Asset and Facilities Manager

An exciting opportunity has arisen to join VSA as a Asset and Facilities Manager on a Permanent, Full-time basis.

This is an exciting time to join our organisation as we continue to evolve and grow as part of our ambitious transformation programme. As one of the leading social care charities in the North-East of Scotland, VSA has been supporting individuals and communities for over 155 years.

Our mission is simple but powerful: 
to provide the best of care and support to enable the community to fulfil its potential
.

VSA operates across the full spectrum of social care and supports children, young people, adults and older adults. We support people from birth to end of life across a range of residential and community-based outreach support services. Now more than ever, more people need our help and support.

This role is pivotal in ensuring VSA properties are fit for purpose and ensure that VSA's physical assets are used efficiently and effectively to deliver a high quality service, value for money and provide user satisfaction to meet the needs of services now and for the future. We therefore seek an experienced Facilities Management professional who can work effectively and pro-actively to deliver these outcomes.

About you:

You will have good commercial awareness and proven experience and knowledge of property management and building maintenance with budgetary responsibility.

You will have excellent communication and negotiating skills and significant experience of managing a portfolio of properties.

This role will suit an individual who is keen to help make a difference and help drive efficiencies in a non-profit organisation.

• Salary: £62,663.89 p.a. + Car Allowance  ** please note a current drivers licence and access to a car will be required for this role as regular site visits will be required as part of the successful candidates post**
• Hours: 35 per week
• Work Pattern: Monday to Friday (some home working will be available)
• Location: Aberdeen

Purpose of Job:

Having strategic responsibility for the effective management of VSA assets and facilities to ensure VSA properties are fit for purpose and ensure that VSA's physical assets are used efficiently and effectively to deliver a high quality service, value for money and provide user satisfaction to meet the needs of services now and for the future.

Main Duties/Responsibilities:

• Development of effective planned preventative maintenance (PPM) system / database to inform budgets and provide effective management information on property issues (Planet).

• In line with PPM system – to ensure smooth running of property helpdesk and ensure good communication internally (managers / staff) and with external contractors ensuring effective job sheets cover all contractor compliance requirements (H&S / risk assessment).

• Management and responsibility for management and control of contractor's policy inclusive of Permit to Work arrangements.

• Provision of property management information to SMT and Board of Trustees to inform VSA strategy in terms of property portfolio being fit for the operational purpose required.

• Continue to deliver on condition surveys within allocated budgets.

• Development and fostering of positive working relationships between property and internal customers / stakeholders and contractors.

• Ensuring best value from contractors for work required, ensuring appropriate tender / quotes are followed in line with VSA financial regulations. Ensure on going assessment of contractors work is carried out.

• Having responsibility for all property related liability issues – Legionella, Asbestos (to be responsible person), Pest Control, Electrical Testing, Fire Compliance, Gas Testing etc.

• Ensure a robust structural and condition programme is in place and conducted at appropriate intervals.

• To provide effective management to the property team, providing effective support, supervision and development.

• Awareness of risk management and responsibility for health, safety and environmental aspects of all property related matters involving staff / contractors and others affected by our work.

• Management of maintenance budget to ensure works are completed within approved budget in conjunction with service managers.

• Responsibility for Capital Projects and ensure completion on time and budget.

• Promote ownership and accountability of service managers in relation to their property issues and budget.

• Oversee improvement in our property portfolio's environmental performance through a planned program of energy efficiency initiatives to reduce energy usage across VSA sites as part of an invest to save program. Ensure required reporting is carried out for SECR and ESOS Phase 4. To continue annual carbon foot printing.

• Liaise effectively with H&S Business Partners on all property related issues to ensure compliance.

• Ensure for effective audit and governance of systems and the provision of appropriate performance management statistics to SMT based on agreed outcomes.

• Responsibility for the ongoing delivery of an environmental aspect and impact register for relevant VSA properties and activities.

• Ensure business continuity plans in relation to property, i.e. flooding, loss of mains power, loss of gas supply or water supply are kept up to date.

• Ensure business rates relevant relief is applied for where applicable.

• Assist in annual insurance renewals in relation to property.

• Attend various meetings and committees.

• Ensure contracts are in place for electricity, gas, water, waste, window cleaning etc.

• Any other duties which may from time to time be required provided these are within the post-holder's capabilities.

Qualifications/Training/Education:

Essential:

• Commercial awareness and a good grasp of IT packages, especially Word and Excel.

Desirable:

• A degree in a related field like building management, engineering, or a relevant apprenticeships.

Experience:

Essential:

• Experience and knowledge of property management and building maintenance.

• Experience of supervising and organising staff.

• Experience of budgetary control.

• Experience in negotiating with contractors.

Key Skills/Aptitudes:

Essential:

• Ability to liaise with staff and clients.

• Excellent analytical, problem-solving, and decision-making abilities.

• Ability to manage multiple projects and a varied workload effectively.

• Excellent time management and multitasking skills.

• Strong negotiation, and influencing skills.

• Strong attention to detail. Desirable:

Personal Qualities:

Essential:

• Strong leadership capabilities.

• Excellent verbal and written communication skills.

• Reliable and trustworthy.

• Flexibility - adaptable to new situations and changes.

Other Job Requirements:

Essential:

• Full drivers licence with access to own vehicle as role will require regular site visits across Aberdeen.