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Facilities and Business Support Manager

Job Description

Facilities and Business Support Manager

STEP is an ambitious programme to accelerate the delivery of sustainable Fusion Energy. The programme aims to deliver an integrated concept design for a fusion powerplant based on the Spherical Tokamak. It will develop and identify solutions to the challenges of delivering fusion energy, benefiting from Culham's breadth of expertise and its suite of research facilities. The STEP programme adopts a collaborative and innovative approach that combines the strengths of UKAEA with industry, universities, and other organisations. The ambition of STEP extends beyond the technical challenges, also breaking new ground in the commercialisation of fusion in areas such as siting, regulation, cost model, supply chain development and commercial funding.

The STEP Facilities and Business Support Manager is responsible for managing the STEP facilities and office operations within specific budgets and strict timeframes, and management of a team appointed to deliver office a broad range of support services. The post holder will support a large team of staff in order to maximise day to day operational efficiency. The post holder will manage direct reports and will have responsibility for the physical office facility, will be required to plan and manage work while creating strong collaborative relationships

Accountabilities:

Team Leadership

  • Recruit and line manage a team to deliver a range of Facilities and business support services.
  • Leading activities to coordinate workstream and area leads across the programme to take delegated responsibility from the Programme Executive.
  • Ensuring that the STEP Programme Administration team have a clear division of responsibilities, and have access to the tools, resources, support and training they require, to ensure the ongoing competency and skills needed for success.
  • Create, review and implement new administration processes to ensure the department runs smoothly and enforce policies and procedures.
  • Manage the recruitment of administration support to meet the needs of the STEP programme
  • Diary management on behalf of the Director of STEP, and associated coordination / scheduling of key business meetings, including the effective management and planning for the STEP Business Calendar.
  • Co-ordination of the STEP Programme Administrators to ensure the effective management of meetings, including visitors, site-access, implementation of reasonable adjustments, and successful delivery of business events.
  • Effective coordination of the STEP Programme Induction via the STEP Programme Administration team, including the delivery of a focused induction/orientation for new line managers or CPMs who join the programme.

Internal Communications

  • Effective internal communications (both in written and verbal form), ensuring clarity and accuracy in all internal and external emails or associated correspondence with the Programme / Department, and wider business.
  • Working collaboratively with the STEP Internal Communications team to ensure that all internal communications and shared resources are accessible and kept up to date, to support both new and existing team members.

Office Management, Systems & Document Management

  • Effective management of relevant data systems and programme records (both electronic and paper-based) on behalf of the Programme Executive and Senior Leadership Team, ensuring that this information is kept up to date
  • Building management and the effective deployment of safe office practices for the STEP buildings, representing the Programme Executive at related operational and planning meetings.
  • Leading the team to adapt to new systems, update existing processes and consider enhanced ways of working, to promote improved IT literacy, document control and data management for STEP.
  • Hybrid Working Champion; working with the STEP Operations Manager to implement and drive hybrid working policies.
  • To be a member of the Department Recovery Team and be responsible for all facility and building parts of the Business Continuity Plan.

Budget Management & Procurement

  • Forecast and plan assigned administration budgets in line with the financial delegations. Responsible for assuring value for money and continuous improvement of quality.
  • Manage the STEP Programme Administration budget, in line with UKAEA financial delegations and authorities.
  • Reporting monthly finance updates, to illustrate spend (actuals) vs. Forecast,
  • Effective organisation and coordination of procurement activities on behalf of the Programme Executive, ensuring robust follow-up, tracking, and monitoring mechanisms within the Programme Administration team.

STEP Projects

  • Manage the STEP to UKAEA relationship for new buildings and accommodation including documenting the requirements and securing approvals and input from across STEP.
  • Leading the coordination with other departments including Buildings & Facilities and other external companies for new STEP rooms and buildings, communicating with project managers, making decisions regarding fit out.
  • To collaborate with the project managers across the programme, to identify any programme administration support or assistance that may be required, with alignment to the STEP Business Calendar and other operational activities

Budget Responsibility:

Delegated budget responsibility of £300k p.a. which incorporates the management of the office support budget, travel budget, miscellaneous budget and IT purchases.

Specific Qualifications/Experience:

Essential:

  • HND level education in a professional field or equivalent
  • Experience of managing an office and/or buildings, including associated operational activities
  • Team leadership experience - managing a team of administrators
  • Responsibility for managing or maintaining an administration budget
  • Excellent project coordination skills
  • Excellent communication skills - both written and verbal
  • Strong IT literacy and competency in utilising MS Office software and virtual technologies
  • Experience of working collaboratively across programme boundaries and/or teams
  • Experience of supporting Senior Management Teams with core programme administration activities
  • Effective delegation and prioritisation of tasks/workload

Desirable:

  • Strong data analytics and excel skills - ability to analyse large sets of data
  • Project management knowledge (methodologies and approaches)

Other Duties: Other projects or operational support as directed via the Programme Executive and Deputy Programme Manager.

Rullion celebrates and supports diversity and is committed to ensuring equal opportunities for both employees and applicants.