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Head of Workplace Services

2 months ago

London, Greater London, United Kingdom ICBC Standard Bank Full time

Job Summary

This role is part of the Workplace Services department at ICBC Standard Bank.

The Workplace Services department is responsible for:

  • Management of office leases and office space
  • Maintenance of office space within the external data centre and the disaster recovery data centre
  • Facilities services
  • Health and safety
  • Emergency and pandemic planning
  • Catering and cleaning services
  • Switchboard and reception services
  • Travel and travel security for ICBC Standard Bank employees who travel
  • Processing and distribution of post
  • Insurance policies relating to ICBC Standard Bank 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 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 at ICBC Standard Bank.

Key Responsibilities

Real Estate

  • 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

Vendor / Supplier Management

  • 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

People Management

  • 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

Risk Management

  • 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 self-assessment (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

  • 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
  • Strong communication skills
  • 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