Can you be our new Facilities Manager?
We are looking for an energetic and professional facilities manager who will help MTS to manage its portfolio of exam venues across the UK, including the head office in West London.
The role-holder will ideally have a professional qualification in workplace/facilities management and must have at least 4 years’ relevant professional experience.
MTS is a dynamic and exciting place to work with plenty of opportunity to learn new skills and grow professionally.
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Eligibility: Must have long-term eligibility to work in the UK - we cannot accept applicants with no eligibility to work in the UK.
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Start date: ASAP.
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Recruitment process: Please submit your up-to-date CV and short cover letter outlining why you are applying for this role, using the platform you are reading this job advert on.
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Deadline for applicants: Wednesday 15 February at 11.59pm. Shortlisting thereafter.
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Interviews: w/c 20 February 2023 (serious applicants should diarise this week).
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New year, new job! Come and join our friendly and dynamic exams team here in west London!
Location:
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Mostly working from MTS’s London head office, at 65 Westcroft Square, London, W6 0TA.
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Frequent travel to MTS’s various exam venues, principally the rented properties in: Brighton, Milton Keynes, Cardiff, Birmingham, Coventry, Nottingham, Edinburgh, Glasgow and Belfast.
Key eligibility criteria:
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Must have long-term eligibility to live and work in the UK.
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Must comply with a UK government Enhanced DBS (Disclosure and Barring Service) check.
Type of contract:
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Full-time (5 days per week) fixed-term (12 months) contract – with high likelihood of making permanent dependent on performance.
Salary:
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Band 7 which has a salary range of between £33,000 - £37,275, dependent on skills and experience, payable monthly in arrears. Additional bonus / commission available dependent on financial performance of the businesses and proven income generating activities and achievement of targets.
Working pattern:
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5 working days per week, 09:00-17:00, Monday-Friday.
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There may be occasional requests to work on Saturdays, to coincide with exam delivery dates or specific business needs. Time Off In Lieu (TOIL) will be logged and time taken off during the week for any agreed Saturday work.
Job purpose:
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To carry out facilities improvement, maintenance and repair work at MTS’s venues and oversee all contractors involved in the maintenance, cleaning and general repair of the venues.
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To ensure compliance with relevant health and safety, fire safety, environmental protection and security regulations and own key processes relating to these areas.
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To negotiate and work with venue-related suppliers and contractors, working closely with the Procurement Manager and Financial Accountant to achieve value for money and reduced costs.
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To maintain accurate records of supplies and assets held at all MTS’s venues and facilities and support the purchase, transfer and sale/removal of supplies and assets used in MTS’s venues.
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To work with the Sales & Business Development Manager on joint targets to increase utilisation of MTS’s saleable venues, developing relationships with potential customers who may seek to rent MTS’s exam and computer rooms.
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To carry out any additional relevant activities according to MTS’s business needs.
Main responsibilities:
Facilities improvement and maintenance
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To maintain a clear understanding of the full portfolio of MTS’s venues, maintaining up-to-date databases and tacit knowledge of all facility details, including capacities, configurations, measurements, floor plans, photographs, lease parameters including lease terms and conditions, contents and local processes and procedures.
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To build and maintain relationships with all MTS’s venue landlords, managing agents and associated key contacts, working with them to ensure contractual responsibilities are being delivered, and to take action if contractual responsibilities are not being met.
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To manage MTS’s facilities and venues building renovations, venue moves, new venue appraisals, new venue on-boarding and support the set-up and break-down of MTS’s ‘pop-up’ or sub-contracted venues.
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To carry out maintenance and general repair work at MTS’s venues and to oversee contractors for specialist maintenance, cleaning, repairs or improvement works.
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To support contingency and business continuity planning activities that relate to MTS’s venues and facilities, alongside other colleagues.
Facilities compliance
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To ensure all MTS’s venues comply with relevant health and safety regulations in force in the relevant jurisdiction. This will include owning key processes and linking with MTS’s HR function for any training programmes and documentation required.
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To ensure all MTS’s venues comply with fire safety regulations according to local laws and specific building requirements. This will include developing and maintaining fire evacuation procedures and communicating these to local staff.
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To ensure MTS’s venues adhere to agreed standards of environmental protection, including developing key aims that seek to decrease or offset carbon emissions, optimise recycling capacity and reduce landfill use and manage waste effectively.
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To ensure MTS’s venues have adequate security and security risk management, including ensuring compliant keys and locks management, maintenance of security alarms, CCTV, etc.
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To ensure MTS’s venues have correct disabled access requirements and oversee programmes of improvement to achieve these where there may be areas of non-compliance.
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To have a good understanding of MTS’s partner exam board requirements relating to venue compliance, and to feed MTS’s facilities information into new business tenders, as required.
