The Action Group Job Description Title:

IT and Facilities Manager

Service Area:

Administrative /IT Support

Accountable to:

CEO / Deputy CEO

Salary:

Points 39-41 £27,570 - £29019

Hours:

39

THIS POST REQUIRES A BASIC DISCLOSURE

1. Job Purpose This post contributes to fulfilling The Action Group’s Vision and Mission: Vision: That families caring for a person with a learning disability and individuals who have a learning disability and other support needs:   

encounter no barriers to their chosen lifestyle, can follow a path of choice, and can enrich their opportunities.

Mission: ‘To listen to, value and involve so that our every action is judged to be the best’ The IT and Facilities Manager is responsible for making sure that all Action Group offices and their services meet the needs of our service users and staff. This includes responsibility for managing the admin / IT services within the organisation and developing IT and Administration strategies in line with the business plan. Furthermore, it includes ensuring our IT and facilities functions are utilised fully and developed further to support, engage and involve the people who use our services and meet their needs and wishes as much as possible.

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2. Key responsibilities Facilities management The post holder will: 

Manage the overall services provided within all Action Group offices and other facilities (training suite etc), ensuring they provide a suitable environment for the purpose and needs of staff, service users and other visitors.

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Manage the budgets for facilities and ensure best value in all services and goods procured (eg stationery supplies, utilities, IT equipment and support, and so on)

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Negotiate leases and other arrangements with landlords for all offices / organisational spaces

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Liaise with landlords where relevant to ensure the buildings are maintained to a high standard and provide a comfortable and effective environment for all users and visitors.

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Ensure any maintenance issues are responded to promptly and maintain a proactive cycle of upgrade as applicable

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Review and evaluate the existing provision of facilities and provide a strategic direction for the medium and long term. Where this may involve proposals for new offices / potential moves, the postholder will lead and directly project manage any subsequent change process

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Respond to emergency situations or other urgent issues involving the facility.

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Be responsible for access and security of premises.

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Be responsible for any environmental monitoring and reporting.

Administration Team The post holder will: 

Provide line management support to the Administration Manager, through regular supervision and annual appraisal

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Support the functions of the admin team

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Work with the Administration Manager on all elements of providing an effective and efficient admin service to the organisation. This includes things like staff

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support and supervision, recruitment, team meetings, service evaluation and review, and stakeholder involvement. 

Hold responsibility for the admin service strategy, ensuring the service meets the needs of the organisation and its staff / service users, in line with Business plan objectives

IT The post holder will: 

Develop and implement a comprehensive IT strategy for the organisation, in line with Business plan objectives, that takes into account the views and needs of all key stakeholders and incorporates short, medium and long term plans

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Ensure IT development in the organisation is efficient and effective, in particular, actively seeking ways to promote efficient / smarter working through the use of IT

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Work with colleagues from other departments to ensure IT systems and programs are utilised to maximum capacity and to the wider benefit of all (this includes overseeing upgrades of software / programs as necessary)

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Respond to issues and queries relating to IT and work with colleagues / others to fix problems as promptly as possible.

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Manage the budgets for IT

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Oversee all IT related contracts and provision (mobile phones, hardware and software, website support etc) and ensure goods and services are procured in line with best value principles

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Liaise with external providers of IT support and oversee the contract/s for this work

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Respond to emergency situations or other urgent issues involving IT systems and networks.

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Be responsible for the management of organisational Mobile phones.

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Assist with coordinating and refreshing the Organisational Website so that it is accessible to all Staff and SU at all times.

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Working with the Training department, analyse and oversee training as appropriate on IT related issues/software upgrades

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Other duties The post holder will: 

Hold responsibility for business continuity issues relating to IT and facilities across the organisation and maintain the Business Impact Analysis and risk management process in this regard.

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Assist with the organisation and administration of conferences, social events and other staff / user / carer involvement events across the organisation as required.

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Consult with and involve key stakeholders, including employees and service users in all elements of the work, as relevant.

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Prepare reports, plans and briefing papers for the SMT / others as required.

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Implement and adhere to all Group policies, procedures and guidelines.

