Soft Services Manager

We pride ourselves as being an employer of choice, where Everyone Matters promoting equality of opportunity to actively encourage applications from everyone, including groups currently underrepresented in our workforce.

UKHSA ethos is to be an inclusive organisation for all our staff and stakeholders. To create, nurture and sustain an inclusive culture, where differences drive innovative solutions to meet the needs of our workforce and wider communities. We do this through celebrating and protecting differences by removing barriers and promoting equity and equality of opportunity for all.

The Facilities Management Department (FMD) at Colindale is responsible for the operational running of the site delivering a wide range of services including catering, cleaning, waste management, pest control, grounds maintenance, front of house, stores, and porterage. The engineering function comprises maintenance, validation and calibration of assets, as well as repairs and capital work. Delivery of these services plays a key role in keeping the site fully operational and able to deliver UKHSA’s core mission, delivering health security for everyone. Adopting the guiding principles of engineering excellence, FMD strive to contain and control risks associated with assets, infrastructure and critical equipment on the estate.

This approach provides the assurance to senior management that engineering works are carried out in a safe and secure manner, engineering solutions are sustainable and expenditure is controlled, and that all works are carried out to meet regulatory and compliant standards.

FMD engages with the site stakeholders over current and future engineering requirements to ensure the engineering function supports the needs of the business. The function embraces all engineering aspects from the supply of utilities, provision of environmental conditions to meet the regulatory/compliant (HSE, MHRA, FDA, DEFRA, Home Office and needs of external customers) for high containment and general research laboratories, pharmaceutical production facilities, cell culture storage facilities and general offices, through to minor/major servicing, validation, calibration and the installation of specialised laboratory/process equipment.

The Soft Services Manager will report directly to the Head of Site Services and play a key role in ensuring all soft FM service needs across the Colindale site are delivered effectively and consistently.

The post holder will work closely with on-site service providers to maintain soft FM standards, identify areas for improvement, and ensure that regular audits are completed.

The Soft Services Manager will also support financial accountability, contract management, and effective communication with key stakeholders to balance operational space requirements with wider estate planning.

The Soft Services Manager will assist the Head of Site Services in financial accountability and contract management.

The post holder will play a key part in communicating with key staff around site to balance their requirements for operational space along with the overall estate plan for the site.

Detailed job description and main responsibilities

• Ensuring consistently high standards of soft FM service delivery are maintained across the Colindale site.
• Assisting in the development and review of soft FM operational schedules and service plans.
• Contribute to tenders for the delivery of sub-contracted soft services on site.
• Assist in the formulation of the operational processes and procedures for business continuity planning to cover the range of FM soft services across the

campus.

• Approve any soft services purchase orders, making necessary checks when appropriate.
• Chair the Food Forum Committee meetings ensuring participation with contracted services and representatives from across the campus.
• Liaise with FM Finance Support Officer and Finance Business Partner to manage all utilities bills for the site, including water and sewerage from a private

water provider.

• Ensure robust contract management procedures are adhered to at all times for all FM soft services.
• Participate in the Fire Safety Group meeting and ensure the soft services teams are fully briefed and trained in site-specific evacuation procedures, reviewing and updating these regularly.
• Lead an Accommodation Strategy Group to ensure office space and operational requirements are communicated effectively and aligned with site planning.

This list of duties is not exhaustive.

This job is broadly open to the following groups:

• UK nationals
• nationals of the Republic of Ireland
• nationals of Commonwealth countries who have the right to work in the UK
• nationals of the EU, Switzerland, Norway, Iceland or Liechtenstein and family members of those nationalities with settled or pre-settled status under the European Union Settlement Scheme (EUSS) (opens in a new window)
• nationals of the EU, Switzerland, Norway, Iceland or Liechtenstein and family members of those nationalities who have made a valid application for settled or pre-settled status under the European Union Settlement Scheme (EUSS)
• individuals with limited leave to remain or indefinite leave to remain who were eligible to apply for EUSS on or before 31 December 2020
• Turkish nationals, and certain family members of Turkish nationals, who have accrued the right to work in the Civil Service

Further information on nationality requirements (opens in a new window)

Stage 1: Application & Sift

Competency Based

You will be required to complete an application form. You will be assessed on the listed 6 essential criteria, and this will be in the form of a:

• Application form (‘Employer/ Activity history’ section on the application)
• 1500 word supporting statement.

