Deputy Hard Services Manager

Deputy Hard Services Manager

BGS Estates South

Grade: UKRI Pay Band D/S2

Salary: £41,344 per annum

A great benefits package is offered including an outstanding pension scheme (with an extremely generous employer contribution – on average 27% of your pay), 30 days annual leave plus bank holidays.

Contract Type: Permanent

Full-time – 37 hours a week (some flexible working options may be available, however, significant on-site presence is a requirement of this role).

Location: BGS headquarters in Keyworth in Nottingham.

Closing date: 6 April 2025.

About the role
The main responsibility of this post will be to assist the BGS Hard Services Manager with the management of all aspects of hard FM services to ensure organisational statutory compliance and provision of a safe and effective physical environment. This will include the review, preparation, implementation, and control of systems and processes.

The Keyworth site is a mixture of world-class laboratories, physical archives, a digital data centre, warehouse style storage, offices, and conference facilities.

You will also liaise with the in-house and contracted resource to review, reconfigure, and implement correct compliance processes to ensure the ongoing health & safety of BGS employees and visitors. The successful candidate will be required to assist with the management of operations, maintenance, and repairs to deliver a safe, cost-effective, and timely service, including reactive maintenance. Other key responsibilities include:

• Manage the output of the TFM provider using CAFM system software (including monitoring all planned maintenance and any reactive works).
• Work with the BGS Health & Safety Team to review and implement effective processes related to different compliance systems.
• Manage Planned Preventative Maintenance tasks in liaison with the Service Provider, adding or removing various tasks throughout the life of the contract.
• Ensure all works are completed within the agreed SLAs and KPIs. Monitor performance and delivery, reviewing service standards to ensure continual improvement.
• Act as Assistant to the Hard Services Manager with managing the administration team and staff to ensure delivery of a professional, timely, and customer-focused service to both users and contractors.
• Deputise and manage hard services in the absence of the Hard Services Manager.
• Control of contractors, including inductions, risk assessments, and supervision of works.
• Examine contractor reports and create work orders for any defects outlined, then file appropriately and update databases or spreadsheets, along with monitoring service providers to ensure reports are received in a timely manner.
• Audit the Service Provider and undertake site inspections as necessary.
• Assist with creating Purchase Orders in respect of planned and reactive works.
• Assist with the Long-Term Maintenance (LTM) capital investment plan and Condition Surveys.
• Write Procedures, Risk Assessments, and Training Notes.
• Write and issue BGS Work permits, i.e., Laboratory access arrangements, working at height, LEV Testing and Inspections, penetrate fabric of building, Ground excavations, confined spaces, hot works, etc.
• Any other duties which are deemed relevant and as agreed with the Estates Manager, i.e., acting as a Fire Marshal within the Estates team coordinating Fire alarm activations and subsequent follow-up actions.

The postholder will also play an important role around training in Compliance. The Compliance activity organised by BGS includes:

• Statutory compliance of our plant, systems, and operating procedures.
• CAFM compliance – ensuring that detail is correctly recorded, and timelines met, also ensuring that data is held in line with data protection legislation.
• Contractor compliance – to ensure that all contractors working as our partners have robust safety and compliance procedures in place and can evidence this. To periodically test and check that processes are operable.

Please note – you will be required to have the appropriate level of security screening/vetting required for the role. UKRI reserves the right to run or re-run security clearance as required during your employment.

Essential

• Substantial experience of working in an FM environment including managing multiple tasks/projects at any one time.
• Experience in using contractor databases and CAFM, being able to interpret information.
• Evidence of coordinating and tracking action logs for compliance.
• Knowledge of statutory compliance and asset management, ability to scrutinise reports.
• Knowledge of the Health & Safety requirements in an FM environment.
• Ability to build strong working relationships and ensure excellent, responsive service delivery.
• Commitment to a diverse and inclusive approach to work in the geosciences.

Desirable

• Qualification in Facilities Management.
• NEBOSH/IOSH H&S Qualification.
• Knowledge in Fire Safety, managing asbestos, controlling legionella in water systems.

About us
The British Geological Survey (BGS) is an applied geoscience research centre that belongs to UK Research and Innovation (UKRI) and is affiliated to the Natural Environment Research Council (NERC). It is a world-leading geological survey whose core mission is to advise government on science related to the subsurface and to undertake applied research to solve earth and environmental issues, both in the UK and globally. It is funded directly by UKRI, as well as through research grants and private sector contracts.

We strive to promote equality and diversity across our organisation in order to continuously improve our scientific and organisational efficiency. As such, we aim to have a workforce with employees from all backgrounds with people who are passionate about earth science and who share our dedication to work for the good of the environment and the benefit of society. BGS became a signatory of the Technician Commitment in July 2022.

The closing date for receipt of applications is 6 April 2025. Interviews are expected to be held on 14 April 2025 in Keyworth, Nottingham.
If you require further information about the role, contact the Hard Services Manager at pgera@bgs.ac.uk or call 07974 437831.