Soft Services Manager BRIDGEND £30,000

Soft Services Manager

Location: BRIDGEND |
Salary: £30,000 |
Posted: 31 May 2019 |
Closes: 21 Jun 2019 |
Job Type: Permanent & Full-time |
Business Unit: UK Central Government Services |
Region / Division: UK & Ireland |
Reference: 7851

Role Responsibility:

Soft Services Manager

HMP Parc, Bridgend

Salary : £30,000 per annum

Full-time (40 hours per week)

G4S is a large and diverse company with operations in over 100 countries and more than 610,000 employees worldwide, G4S is a truly unique company who are bigger, more diverse and involved in more fascinating, innovative projects than many people would imagine and we now have an opportunity for a Soft Services Manager to join our Facilities Management team at HMP & YOI Parc, a category B prison, in Bridgend, South Wales, currently holding over 1600 men and young people in a secure but modern environment.

The successful candidate will be required to manage all Soft Services elements within the Estates and Facilities Team providing support to the Service Delivery Manager and Regional Facilities Manager. Manage the FM helpdesk team to ensure completion and compliance of all contractual administration tasks. Supervise and operate the cleaning and escorting teams within the environment to ensure that all contractual standards are adhered to.  Provide cover for the Service Delivery Manager in their absence and to ensure full management of both hard and soft services teams.

Key Responsibilities

  • To manage Facilities Helpdesk calls through Concept CAFM system ensuring that the helpdesk is covered at all contractual times offering support and guidance at all times.
  • To lead helpdesk team members ensuring provision of a compliant and customer focused service
  • To update information held on Concept, including the accurate completion of work tasks within timescales, ensure asset database is maintained and updating all information to allow system to run effectively.
  • To produce reports from the Concept system as required providing information for Facilities team, auditors, and the colleagues as and when required.
  • To prepare monthly reports in line with agreed requirements.
  • To maintain and update on a live basis the risk log for site along with other contractual information required
  • To ensure that near misses and hazards are reported by all team members
  • To work with procurement to produce local agreement contracts for subcontractors used on site in line with G4S policies ensuring value for money
  • To work closely with sub contractors to ensure all services tendered for offer best prices and to lead on competitive tendering for all our annual services.
  • Plan workload effectively to meet deadlines
  • To arrange customer feedback on all work tasks as and when necessary including providing responses to potential litigation claims
  • To maintain central office systems, ensuring that records are accurate and consistent with relevant company procedures.
  • To maintain annual leave records and approve annual leave requests from all team members ensuring adequate cover to meet needs of the service
  • To maintain sick absence records effectively for whole team, conducting return to work interviews and required actions in line with sickness absence policy.
  • To manage team in the purchase of materials needed for maintenance and reactive works as well as any office supplies, tools and equipment required to fulfil the contract
  • To attend any training courses required for this role.
  • Manage own workload and that of the team effectively ensuring that the line managers requirements are met.
  • Ensure that processes for ordering and controlling  PPE are adhered to 
  • To ensure that monthly additional works spend is recorded and provided to Regional  Manager
  • Resolve invoice queries using our finance systems
  • To work closely with finance team and provide information as requested by them.
  • To prepare written quotations for customers and record using the relevant documents.
  • To manage quotation process with SDM to ensure adherence to CDM compliance processes 
  • Ensure review of COSHH assessments on an annual basis and to manage the COSHH system
  • Undertake Risk Assessments as required
  • To ensure that non-conformity process is adhered to evidencing closure of all actions
  • To review, manage and implement office systems to ensure local procedures in place for all processes.
  • To monitor and sign off Kronos on a weekly basis.
  • To maintain Workforce for all employees and update as required
  • Working with the cleaning team leader, manage the cleaning team ensuring they are meeting required standards undertaking regular cleaning audits.
  • Working with the Contractor Co-Ordinator, manage all escorts to ensure that they meet all standards required and to audit escorting paperwork on a regular basis.
  • To undertake the annual Employee Development Reviews for team
  • To assist other sites within the wider Estates and Facilities teams as and when required.
  • Contribute to company objectives by meeting own performance objectives
  • Establish good working relationships with colleagues and stakeholders
  • Ability to work flexible hours
  • To provide support to the Regional Facilities Manager and on occasions Regional Director and other Facilities teams across the Secure Estate.

The Ideal Candidate:

Essential Skills

  • Previous experience in an FM role including line management
  • Able to work to varying deadlines.
  • Should have excellent verbal and written skills 
  • Good organisational skills 
  • A good knowledge of finance and accounting systems is  essential and a willingness to attend training courses as and when necessary
  • Educated to GCSE level or higher
  • Strong knowledge of Microsoft Office suite
  • Proactive and resourceful.
  • Qualified in IOSHH Managing Safely
  • Knowledge and understanding of ISO14001, ISO 9001 and OHSAS 18001
  • Able to work with people of all levels.
  • Flexible approach and attitude and able to deal with fast moving environment.
  • Ability to adapt to change


Desirable Skills

  • Knowledge of concept evolution 
  • Knowledge of SAP & ARIBA


At G4S, the philosophy of our prisons is to rehabilitate offenders and equip them to re-integrate into mainstream society on release. Our aim is to create an environment in which staff and prisoners feel safe and causes of prison stress are minimised. Central to our philosophy is the relationship between staff and prisoners. Our training and operational practices emphasise the need to treat prisoners with dignity and respect and G4S staff build positive and supportive relationships with the prisoners in their care. We are seeking to recruit a caring, pro-active and confident professional to help make a real difference to their lives.
If you join us, you will find a secure, friendly and professional working environment and be given all the support, training and encouragement you need to build and develop a successful career with us. Our benefits are as you would expect from a large organisation and include a company pension, comprehensive training, career development, generous holiday entitlement, uniform and access to our on-site gym.
Please note that these vacancies are subject to a 5 year checkable history and the strict vetting standards set by G4S and the Secretary of State for the Home Office and are exempt from the Rehabilitation of Offenders Act.
You must be eligible to work in the UK and must have been resident in the UK for a minimum period of 5 years. You will also need to provide full details of your employment and education history for the last 10 years as part of the security screening process for this role.
HMP & YOI Parc is committed to a clean air policy for the wellbeing of its staff, and to protect them from the risks of passive smoking. Our prison is a smoke-free environment, and smoking is not permitted in any area of the establishment. The conveyance of smoking paraphernalia (including tobacco, cigarettes and e-cigarettes) through the Keylock and into the prison will be considered a disciplinary offence under the company’s Disciplinary Policy.

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