Estate Soft Fm

3 weeks ago

Birmingham, United Kingdom CRFCA Full time

As Estate Soft FM & Business Support Officer you are the focal point of contact for all CRFCA, Defense Infrastructure Organisation and single Services queries relating to the requirement for ‘Soft FM’ support to the Reserve and Cadets on the Volunteer Estate. You you will assist in the development of policy for ‘Soft FM’ facilities management across the Volunteer Estate. You will assist in preparing and correlating various reports and data analysis including being the focal point for utilities. You will also act as Business Support for CRFCA Estates West Midlands Office.

**Principal Areas of Accountability, Tasks and Duties**

**Soft Facilities Management and Reporting.**
- Soft FM, to be lead focal point of contact for Soft FM, both developing and advocating best practice, for all services on the Volunteer Estate not provided through the HESTIA contract.
- Review on Symphony - Gap analysis HESTIA vs RFCA
- Assist in analysis of RFCA SFM spending on the VE Estate
- Waste Management. The RFCAs have a mixture of national and local waste contracts for each location, including Hygiene Services and Recycling. The post holder has oversight of this function under the Environmental Management.
- Cleaning. The RFCAs provide basic cleaning of Reserve Centres and Cadet accommodation including window cleaning.
- Review on Symphony - Gap analysis RFCA v HESTIA
- Pest Control. Support RFCA’s or as required.
- Review on Symphony - Gap analysis RFCA v HESTIA
- Utilities. To act as focal point of contact for all RFCA Utilities matters to DIO and the RFCAs. Promote the good management of Utilities by RFCAs on behalf of DIO or single Service budget holders. Point of contact for escalation of issues not being resolved in a timely manner; manage Issues log and track progress.
- Health & Safety. Assist in general aspect of workplace Health and Safety.
- DIO Safety Alerts - add to register, monitor returns, update spreadsheet and save to SharePoint. Update the Defence Share VE Tracker
- To act as a point of contact for Health and Safety accident, incident and near miss reporting. Update/monitor Event Register.
- To liaise with RFCA SECM’s in the delivery of Occurrence reporting processes
- Ensure relevant forms are received, documented and saved in SharePoint.
- Follow up on incomplete/missing forms.

**Business Support and Administration**
- Provide occasional administrative support to the CRFCA Estate Team; this support could entail such matters as arranging catering for meetings, booking accommodation and placing stationery orders.
- Manage the receipt, logging, electronic filing, distribution and response-collation for Safety Alerts, Technical Bulletins et al issued by DIO and the wider MOD.
- On behalf of the CRFCA Head of Health & Safety maintain the occurrence register for accidents, incidents and near misses across all RFCAs, logging and electronically filing occurrence reports, and monitoring the completion of any outstanding actions by RFCAs.
- Organise the scheduling of periodic meetings chaired by members of the CRFCA Estate Team (typically no more than 4 per month), issuing invitations and agendas.
- Compile the Records of Decisions at meetings chaired by members of the CRFCA Estate Team.
- Coordinate and contribute to the compilation of routine monthly CRFCA Estate Team delivery performance and assurance reports.
- In support of Assistant Director Volunteer Estates (ADVE) compile, scrutinise and trend analyse monthly Hard Facilities Management technical compliance reports.
- Support ADVE and CRFCA Head of H&S to undertake respectively Hard Facilities Management and H&S assurance audits of RFCAs.
- As directed, compile ad hoc estate intelligence reports and H&S reports using Symphony, direct engagement with RFCAs and other appropriate sources of information.
- Undertake other administrative or business support activities in support of CRFCA, as directed by Director Volunteer Estates (DVE) or ADVE.

**Success Profile**

**Technical skills and qualifications**.

**Essential**.
- Recent experience of Soft FM services management or Project Delivery in a senior capacity or as part of a team.
- Ability to analyse and apply, as appropriate, complex higher level policy documents.
- Understanding of Health and Safety risks and compliance.

**Flexibility and ability to use initiative.**
- The ability to operate effectively within a team in an integrated multi-disciplinary Project Environment.
- Practitioner level competence using databases and management information systems.
- Higher level competence with MS Excel.
- Practitioner level competence with MS PowerPoint and Word.

**Desirable**.
- The ability to analyse non-financial data to identify trends and draw conclusions in order to develop it into management information to inform decision making by DVE, ADVE and Head of H&S.
- Ability to communicate information effectively, both verbally and in writing.

**Experience**.

**Essential**.
- Manipulating data to co

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