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Take responsibility for their own personal development and training, in partnership with their line manager

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Perform other appropriate duties as required by the SMT.

Authority Within the policies agreed by The Action Group and with guidance from the CEO / Deputy CEO, the IT and Facilities Manager is directly responsible for the day to day management of the admin team and all aspects of IT and Facilities management as described. Development The IT and Facilities Manager will be expected to contribute to the general development of services provided by the Group and to recognise that flexibility in the postholder’s pattern of work will be necessary to ensure that such developments are successful. Health & Safety The IT and Facilities Manager is responsible for ensuring that all IT and facilities related activity fully complies with and actively supports The Action Group meeting its Health and Safety policy, procedures and practice. Confidentiality The post holder will have access to sensitive information about service users and staff. High standards of confidentiality are therefore expected and adherence to the organisation’s policies on confidentiality and data protection. Supervision

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The CEO / Deputy CEO is responsible for the supervision of the post holder and the development of their work. The post holder will have regular supervision using the framework of The Action Group's supervision Policy. The post holder will ensure that those line-managed also comply fully with the supervision policy. Amendments This job description may be amended, following discussion with the post holder, with the approval of the Chief Executive

THE ACTION GROUP – PERSON SPECIFICATION ROLE TITLE: IT and Facilities Manager RESPONSIBLE TO: DEPUTE CHIEF EXECUTIVE OFFICER/CHIEF EXECUTIVE OFFICER RESPONSIBLE FOR: OFFICE ADMINISTRATION MANAGER LOCATION: Norton Park, 57 Albion Road, Edinburgh, EH7 5QY

PERSON SPECIFICATION The IT and Facilities manager should have experience in the management of organisational IT structures and systems or experience in organisational facilities management. They must have a genuine commitment to, and vocation for The Action Group’s objectives. Committed and skilled in maintaining its ethos and providing vision, and ideally have the following skills and attributes: 

Able to manage a busy team across the organisation, demonstrating leadership, management and organisational skills, including fairness, impartiality and openness to new ideas and information.

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The ability to think, and operate strategically as well as hands on leadership.

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The ability to work collaboratively with the CEO, Senior Management Team and other managers, building positive working relationships in a constructive and consultative environment, as well creating a resilient network of external contacts to facilitate and resolve issues and organisational emergencies situations.

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The ability to influence stakeholders positively, in order to achieve results that are in the best interest of The Action Group. 5

Essential Motivation and Outlook

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Desirable

Demonstrate a commitment to The Action Group’s Vision, mission and Values. Passionate about excellence in customer care for users and other stakeholders.  

Qualifications

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Prince 2 Membership of The British Institute of Facility Management (BIFM) Member ship of the Business Continuity Institute (BCI). An appropriate IT qualification

Experience  

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Skills, Knowledge and Abilities

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3 Years successful IT management in social care Demonstrable hands-on experience on managing and maintaining IT Infrastructures Experience of managing conflicting priorities. Demonstrable experience of management of change and proven project management skills Experienced line manager Experienced at developing, consulting and executing new strategies Demonstrable evidence of emergency /contingency management

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Knowledge of IT systems and structures ,or knowledge of Facilities Management Knowledge of managing a corporate administration team Budget management Negotiating contracts and leases with suppliers and landlords. Knowledge of developing, strategies, policies and emergency plans.

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Experience of working in a charitable or voluntary sector Experience of successfully working with Senior Management Teams Experience at external service provision through third party providers. Experience of Facilities Management

Knowledge of the charity and voluntary sector Knowledge of quality systems Experience of funding applications Knowledge of environmental monitoring and reporting Management of Business Continuity including Business Impact Analysis

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Personal Attributes

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Experienced at writing reports, papers and brief Excellent interpersonal skills and a confident communicator both written and verbally Able to lead and motivate staff Able to provide advice and support to managers in out of hours incidents.

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Experience of management and maintenance of organisational websites

Attentive to best practice service solutions for current and future users. Proactive with dynamism and energy Ability to travel and communicate effectively Strong inter personal and Influencing skills Creates networks

Last reviewed October 2016

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