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To coordinate all compliance activity with MTS’s Exams Compliance & Improvement Officer and Exams Managers.
Venue-related suppliers and contractors
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To manage agreed suppliers to MTS’s venues and facilities, including utility suppliers, cleaning contractors, lift and alarm system contractors, waste management suppliers including local councils, cleaning companies, building contractors, gardeners and any other venue-related suppliers.
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To work with MTS’s Procurement Manager and Financial Accountant in selecting suppliers, or switching suppliers, with a focus on achieving cost savings and value for money.
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To ensure MTS’s contractors are meeting service level agreements, and to check that all invoices are correct and that work has been carried out to the agreed standards and schedules of work.
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To manage poor performance of MTS’s supplier contracts and work with the Head of Operations on complex matters that require high-level input for resolution of issues.
Managing facility supplies and assets
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To keep accurate and up-to-date records of supplies (eg stationery, equipment, etc) held at MTS’s venues, and work with the Procurement Manager on keeping stores of supplies adequate for the volume of activity in each venue.
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To keep accurate and up-to-date records of assets held at MTS’s venues and storage facilities, working in collaboration with the Exams Technology Manager on the computer assets, but acting independently on the non-computer assets (eg furniture, fixtures and fittings)
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To support the movement of MTS supplies and assets when required, for example arranging couriers or direct movement of furniture, equipment and assets for venue moves, pop-up venues, etc.
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To move furniture or other items around MTS’s venues, setting up spaces and configurations according to MTS’s or MTS’s customers’ needs.
Venue utilization and selling space to customers
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To work with the Sales & Business Development Manager on joint targets to increase utilisation of MTS’s saleable venues.
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To develop and maintain relationships with potential and existing customers (eg local corporates, public sector bodies, exam companies, training providers, etc) who will be renting MTS’s exam and computer rooms.
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To accompany site visits and show potential customers MTS’s venues, clearly articulating our offer and value proposition, provide quotes and negotiate prices, alongside the Sales & Business Development Manager.
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To gather feedback from customers renting MTS’s venues and act on any areas for improvement identified from the gathering of feedback.
Other
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To ensure that confidential documents, information and data are not disclosed to anyone other than their intended recipient/reader.
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To comply fully with MTS’s GDPR and data protection policies and standards and Safeguarding (Children and Vulnerable People) policy.
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To review all exam board partner GDPR and data protection policies and inform the regular updating of MTS’s policy to ensure alignment.
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To intervene in challenging situations arising with customers or suppliers, as required (eg unpaid or disputed invoices).
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To support MTS’s incoming and outgoing mail and deliveries.
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To carry out any other tasks and activities for MTS, according to business priority, as appropriate for this level role in the organization.
Reports to:
Direct reports:
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Facilities Assistant. (0.5WTE)
Skills, knowledge and experience required:
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Minimum of 4 years of experience in a similar role. (essential)
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Full clean UK driving license. (essential)
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A recognized facilities management qualification, eg IWFM. (desirable)
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A recognized health and safety management qualification, eg IOSH, NEBOSH (desirable)
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Excellent understanding of facilities management and supplier management principles and ways of working
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Energetic and hard-working.
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Willingness to travel across the UK, including driving hired vans.
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Good communication and inter-personal skills.
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Good negotiation skills.
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Commercially-minded and sales-driven; willingness to sell venues to customers.
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Ability to work well under pressure and to meet tight deadlines.
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Strong organisational and time management skills.
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Competent in managing others. (e.g. Facilities Assistant and contractors)
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Great team player with a ‘can-do’ attitude.
MTS’s Values:
MTS is a dynamic and ambitious exams services company. All MTS people are expected to follow MTS's Values:
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We are dynamic, flexible and rise to the challenge.
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We act quickly and resolve problems with ease.
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We set high standards and adhere strictly to compliance conditions.
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We treat everyone with dignity and respect, valuing our diverse workforce.
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We greet our customers with a friendly attitude, helping them to view us in a positive light so that they feel happy engaging with us.
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We always act with integrity and in MTS’s best interests.
About Mobile Testing Solutions Ltd:
MTS Ltd is a dynamic exam services company and online language school. We take a ‘can-do’ dynamic approach and are experienced at delivering large numbers of tests at a professional level. We are experts in high-stakes tests, computer-based testing, and remote proctoring. Our head office is in West London and we operate venues across the UK, Ireland and continental Europe. www.mobiletesting.uk.com. MTS is an authorised test centre for the following partners: -IELTS (British Council) -Aptis ESOL (British Council) -Cambridge Assessment and Cambridge English -LanguageCert (Prometric) -ACCA (British Council) -CFA (Prometric) -AAT -ICAEW -Pearson