Job Overview:

The Cleaning Manager (CM) is responsible for the overall delivery of cleaning service to the Somerset House Trust (SHT) estate the extent of which is dictated by the service schedule.  Services are provided from the utilisation of IFM employees for cleaning and other duties, whilst managing additional services provided by specialist sub-contractors (waste management, window cleaning and pest control).  The CM is responsible for the financial performance of the full scope of soft services against budget and the incurred costs by the procurement of consumables and contracted services.

The CM plays a key role in the provision of variable services to a number of stakeholders including the SHT tenants.  A significant amount of additional services will be provided in support of exhibitions and events throughout the year where effective communications with SHT, stakeholders and their clients are paramount.

Main duties and responsibilities:

This role will include a variety of tasks including the following;

Responsibilities:

Cleaning Services

1. Core Contract

• Responsible for the daily cleaning operation for areas of the Somerset House site complex as directed by the SHT Estates Team with the general scope of works derived from the IFM contract/service schedule.  In addition to daily cleaning, the scope and scheduling of the periodic cleaning programme is developed with the SHT

2. Non-Core Contract/Variable Works - Tenants

• Responsible for cleaning services directly contracted to the SHT tenant offices and retail units which are predominantly delivered outside normal office hours
• Work schedules are dictated by service agreements drawn up with each tenant and from agreed rates

Washroom Services

Responsible for all services provided to public and non-public washrooms, such as feminine hygiene services, air fresheners, hand cleansing, waste removal and consumables

Window Cleaning

• Responsible for the provision of window cleaning services, it’s safe delivery and client liaison regarding access and frequency

Waste Management

• Working closely with the SHT, responsible for the development and on-going review of the waste management strategy, management of waste disposal contractors, accountability of controlled waste, bulk waste (skips) and environmentally friendly disposal of a number of commodities such as batteries, printer tonners and cartridges
• All records and waste data are to be maintained and data presented to the SHT in an agreed format
• Regular liaison with waste contractors is important if only for the collation of monthly waste data

Pest Control

• Responsible for the management and delivery of all pest control services across the Somerset House site and the interpretation of monthly reports from the specialist pest control contractor informing the SHT accordingly
• Specific responsibilities include planned control measures and continually review the site wide Pest Control Strategy providing a responsive service to all new sightings or reports of infestation
• Undertake regular communications with the Trust and it’s tenants
• Responsible for liaison with third parties whose activities may contribute to infestation which may include SHT neighbouring properties
• Help and advise the catering outlets (including temporary insulations for events) with their pest control measures for their catering facilities

Performance management

The CM is responsible for the performance management of all those services for which the CM is responsible (either contracted or self-delivered) with attention to:

• Leadership of the Cleaning team delivering excellent services across all service elements
• Liaise on a regular basis with SHT stakeholders and tenants to gauge perception of service delivery and deal with any issues as they arise
• Meet regularly with the Account Manager (AM) to demonstrate that all operations are delivering the required standards
• Monitoring the overall output of their team to gauge the quality of service delivery and report back to the Trust and AM
• Provide data and information as required particularly by the AM for input to the monthly dashboard and it’s KPI’s
• Constantly seek service delivery improvements, innovation and efficiencies across all services and activities
• Undertake formal audit inspections of all services particularly cleaning for Core and Non-Core areas of responsibility

Finance management

• Responsible for the expenditure and control of assigned budgets for all soft services and payroll ensuring that all operations are delivering value for money and within expenditure parameters
• The AM is to pay attention to cleaning operations timesheets ensuring that the consolidated payroll data is correct and is summited the IFM HR/Payroll according to current processes and procedures
• Regarding variable chargeable cleaning services to SHT tenants, play a significant role in ensuring that tenants aged debt is maintained at a manageable and acceptable level encouraging debtors to switch to Direct Debit arrangements
• Continually monitor the agreed budgets for all soft services ensuring compliance within budget whilst considering any budget variations in preparation for annual budget review

Staff engagement

• Conduct regular team meetings with all staff informing the team of their overall performance, addressing Health and Safety issues, undertake Toolbox Talks, induction of new staff and sharing general information regarding the wider business
• All issues raised by staff should be addressed promptly providing separate feedback and updates as required

Health and Safety

• The CM is responsible for the statutory compliance of all soft service operations ensuring that operations are delivered safely and in accordance with IFM policy
• All relevant documentation such as Risk Assessments and method Statements are to be regularly reviewed and kept up to date reflecting current operations
• All such information is to be communicated to the operational team

IFM collaborative working

• Working together with the wider IFM team at Somerset House, ensure that the entire facilities services operation achieves a high standard of services at all times, reporting all building faults to the IFM Help Desk for action or bring them to the attention of the appropriate IFM manager
• In particular the CM is expected to work closely alongside the Services Manager (SM) in order that the delivery of service is provide seamlessly to the client and the SM and CM can back fill each other role and deliverables

Human Resources

• Responsible in ensuring that all teams are fully resourced in the most efficient manner liaising with corporate HR regarding recruitment, leavers, absence management, discipline and performance management.  In addition, the CM must ensure that all employee employment status is compliant with current regulations and company policy
• Payroll reports are to be submitted promptly to HR Payroll addressing any discrepancies as soon as they arise, whist dealing with any individual pay queries promptly
• Undertaken all other reasonable requests received from either the AM or from the SHT