Facilities Manager

We support peace and prosperity by building connections, understanding and trust between people in the UK and countries worldwide.

We work directly with individuals to help them gain the skills, confidence and connections to transform their lives and shape a better world in partnership with the UK. We support them to build networks and explore creative ideas, to learn English, to get a high-quality education and to gain internationally recognised qualifications.

Working with people in over 200 countries and territories, we are on the ground in more than 100 countries. In 202122 we reached 650 million people.

Interim Facilities Manager

Context:

Our operation in Madrid provides classes and exams for both adults and young learners, operating in the main centre, partner venues and a number of partner schools. The Madrid Teaching Centre is the largest in Spain and one of the most relevant in the world. We work with 4 life stages from Early Years to Adults.

We deliver approximately 42,000 class hours per year through onsite classes to students aged 2 and up, plus additional 9,500 class hours through partner schools.

The exams department provides around 40,000 exams per year, with approx. 10% of those candidates sitting the exam on our premises

The site located in Paseo General Martinez Campos is the flagship of British Council in Spain and Main Office (payroll, HR and Finance) are based in these premises together with the departments of Arts, Education and Safeguarding.

Role Purpose:

To develop and deliver Facilities Management function by ensuring safe, secure, appropriate and cost effective working environment and premises at the British Council site located in Paseo General Martinez Campos, 31

Challenges & Accountabilities:

FACILITIES MANAGEMENT STRATEGY AND FUNCTION

To lead on the development and implementation of the Centres Facilities Management plan, ensuring it is appropriate to business requirements and taking into account local operating conditions and corporate standards. Liaise with Health and Safety and Safeguarding colleagues as appropriate and when required

BUDGET AND RISK MANAGEMENT AND REPORTING

To manage premises maintenance, refurbishment and equipment replacement programmes to ensure value for money, quality and efficiency.

Contribute to the preparation of the Centres annual premises running costs budget plans and forecasts in order to meet planning requirements.

Support the Madrid Information Asset Owner by coordinating local information governance and risk management issues, following advice from Information Governance and Risk Advisor (IGRA) Iberia.

Contribute and support the preparation and updates of the different inventories as required and according to British Council standards.

Contribute as required to the quarterly risk management reviews using the BC Enterprise Risk Management Framework (ERMF) to identify and mitigate risks to operations.

Contribute relevant Facilities and Resourcing information to help ensure that refurbishment meets business needs, is fit for purpose and provides value for money.

OPERATIONAL RESOURCES MANAGEMENT

To manage the specification and the day-to-day operational delivery of operational FM (Facilities Management) solutions for the site, ensuring that these are cost-effective, efficient and responsive to changing business needs.

Assist with the management of any refurbishment and replacement projects, ensuring these are delivered on time, to specification, quality and budget, and in compliance with all relevant local statutory requirements.

To line-manage the team effectively and efficiently (Facilities Assistants) to prioritise centre needs, ensuring full timetable cover and using all appropriate HR policies on leave, etc.

Ensure that the mechanical and electrical services installations, including heating, ventilation, air conditioning, plumbing and water supplies, lift, fire, physical security and other related hard services, are kept in good working order, meet the operating requirements of the British Council business in the respective buildings and are maintained according to relevant professional standards, statutory and best practice requirements, including health and safety legislation in Spain and British Council standards.

Ensure compliance with requirements for keeping of statutory records, and with internal and external audit requirements.

Work collaboratively with Environmental Management team colleagues to ensure that the Centres premises and facilities services are managed so as to minimise environmental impact and to meet the requirements of environmental policy, strategy and standards set by the Environmental Management team.

Take responsibility for emergency response procedures ensuring that any day-to-day incidents are resoved effectively and efficiently with full briefing to Senior management Team

Contribute to and update where appropriate the Business Continuity Plans (BCP).

CONTRACT MANAGEMENT AND PROCUREMENT

To contribute to the management of the Centres procurement and contracting strategy to maximise value for money and operational efficiency for the Centres in procurement of asset management services.

Assist with Centres procurement processes relating to Resources and Facilities, including any tendering of supplier contracts, in accordance with relevant UK and EU procurement legislation and relevant guidance from Strategic Procurement.

Manage all aspects of Madrid sites contracts and provision of security and cleaning services

Lead on periodic reviews of all contracts relevant to the Centres to ensure that these are being delivered according to the agreed contract specification and established Service Level Agreements, and that the contract provision is regularly audited and audit results recorded.

Manage the contracts for the provision of mechanical and electrical services maintenance, security guarding, fire precautions and other services as may be required to achieve statutory compliance, reflect industry best practice, ensure value for money and ensure continuous improvement in FM standards.

BUSINESS RELATIONSHIP MANAGEMENT

Support Centres engagement with external stakeholders at local level, including Town Hall, local governments, local Facilities Management and Resources Management related companies, partner schools, environmental and UK and Spain agencies as required

Build effective relationships with internal stakeholders (Teaching Centre, Exams, Main Office)and other British Council colleagues.

Role specific knowledge and experience

Minimum/essential

Right to work in country

Upper intermediate SAP user

Knowledge of resourcing processes

Line-management experience

Desirable

Experience in similar posts

Further Information

Number of roles: 1

Pay band: Grade G / 6

Department: Facilities

Contract type: Temporary Substitution contract

Location: Spain – Madrid

Start date:1st January 2024

Closing Date: applications will close on 15 December 2023 at 23:59hs

A connected and trusted UK in a more connected and trusted world.

Equality , Diversity, and Inclusion(EDI) Statement

The British Council is committed to policies and practices of equality, diversity and inclusion across everything we do. We support all staff to make sure their behaviour is consistent with this commitment. We want to address under representation and encourage applicants from under-represented groups, in particular, but not exclusively, on grounds of ethnicity and disability. All disabled applicants who meet the essential criteria are guaranteed an interview and we have Disability Confident Employer Status. We welcome discussions about specific requirements or adjustments to enable participation and engagement in our work and activities.

The British Council iscommitted to safeguarding children, young people and adults who we work with.

We believe that all children and adults everywhere in the world deserve to live in safe environments and have the right to be protected from all forms of abuse, maltreatment and exploitation as set out in article 19, UNCRC (United Nations Convention on the Rights of the Child) 1989.

Appointment to positions where there is direct involvement with vulnerable groups will be dependent on thorough checks being completed; these will include qualification checks, reference checks, identity & criminal record checks in line with legal requirements and with the British Councils Safeguarding policies for Adults and Children.

If you have any problems with your application please email askhr@britishcouncil.org

Please note: Applications to this role can only be considered when made through the Apply section of our careers website. Our ASK HR email is only to be used in case of a technical issue encountered when applying through the careers website. Emails with supporting statements and CV/Resumes sent to this email address will not be reviewed and will be deleted.