This should outline how you consider your skills, experience and knowledge provide evidence of your suitability for the role, with reference to the essential criteria.

You will receive a joint score for your application form and statement. (The application form is the kind of information you would put into your C.V –please be advised you will not be able to upload your CV. Please complete the application form in as much detail as possible). Please do not email us your CV.

Healthjobs UK has a word limit of 1500, but your supporting statement must be no more than 1500 words. We will not consider any words over 1500 words.

Longlisting: In the event of a large number of applications we may longlist into 3 piles of:

• Meets all essential criteria
• Meets some essential criteria
• Meets no essential criteria

If used, the pile ‘Meets all essential criteria’ will proceed to shortlisting.

Shortlisting: In the event of a large number of applications we may conduct an initial sift, on the lead criteria of :

• Educated to degree level in relevant subject or equivalent level qualification or significant experience of working at a similar level in specialist area.
• Significant experience of running FM services through both NEC and CCS contract models
• Significant successful facilities management experience in a demanding environment, particularly in design and operations of scientific facilities, including

experience at senior management level

Desirable criteria may be used in the event of a large number of applications/large amount of successful candidates.

If you are successful at this stage, you will progress to interview & assessment.

Feedback will not be provided at this stage.

Stage 2: Interview

Competency Based

You will be invited to a single face to face interview. If face to face interviews are planned, in exceptional circumstances, we may be able to offer a remote interview.

Knowledge, experience, skills & abilities will be tested at interview.

You will be required to present a five minute presentation on :

Managing soft services provision in a complex operational facility.

Interviews dates to be confirmed.

Once this job has closed, the job advert will no longer be available. You may want to save a copy for your records.

Location

This role is based as office/lab-based at our site in Colindale. Please note hybrid working is not available for this role.

Security Clearance Level Requirement

Successful candidates must pass a standard disclosure and barring security check before they can be appointed.

Successful candidates must meet the security requirements before they can be appointed. The level of security needed is Counter-Terrorist Check. You should normally have been resident in the United Kingdom for the last 3 years to obtain Counter Terrorism Check (CTC). UK residency less than the outlined periods may not necessarily bar you from gaining national security vetting at this higher level and applicants should contact the Vacancy Holder / Recruiting Manager listed in the advert for further advice.

Eligibility Criteria

External: Open to all external applicants (anyone) from outside the Civil Service (including internal applicants).

Future location

UKHSA is investing in a new state-of-the-art National Biosecurity Centre in Harlow, Essex, which will eventually bring together teams currently based at Canary Wharf, Colindale and Porton Down. For more details, please see: Huge biosecurity centre investment to boost pandemic protection - GOV.UK

The new facilities will start becoming operational in the mid-2030s, with full completion by 2038. Staff will move in phases as facilities become available. If you're appointed to a role currently based at Canary Wharf, Colindale or Porton Down, please note that we'll continue investing in these sites for the next decade. As we get closer to the transition, we'll provide full information about relocation support available to staff.

Reasonable Adjustments

The Civil Service is committed to making sure that our selection methods are fair to everyone. To help you during the recruitment process, we will consider any reasonable adjustments that could help you. An adjustment is a change to the recruitment process or an adjustment at work. This is separate to the Disability Confident Scheme. If you need an adjustment to be made at any point during the recruitment process you should contact the recruitment team in confidence as soon as possible to discuss your needs.

You can find out more information about reasonable adjustments across the Civil Service here: Reasonable Adjustments , Civil Service Careers

International Police check

If you have spent more than 6 months abroad over the last 3 years you may need an International Police Check. This would not necessarily have to be in a single block, and it could be time accrued over that period.

Internal Fraud Check

If successful for this role as one aspect of pre-employment screening, applicant’s personal details – name, national insurance number and date of birth - will be checked against the Cabinet Office Internal Fraud Hub, and anyone included on the database will be refused employment unless they can show exceptional circumstances. Currently this is only for external candidates to the Civil Service.

Careers website

Please visit our careers site for more information: UKHSA Hub , Civil Service Careers

Salary Information

If you are successful at interview, and are moving from another government department, NHS, or Local Authority, the relevant starting salary principles for level transfers or promotions will apply. Otherwise, roles are offered at the pay scale minimum for the grade, but in exceptional circumstances there may be flexibility if you are able to demonstrate you are already in receipt of an existing, higher salary. Pay increases are through the relevant annual pay award for the role and terms.

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Feedback will only be provided if you attend an interview or assessment.