Facilities Manager
Salary: £25,372 - £29,295
Contract type: Permanent
Reporting to: Head of Building Operations
Department: Operations
Who are we?
We are Scotland’s design museum. Designed for everyone, firing imaginations and sparking curiosity in design across Scotland and around the world. At V&A Dundee we are on a mission to inspire and empower through design.
Design shapes our world, it's part of everyday life and it's everywhere. We are a museum with energy and have a vision of the future where everyone is inspired through design and recognizes its far-reaching impact in our lives.
We are a welcoming place for people of Dundee to explore design and to use as an everyday part of their city, as well as inviting visitors from around the world. We are part of the V&A family of museums that celebrate creativity in all its forms from across centuries, for everyone.
We are looking for an dedicated Facilities Manager to oversee the safe operation and management of all the buildings, grounds and maintenance contractors at the V&A Dundee. The Operations team facilitates a world-class experience for all our visitors, in a safe, secure, and accessible environment, supporting V&A Dundee’s mission to inspire people through design.
We are looking for someone who loves buildings, how they function, who can think creatively to find solutions. The post holder must be a team player, with excellent communication skills. There will be a significant amount of collaboration with our landlord, Dundee City Council and our service partners.
The ideal candidate will be well-versed in facilities management processes and exhibit high multi-tasking and organisational abilities. They will have a range of practical skills and may come from a trade background. They must have a good knowledge of health and safety legislation and practices, with excellent attention to detail and the ability to prioritise tasks.
Maintenance of the building
Manage the Building Management System, checking for faults, ensuring that environmental conditions are kept within required standards, reporting issues, and looking for ways to maximise performance / reduce running costs
Being the point of liaison of the catering team, ensuring that the equipment in the kitchen is well maintained to avoid any disruption to the service
Being the point of liaison of the cleaning team supervising daily operations, checking invoices and expenses
Identify and undertake general maintenance falling under V&A Dundee responsibility
Liaison with Dundee City Council, owner of the building
Be the key liaison with Dundee City Council Property Officer
Manage all reactive maintenance including reporting the issue, liaising, and tracking its progress until completion, then collating reports, and identifying who will be responsible for the repair (e.g. DCC, V&A or contractor)
Ensure that all statutory building compliance is tracked, and monthly reports issued a week before the Building Committee summarising the statutory compliance status
Ensure that all contractors for planned or reactive maintenance, have been booked into the site diary, providing site inductions, escort contractors, recording any contractor feedback, tracking their visits, and reporting back to DCC staff on the outcomes of the visit
People Management and Departmental Duties
Line manage the Facilities Assistant, conducting annual appraisals, sickness, training and performance management reviews
Perform general administrative duties as required including: sending/answering emails, phone calls, creation of documents etc.
Carry out any other reasonable duties as requested by the Senior Operations Management team, and other designated senior staff. In particular, the post holder will bring support to the Head of Building Operations
Support the effective management of budgets by monitoring and processing expenditure
Grounds and external areas
Liaise with the DCC Ground Maintenance Team regarding the upkeep of the grounds around the V&A
Ensure high standards of presentation at the V&A Design Garden located in Slessor Gardens
Ensure that all external areas are kept clean, tidy and safe
Ensure that main pathways and entrances are cleared and safe in inclement weather conditions
Operational Delivery
Ensure that specialist areas are cleaned on an ad hoc and scheduled timescale, (such as water features and high-level dusting)
Attend the weekly diary meeting and provide updates on all areas of the building that contractors and facilities staff will need to have access to
Manage the operations stores, stock levels and identify new stock requirements, order stock and consumables so as to ensure minimal disruption to building operations
H&S
Ensure that the Facilities team and all contractors attending site adhere to all statutory Health and Safety regulations
Ensure all V&A Dundee H&S Policies and Procedures are followed by the Facilities team and contractors, and updating the documents relating to that department
Prepare risk assessments and method statements for hazards within the scope of the Facilities Department’s work
Review all contractor RAMS and supervise them proportionately, ensuring RAMS compliance
Deliver the induction process for all contractors on-site
Essential
Experience of working within a public building
Practical abilities, including hands-on skills such as carpentry, painting and decorating, and competence with tools
Experience with M&E, HVAC and technical equipment
Strong organisational and communication skills
A team player, with good communication and administrative abilities
Experience with Microsoft Word, Excel, PowerPoint and Outlook to an intermediate standard
Ability to manage multiple priorities of their own and direct reports
Experience of working with budgets
Excellent standards of customer service
Have the ability to be hands on, able to work at height, in the pools and the external environment
This is not intended as a fully descriptive or definitive list and jobholders will be expected to carry out other duties assigned where appropriate to the position.
Desirable
Previous work in a cultural organisation e.g. museum or gallery environment.
M&E or trade background
Facilities and H&S qualifications – IWFM, IOSH or NEBOSH
IPAF & PASMA certificates
Deadline for applications: no later than 11.59, 01 August 2024. Interviews will take place on 08 August 2024.
This is a full-time position, working 37.5 hours per week working from our museum in Dundee. Normal hours being 8.30 a.m. to 5.00 pm, Monday to Friday, but with a flexible approach as support may also be needed in the mornings, evenings or weekends.
The post holder will provide on-call cover/support every other weekend, alternating with the Facilities Assistant. They will also provide cover for the Head of Building Operations, as required.
We offer a generous package including 38 days holiday, pension scheme, company sick pay, entry to V&A Dundee paid exhibitions and many more discounts and benefits.
We are an equal opportunity employer and encourage applications from everyone and do not discriminate on the basis of race, religion, gender, sexual orientation, age, marital status, disability or any other protected characteristics.
V&A Dundee is aware that working more flexibly is a central element of attracting and retaining disabled people in the labour market. We encourage you to apply if you define yourself as disabled under the Equality Act 2010 (including deaf or neurodivergent).
If you require any adjustments during the recruitment process, such as receiving the interview questions in advance or documents in an alternative format, please let us know via the email below.
If you have any issues with your application, please email: hr@vandadundee.org