of £100k per annum. In addition, it will provide support to the Project managers in the creation and prioritisation of annul programmes of asset investment and replacement projects and the identification of the associated budgets required to deliver these. The role will also support with the financial administration of programme delivery and the collation and presentation of financial and progress reports.

Duties

Reporting to the Senior Project manager, your role is to provide administrative and project delivery support to the FM Project Delivery team.

Core responsibilities of the role will include:

• Management of the FM work request process. Typically, these are requests received by the FM Helpdesk with the role having responsibility for the management of the £100k budget assigned to his process. These requests will require a level of scrutiny to understand the work requirements and liaison with stakeholders and suppliers to successfully deliver to budget, programme and quality criteria.
• Monitoring and updating all financial information relating to projects, including raising, updating and receipting purchase orders and ensuring that invoices are paid within the internal performance target limits.
• Management of the governance processes around project delivery including financial management, risk management, progress reporting and change management.
• Management of the project prioritisation model used by the FM project team.
• Management of any allocate projects including stakeholder engagement, appointment and management of consultancy teams and contractors.

Qualifications and Experience

1. Project Management

• A knowledge of project management within a building environment
• A strong understanding of the project delivery lifecycle
• Demonstrable organisational, planning, scheduling and reporting skills
• Good knowledge of programme and project management methods (MS Project and/or PRINCE 2.)

2. Financial Management

• Experience of managing a budget effectively
• Financial management knowledge, awareness and ability to interpret and update financial information
• Financial reporting tracking expenditure and committed spend through formal budgeting processes
• An understanding of budget build processes

3. Communication and interpersonal skills

• Ability to convey project management information clearly and concisely
• Effective interpersonal and communications skills with a range stakeholders, colleagues, consultants and suppliers
• Excellent working knowledge of Microsoft Office tools (SharePoint, Excel, PowerPoint, and Visio)
• Experience of or the ability to use MS Project

4. Records Management

• Knowledge and experience of managing a document storage system in a logical and effective manner
• Knowledge/experience of managing and distributing controlled documentation in a secure manner

Use section 5 of the application form to provide evidence of these qualities.

How to apply