Jobs

Estates Business Support Manager

Estates & Projects Department

Full-time, Permanent

Salary £33,314 – £40,000 per annum (Band 5A)

Plus generous benefits package

Hybrid

THE ROLE

This is a pivotal role within the Estates team to implement and then be responsible for the day-to-day management of a new CAFM/IWFM system to modernise existing estates information and data management and implement new processes, methodologies and software systems to streamline working practices in the tracking, monitoring and reporting of all estates activities (e.g. planned maintenance, response maintenance, projects, and asset information management).

Reporting to the Head of Estates and Facilities Management, you will work closely with other members of the team and key stakeholders to firstly perform the role of Project Manager and Senior User for the phased mobilisation and implementation of our new CAFM System (Concerto) and then take the role of CAFM manager and data owner on an ongoing basis. This will involve the development of new business processes to streamline and digitalise activities, working with other stakeholders (operations, events, public programme planning, finance) to ensure integrated processes are agreed and rolled out for effective ways of working.

You will also be responsible for providing wider business support activities, including data management, and filing systems (Office 365), communications to stakeholders, planning and progress reporting, financial reporting, and procurement/contract support.

KEY RESPONSIBILITIES

CAFM Manager

Undertaking the duties of Project Manager/Senior User and then Data Owner, you will lead on the mobilisation and implementation of the new CAFM/IWMS software system, including new helpdesk, planned maintenance management, asset performance and capital/project planning modules to improve business processes and information/data management. Working closely with the system provider, this will include data gathering and cleansing for system population, standardisation of asset information, preparation of business process mapping, and development along with the delivery of guidance and training to stakeholders.

Overseeing and maintaining the operation of the CAFM/IWMS system and managing the data within the system, ensuring it is maintained and developed as part of a continuous improvement programme. Preparing and providing relevant reporting on compliance and performance, ensuring all necessary statutory records are retained. Liaising with contractors/suppliers to ensure information is kept up to date and to onboard new suppliers into the CAFM system and reporting mechanisms.

Overseeing the helpdesk, ensuring all tasks are allocated and works are being progressed appropriately, issuing work in progress reports as required to stakeholders and hastening completion updates.

Business Support

Working with key stakeholders to develop and agree appropriate service level agreements and engagement processes, ensuring guidance and communications to internal colleagues and contractors/service partners is developed and maintained current (e.g. intranet, helpdesk information, contractors’ guidance, work notification diaries, etc).

Reviewing and aligning information management and filing structures and systems (e.g. Office 365) to work with new CAFM system, digitalising records and ensuring information is appropriately archived and maintained.

Assisting with the analysis of data and the preparation of reports including compliance reporting, planning/scheduling, asset evaluation information, investment forecasting and progress reporting.

Overseeing and ensuring compliance with NGS Contractor Management Policy, making sure contractor information is recorded, reviewed, maintained, and audited.

Managing allocated Estates related expenditure such as non-domestic rates, rents, and service charges.

Working with Procurement Manager to improve and standardise contract and procurement administration activities.

Overseeing and maintaining admin support for Estates led programmed meetings, including project admin and support activities.

KNOWLEDGE, SKILLS, AND EXPERIENCE

The following range of knowledge skills and experience are required. Please ensure these are reflected in your application. Short listing for interview will be based on meeting these requirements.

Educated to degree level in a relevant subject or equivalent practical experience

Competency and experience in CAFM/IWFM software systems or similar and the development and implementation of new business processes in an FM environment.

Experience in the delivery of estates and facilities management services

Advanced IT skills including Microsoft Word, Excel, Office 365, and PowerPoint.

Excellent planning, project management and organisation skills

An active approach to problem solving,

A team player with good interpersonal skills.

Excellent communication skills and experience of managing change

ABOUT US

The National Galleries of Scotland (NGS) is home to one the world’s finest collections of art, which ranges from the Middle Ages to the present day. Our spectacular buildings house the world’s greatest collection of Scottish art, and a world-renowned collection of Scottish and international photography, welcoming many visitors to our three principal sites in Edinburgh: the Scottish National Gallery, the Scottish National Gallery of Modern Art, and the Scottish National Portrait Gallery. The National Galleries of Scotland aims to preserve, display, and augment the collections for the enjoyment and education of the widest possible public and to maintain NGS as a centre of excellence.

This is an exciting period of renewal for NGS, as we move forward with our engaging strategic vision that puts our audience at the heart of what we do. We’re making it our mission to broaden our impact, matching our rich collections, expertise and creativity to the needs and wants of our visitors. We’re finding new ways to connect with more people, and creating an innovative, inclusive organisation that can meet the challenges of our ever-evolving world.

‘Art for Scotland: Inspiration for the world’ is Our Vision. Inclusive, original, and ambitious – we will make the national collection accessible to all and inspire curiosity across the world.

At NGS we are committed to looking at how we operate as well as how we engage with our visitors and communities. We want to play our part in tackling the Climate Emergency. We will ensure Equality, Diversity, and Inclusion (EDI) is embedded across our organisation, ensuring everyone feels a sense of belonging and can be themselves.

NGS are working towards reducing our environmental impact and aim to have net-zero carbon emissions before 2045. Our response to the Climate Emergency and EDI is integral to our work and all our colleagues and departments play a part in achieving this. Our primary Climate Emergency focus areas are engaging our communities, improving our operations, and adapting to future climate changes.

SUMMARY TERMS AND CONDITIONS

Salary: £33,314 – £36,496 per annum

Starting salaries will normally be at the minimum or at a rate that reflects qualifications and/or experience which are of special value for the post and which are above minimum entry requirements.

Hours: 42 hours per week inclusive of a one-hour lunch break each day.

Location: The Gallery of Modern Art One, Belford Road, Edinburgh.  

The successful candidate will have the option of working flexibly; a mixture of onsite and home working. 

Annual Leave: 25 days per annum (this moves to 30 days after 5 years continual service) plus 11.5 public and privilege holidays per annum, pro-rata depending on hours

Pension: Civil Service pension provisions enables the National Galleries of Scotland to offer a choice of occupational and stakeholder pensions, giving you the flexibility to choose the pension that suits you best.

Please note that the successful candidate will be subject to Basic Disclosure Scotland security clearance.

The closing date for completed applications is Tuesday, 25 October 2022

Application Deadline: Tuesday 25/10/2022