Facilities and Contract Administrator
The Supreme Court of the United Kingdom
Apply before 11:55 pm on Friday 19th August 2022
Type of role
Health and Safety
Number of posts
The Supreme Court is the United Kingdom’s highest court of appeal. It hears appeals on arguable points of law of general public importance, concentrating on cases of the greatest significance. The UKSC is the final court of appeal for all United Kingdom civil cases, and criminal cases from England, Wales and Northern Ireland and (in certain cases) Scotland. The Court plays an important role in the development of UK law. The impact of UKSC decisions extends far beyond the parties involved in any given case, helping to shape our society. Its judgments directly affect everyday lives.
In 2022 the Court started a wide-ranging administrative Change Programme. The Programme will focus on our people, culture and processes, putting user needs at the heart of everything we do. Technology and online services will be the enabler for building an excellent customer journey, delivering online services that our users rightly expect and need. This will greatly improve our efficiency and effectiveness and we will continue to build on the flexibility and resilience of our workforce providing them with the skills and tools that they need to deliver excellence as part of the Skilled Civil Service. The Programme is also about transparency and outreach so that we can serve the public by ensuring that our work is visible and accessible and trusted.
The main purpose of this role is to support the Building’s FM team in the delivery of various FM disciplines and responsibilities, including Security, Cleaning, Catering, Hard FM maintenance and FM projects. You will report directly to the Buildings and Contracts Manager (BCM), and indirectly to the Building Engineer. You will work alongside the Deputy Building Engineer and provide some levels of support to the Head of IT & Buildings Services who has overall responsibility.
You will be responsible for support functions that enable the successful running of the building, you will have a unique opportunity to influence the operational activities of various contractors and have the confidence to challenge where necessary and support best value delivery of all services.
• provide daily support to the Buildings Team, and direct cover for operational issues for the BCM in times of absence.
• support the operational day-to-day management of contracted services, including Cleaning, Catering and Facilities Management, working to the direction of the BCM as required. This will include maintaining monthly action logs for all contract review meetings and contributing to a platform of continuous improvement.
• have financial responsibility to check the monthly invoices for Cleaning, Catering and MJF contract and project works (reconciliation of all timesheets, against monthly invoices submitted). You will also support the wider team in controlling monthly spend and ensure that processes like Corporate Credit Cards are kept up to date in line with Finance Policy and raise Purchase Orders as appropriate.
• work with the Building & IT team to ensure sustainability is embedded into the work of the team and the Court. Including monitoring the Courts progress on sustainability throughout the year, building evidence of progress for the Annual Report.
• support the BCM with effective management of safety and security across the Court. Assisting with the development of policies, guidance, risk assessments and where required annual reviews of documentation.
• act as Secretary to the UKSC Security and Safety Committee and undertake all administrative activities associated with that role lead
• lead in the delivery of DSE and routine H&S building inductions for new staff and Justices.
• ensure that the building provides an environment that is fit for purpose and collaborate with the Events Manager and IT Team to deliver this effectively.
• support the BCM in ensuring that a hybrid environment is created and promoted throughout the building.
• support and actively participate in the forthcoming Change Programme working with the Programme Teams as required to support successful delivery.
1. Excellent customer service understanding and experience
2. IOSH or equivalent as a minimum.
3. Experience of working in a Facilities Management environment.
4. The candidate should have some general building management experience as well as reasonable office skills.
5. Experience of working with Security and/or Health & Safety previously welcomed.
6. Problem solving and prioritising work & working effectively within a small team is important to the success of the role.
7. Ability to build and maintain strong working relationships internally and externally
8. Experience of organising agendas and papers and taking minutes at meetings
9. Excellent and evidenced IT skills with the ability to adapt quickly to new technology and better ways of working
10. Adaptable and willing to review priorities with senior managers to meet the current and future needs of the Court.
Specific vacancy information:
23 days annual leave rising to 25 days after 1 year and 30 days after 5 years’ service plus 10 ½ Public and Privilege days per year.
Civil Service Pension – further details will be made available on appointment.
Corporate membership to Benenden Health.
Hybrid and flexible working:
The Court operates under a set of hybrid working principles and all staff are required to be on site at least three days a week, one of those days must be a Wednesday. However, as this role is directly connected to the operations of the Court at least two members of the wider buildings team must be on site Monday to Friday.
The post holder will be expected work flexibly to accommodate this requirement and in particular to ensure that the buildings team meet the contractual and maintenance needs of the Court, whilst in ensuring minimal in hours service outages and downtime.
Flexible working across this role and the team through the use of time off in lieu or varying working patterns to meet these needs is therefore required and only when unavoidable or in exceptional circumstances would out of hours work be paid in addition to the salary.
We'll assess you against these behaviours during the selection process:
- Working Together
- Delivering at Pace
- Managing a Quality Service
- Learning and development tailored to your role
- Generous annual leave entitlement
- Corporate membership to Benenden Healthcare
- Employee benefits with Edenred
- An environment with flexible working options
- A culture encouraging inclusion and diversity
- A Civil Service pension with an average employer contribution of 27%
Selection process details
Applications are via CV and separate Supporting Statement to be no longer than 1000 words to be sent to email@example.com
Please ensure your supporting statement covers why you wish to apply for this post and the relevance of your experience/education addressing the Success Profile behaviours. Please note that if either the CV or Statement are not provided as part of your application, the panel will only consider the information submitted.
If you need to speak to anyone regarding the process or the role, please call Emma Bright on 0782 5659232
The closing date for applications is Friday 19th August. All applications should be sent to firstname.lastname@example.org
If there are a large number of applicants, the panel will sift on the lead behaviours which will be managing a quality service.
Interviews are likely to take place in the week commencing 5th September.
Feedback will only be provided if you attend an interview or assessment.
Working for the Civil Service
Contact point for applicants
Job contact :
- Name : Emma Bright
- Email : email@example.com
- Telephone : 0782 5659232
Recruitment team :
- Email : firstname.lastname@example.org