Facilities Manager

Arc Legal Assistance is a specialist provider of legal expenses insurance and related services. Based in Colchester, we work with insurers, intermediaries, financial institutions and affinity groups, focusing upon delivering bespoke solutions providing 'best in market' legal advice and case handling.

Our business model for legal expenses insurance involves outsourcing legal advice and the legal conduct of claims to top quality law firms.

Purpose of the role

As part of the Operations department and reporting to the Operations and HR Manager, the Facilities Manager will be responsible for managing and monitoring the office facilities to ensure that the office operates smoothly and efficiently on a day to day basis.

Main Tasks

Office Facilities:

  • General management of office infrastructure, facilities and office security 
    • Managing the telephone system including maintenance of system and maintaining sufficient equipment, including review of systems and telephone system upgrade project.
    • Programing of telephones for new staff and any other ongoing program changes required.
    • Liaising with telecommunication suppliers including management of client and helpline direct lines and call recording
  • Coordinating the Disaster Recovery process in relation to transfer of telephone lines in accordance with the BCP procedure
    • Monitoring Net2 (fob swipe entry system), checking staff entrance/exit times as required by managers or as necessary
    • Managing company office stationery and kitchen consumables, ensuring sufficient stock is maintained.
    • Coordinating desk and office moves, liaising with IT where IT equipment moves are required.
  • Ordering of office equipment and furniture, ensuring justification for purchase has been provided by department manager.
  • Managing arrangements for quarterly cleaning of telephones and all computer equipment.
  • Resolving facility issues, liaising where necessary with the company landlords, third party suppliers, plumbers, electricians, cleaners  etc
    • Managing required refurbishments of the offices, general painting and decorating, upgrades to carpets, lighting and rest room facilities etc.
    • Overseeing meeting facilities, making sure conference facilities, lunches and drinks are provided as needed.
    • Organising staff training and looking into available courses etc when bespoke training courses are requested.
    • Managing annual renewal of office insurances, liaising with relevant parties to provide renewal information and obtaining sign off from Directors prior to agreeing renewal with insurance brokers.

Office procedures:

  • Review and update general office procedures and policies, including the health & safety manual and working safely with computer documents.
  • Carrying out regular price check reviews on stationery and kitchen supplies.
  • Review facility contracts including cleaning contracts, office maintenance and servicing
  • Maintain accurate records of office key allocations
  • Emailing staff regular reminders about office security and facility policies.
  • Carry out quarterly reviews of the company’s Business Continuity and Disaster Recovery Plan and update as necessary, including maintaining accurate contact details for staff and business contacts.
  • Coordinating annual test dates at our disaster recovery suite between Corbel and our IT team
  • Liaising with the landlord regarding changes to the office lease and office facilities

Health & Safety:

  • Managing the health and safety procedures, including the annual review of the health and safety policy and office risk assessments.
  • Adhoc risk assessments for events such as annual sports day
  • Arranging PAT testing of all electrical equipment on an annual basis.
  • Complete monthly health and safety checks of the office, including emergency lighting tests and resolve any potential hazards or risks.
  • Ensuring the adequacy of the number of First Aiders and that qualifications are up to date.
  • Ensuring first aid equipment is adequate and in date
  • Ensure the accident book has been completed in the event of injury or incident, reporting major events to the Incident Contact Centre
  • Managing the organisation and carrying out of staff DSE assessments
  • Check HSE website quarterly for any H & S legislation changes and action accordingly
  • Update Fire Warden documentation and hold 6 monthly Fire Warden meetings, providing updates to fire wardens as necessary
  • Liaise with external suppliers to facilitate office equipment maintenance including servicing of lift, fire extinguishers, alarm panel, fire alarm bells, smoke detectors and gas boilers

General Tasks:

  • To carry out all work in accordance with company procedures and FCA regulations
  • Ad-hoc project management
  • Other duties and responsibilities as may be set by the Operations and HR Manager

Key Interfaces

Internal

  • All areas of the business
  • All employees
  • Senior Management and Directors

External

  • Parent company: AmTrust International - where authorisation is required over certain limits.
  • Third party suppliers such as stationery, furniture, photocopiers, water machine suppliers.
  • Facility companies such as Interior decorators, plumbers, electricians, cleaners.
  • Insurance brokers

Key Performance Indicators

Firm’s Objectives:

Arc Legal Assistance is one of the UK’s leading providers of legal expenses insurance. Our business model for legal expenses insurance involves outsourcing legal advice and the legal conduct of claims to top quality law firms. An over-riding principle is maintaining high standards of honesty and ethics in all that we do. Other key elements of our business objectives include:

  • Provision of market leading products and services
  • Service excellence, technical expertise, rapid response and clear and straightforward communications
  • Investment in systems and infrastructure to support all areas of the business
  • Strong financial management and close control of costs
  • Ensuring profitability for Arc and our commercial partners
  • Treating customers fairly

Department’s Objectives:

The core purpose of the HR and Operations Department is to provide support to the business as a whole, ensuring the office operates efficiently on a day to day basis.

Support provided will include but not exclusively, management information, office facilities, incident management, health & safety, staff training and human resource matters.

Job Holder’s Objectives & KPI’s:

  • Ensure employee confidentiality is maintained at all times and data protection legislation is adhered to.
  • Ensure correct authorisation is obtained prior to proceeding with all purchases or change in procedures.
  • All documentation should be accurate, professional, formatted in agreed templates and branding, and produced in a timely fashion
  • Office facility issues to be resolved as quickly as possible
  • DSE assessments to be completed according to urgency and in a timely fashion.
  • Data input should be accurate
  • Able to deal with own tasks without supervision
  • Organise own workload prioritising urgent tasks
  • Support and assist development of other staff within your team.

Experience and Person Specification

Essential

  • Excellent verbal and written communication
  • Excellent organisational and time keeping skills
  • Confidence to own tasks without supervision
  • Experience of using all Microsoft Office programs

Desirable

  • Previous office facility management experience
  • DSE assessment trained
  • Previous Health & Safety training
  • Good investigative and research skills

Call us on 0344 770 9000