Head of Facilities and Operations - London, United Kingdom - Sotheby's Institute of Art

Sotheby's Institute of Art

Verified Company

London, United Kingdom

2 weeks ago

Posted by:

Tom O´Connor

beBee Recruiter

Description

Position:
Head of Operations & Facilities

Location:
Sotheby's Institute of Art, Bedford Square, London

Reports To:
Director of Operations

Contract:
Permanent

Role: 35 hours per week (1.0 FTE)

Salary:
£62,000 to £67,000

The Head of Operations & Facilities will be responsible for ensuring the smooth, strategic operation of the physical infrastructure, manage the facilities and front of house team and implement processes to optimise functionality and efficiency.

The role requires a commercial outlook, combining accountability for the full range of elements, including Health & Safety, space planning, landlord relations and contractor management, customer service and front office operations, hard and soft facilities management and compliance.

It demands the highest standards of service to customers, both internal and external.

Key Responsibilities

Facilities Management

Lead the facilities/front of house team so that all operational aspects of the premises are actively managed at all times to ensure full Health & Safety compliance and that the building is comfortable and safe for users
Manage an appropriate level of staffing to ensure the building is operational and secure at all times
Oversee the maintenance, cleaning, security, safety and first aid provision
Manage and oversee renovations works
Act as a primary key holder to buildings and provide 24hour response or work flexibly when necessary
Oversee the compiling and scheduling of room availability for accurate allocation to demand by lectures, seminars, meetings and events
Work with all departments on the forward planning of space, with clear communication channels between Facilities and all other departments.

Planning & Commercial

Manage the space planning, advising on optimal usage of the properties and managing implementation
Enhance the efficiency of the operation and usage of Bedford Square and any external spaces being used, so as to meet and exceed budgetary targets
Lead our relations with landlords and oversee the negotiation of leases, knowledge and experience of listed buildings requirements and of practical property solutions
Manage our relations with surveyors and professional advisors as required
Search for and book external space for teaching and events as and when required and assist with organising some external functions
Provide guidance regarding long term expansion by being involved with looking at external temporary and permanent options for space.

Front Office and Customer Service

Lead the running and performance of the Front Office, including cost and time management, to ensure the delivery of outstanding service to students, staff, visitors and other stakeholders
Manage the handling and fulfilment of all operations related requests by staff and students
Continually review and develop the skills and attitude of the Front Office and Facilities team members in pursuit of excellent customer service

Administration and Compliance

Lead the Health & Safety Policy and responsibilities for all user of the campus
Ensure that risk assessments are undertaken as required and health & safety procedures are adhered to, and that obligations are met under applicable regulations
Work with the Finance Director to devise and report periodic key indicators for property, facilities and Front Office performance
Be a budget holder for facility related costs and control all aspects of propertyrelated expenditure through the financial control processes

Experience and Skills

Have seasoned experience in the management premises and all associated facilities
Possess superior interpersonal, and spoken and written communication skills
Have the ability to work independently, flexibly and collaboratively with senior management peers, staff and faculty, communicating effectively with these different constituencies
Be highly selfmotivated, responsive and resultsoriented, and possess excellent leadership skills with a focus on outstanding professionalism and customer service
Be accomplished in budget and works planning and control

- demonstrate the proven ability to manage under pressure and meet deadlines, analyse options and take the appropriate action.

Have fluent Microsoft Office skills, including advanced Excel
Have advanced Health & safety qualification NEBOSH

The Organisation - _the job context_

Sotheby's Institute of Art - London is situated in Bedford Square, built between 1775 and 1783, one of the best preserved Georgian squares in London with a private central garden.

The London Institute is part of the 'larger academy' of Bedford Square, located next door to premier educational institutions such as the Architectural Association and the Paul Mellon Centre, with the University of London and the British Museum in the neighbouring square.

Sotheby's auction house, the National Gallery, the National Portrait Gallery and the Royal Acad