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Head of Workplace Services

4 months ago

London, United Kingdom ICBC Standard Bank Plc Full time

Job Title: Head of Workplace Services Job Code: 1236930

Skill Band: Office of the COO Location: London

Type: Permanent Date Posted: 24 Apr 2024

Job Title: Head of Workplace Services

Location: London

Working Module: Full time, 5 days in office


ICBC Standard Bank Plc ("ICBCS or the Bank") is 60% owned by Industrial and Commercial Bank of China and 40% by Standard Bank. ICBCS benefits from a
unique Chinese and African parentage and an unrivalled global network and level of expertise.

ICBCS is a leading financial markets and commodities bank, driven to deliver the right outcomes for our stakeholders, clients, counterparties and the markets in
which we operate. We deliver products in an environment which considers the appropriate needs of our clients, whilst providing guidance and expertise to
ensure our employees understand our business and uphold the highest levels of conduct. We want passionate and talented individuals who are motivated by
high growth potential being achieved in doing business the right way.

Headquartered in London, ICBCS also has operations in Shanghai, Singapore and New York.


Department Summary
This role is part of the Workplace Services department.
The Workplace Services department is responsible for:

  • Management of ICBCS office leases and office space
  • Mechanical and electrical maintenance within ICBCS office space
  • Maintenance of ICBCS space within the external data centre and the disaster recovery data centre (located within the London office)
  • Facilities services
  • Health and safety
  • Emergency and pandemic planning
  • Catering and cleaning services
  • Switchboard and reception services
  • Travel and travel security for ICBCS employees who travel
  • Processing and distribution of post
  • Insurance policies relating to ICBCS office space and contents
  • Support for corporate event planning
  • Provision of services to our affiliate, Standard Bank

The Workplace Services department forms part of the Office of the COO ("OCOO") division which also encompasses: Operations, Technology, Client Management Unit, Global Supplier Management, Business Change, Business Management and Regulatory Oversight.


Job Purpose
This role will lead and manage the Workplace Services function.


Key Responsibilities

  • Develop and maintain relationship with Landlord and Landlord's agents, ensuring that Landlord meets obligations and that the Bank's tenancy runs smoothly
  • Advise on real estate matters affecting the Bank, seeking external advice when appropriate
  • Monitor adherence to the lease and obligations specified in the lease
  • Engage with, and seek advice from, internal legal team as appropriate
  • Ensure that all supplier engagements are effective and fit for purpose for the Bank's requirements
  • Partner with Procurement in running effective contract negotiations with suppliers and selection of new suppliers
  • Monitor supplier services closely for performance, delivery and risk
  • Be proactive about supplier risk management requirements and understand the risks presented to Workplace Services and the Bank by each supplier
  • Train direct reports to engage appropriately with suppliers and to manage performance and risks
  • Ensure appropriate contingency plans in the event of supplier disruption or failure
  • Partner effectively with Procurement and Supplier Risk Management teams to manage supplier performance and risks
  • Escalate significant supplier risks to line manager and senior management on a timely basis
  • Ensure close, comprehensive and continuous management of each service delivered by Workplace Services
  • Adjust management style to direct reports as appropriate to grade and field of technical expertise
  • Hold one-to-one meetings as well as department-wide meetings
  • Ensure that Workplace Services staff have some contact and exposure to OCOO senior management (e.g. through department-wide meetings)

Governance and reporting

  • Ensure the appropriate governance standards are employed for Workplace Services and deliver transparent and balanced reporting to senior management forums and committees
  • Ensure the appropriate governance documentation (e.g. frameworks, policies and records) are in place for the department
  • Meet regulatory standards and collaborate effectively with Legal, Compliance, Risk and Internal Audit departments
  • Lead Workplace Services to contribute effectively to Operational Risk, Compliance, Legal, and Internal Audit standards and processes, including risk and control selfassessment (RCSA) exercises and audit and monitoring reports

Projects

  • Co-ordinate resources to run projects relating to Workplace Services and/or physical office space occupied by the Bank
  • Lead and manage complex projects involving multiple internal and external stakeholders

Budget management

  • Understand the cost implications of each of the above
  • Balance cost effectiveness with risk management and delivery standards

Preferred Qualifications and Experience
Preferred qualifications and experience:

  • Degree qualified or equivalent
  • Extensive experience working within Real Estate, Building Services and Facilities Management
  • Previous experience in a leadership role
  • Previous experience of supporting a professional office environment, preferably within a regulated industry
  • Experienced people manager (including management across different disciplines)
  • Previous experience of interacting with, and providing reports to, senior management and Boards
  • Previous experience of managing large teams with complex and diverse remits
  • Previous experience of supplier contract negotiation

Knowledge and skills:

  • Strong knowledge of Real Estate, Building Services and Facilities Management best practices and industry trends
  • Conversant with Microsoft Office (Outlook, PowerPoint, Excel, Word)

Desired personal attributes:

  • High level of integrity
  • Ability to navigate complexity and ambiguity
  • Strong on logical and critical thinking
  • Proficient at multi-tasking and able to handle and balance diverse responsibilities
  • Works well under pressure, maintaining attention to detail
  • Accomplished at building productive relationships with colleagues and suppliers
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