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    Head of Workplace Services - London, United Kingdom - ICBC Standard Bank

    ICBC Standard Bank
    ICBC Standard Bank London, United Kingdom

    3 weeks ago

    Default job background
    Permanent
    Description

    Summary

    This role is part of the Workplace Services department.
    The Workplace Services department is responsible for:
  • Management of ICBCS office leases and office space
  • Mechanical and electrical maintenance within ICBCS office space
  • Maintenance of ICBCS space within the external data centre and the disaster recovery data centre (located within the London office)
  • Facilities services
  • Health and safety
  • Emergency and pandemic planning
  • Catering and cleaning services
  • Switchboard and reception services
  • Travel and travel security for ICBCS employees who travel
  • Processing and distribution of post
  • Insurance policies relating to ICBCS office space and contents
  • Support for corporate event planning
  • Provision of services to our affiliate, Standard Bank

    • The Workplace Services department forms part of the Office of the COO ("OCOO") division which also encompasses: Operations, Technology, Client Management Unit, Global Supplier Management, Business Change, Business Management and Regulatory Oversight.

    Job Purpose
    This role will lead and manage the Workplace Services function.

    Key Responsibilities

    Real estate

  • Develop and maintain relationship with Landlord and Landlord's agents, ensuring that Landlord meets obligations and that the Bank's tenancy runs smoothly
  • Advise on real estate matters affecting the Bank, seeking external advice when appropriate
  • Monitor adherence to the lease and obligations specified in the lease
  • Engage with, and seek advice from, internal legal team as appropriate

    • Vendor / supplier management

  • Ensure that all supplier engagements are effective and fit for purpose for the Bank's requirements
  • Partner with Procurement in running effective contract negotiations with suppliers and selection of new suppliers
  • Monitor supplier services closely for performance, delivery and risk
  • Be proactive about supplier risk management requirements and understand the risks presented to Workplace Services and the Bank by each supplier
  • Train direct reports to engage appropriately with suppliers and to manage performance and risks
  • Ensure appropriate contingency plans in the event of supplier disruption or failure
  • Partner effectively with Procurement and Supplier Risk Management teams to manage supplier performance and risks
  • Escalate significant supplier risks to line manager and senior management on a timely basis

    • People management

  • Ensure close, comprehensive and continuous management of each service delivered by Workplace Services
  • Adjust management style to direct reports as appropriate to grade and field of technical expertise
  • Hold one-to-one meetings as well as department-wide meetings
  • Ensure that Workplace Services staff have some contact and exposure to OCOO senior management (e.g. through department-wide meetings)

    • Governance and reporting

  • Ensure the appropriate governance standards are employed for Workplace Services and deliver transparent and balanced reporting to senior management forums and committees
  • Ensure the appropriate governance documentation (e.g. frameworks, policies and records) are in place for the department

    • Risk management

  • Meet regulatory standards and collaborate effectively with Legal, Compliance, Risk and Internal Audit departments
  • Lead Workplace Services to contribute effectively to Operational Risk, Compliance, Legal, and Internal Audit standards and processes, including risk and control selfassessment (RCSA) exercises and audit and monitoring reports

    • Projects

  • Co-ordinate resources to run projects relating to Workplace Services and/or physical office space occupied by the Bank
  • Lead and manage complex projects involving multiple internal and external stakeholders

    • Budget management

  • Understand the cost implications of each of the above
  • Balance cost effectiveness with risk management and delivery standards

    • Preferred Qualifications and Experience
    Preferred qualifications and experience:

  • Degree qualified or equivalent
  • Extensive experience working within Real Estate, Building Services and Facilities Management
  • Previous experience in a leadership role
  • Previous experience of supporting a professional office environment, preferably within a regulated industry
  • Experienced people manager (including management across different disciplines)
  • Previous experience of interacting with, and providing reports to, senior management and Boards
  • Previous experience of managing large teams with complex and diverse remits
  • Previous experience of supplier contract negotiation

    • Knowledge and skills:

  • Strong knowledge of Real Estate, Building Services and Facilities Management best practices and industry trends
  • Strong communication skills
  • Conversant with Microsoft Office (Outlook, PowerPoint, Excel, Word)

    • Desired personal attributes:

  • High level of integrity
  • Ability to navigate complexity and ambiguity
  • Strong on logical and critical thinking
  • Proficient at multi-tasking and able to handle and balance diverse responsibilities
  • Works well under pressure, maintaining attention to detail
  • Accomplished at building productive relationships with colleagues and suppliers
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