Operations Support & Facilities Manager

Hours : The role is full time (40 hours per week)
Salary : £27,000 to £30,000 (dependent on experience)

This hugely exciting opportunity primarily divides into two key areas of responsibility and management. 

Firstly, the successful candidate will be responsible for the facilities management of the Museum which sits in circa 16 acres, just minutes south of the A303 in Sparkford, Somerset:

  • Multiple car parking facilities including a 500 + space all weather overflow and events car park
  • Grass and Astro-turf event spaces
  • Karting circuit (sub-let under a licence to operate)
  • ‘The Paddock’, a tarmacked car display and event parking area

The main Museum buildings, totalling approx. 80,000 ft² square feet comprise:

  • Haynes Heritage Engineering workshops (approx. 13,500 ft²)
  • Museum archive centre (approx. 2,750 ft²)
  • An education centre (approx. 2,750 ft²)
  • A sub-let training centre (approx. 2000 ft²)
  • Purpose build conference centre (within the main Museum building) consisting of multiple rooms with supporting AV equipment.
  • A fully fitted modern commercial kitchen
  • A finishing kitchen
  • A café
  • A Museum shop, storeroom, and fulfilment space
  • Office space over two floors
  • The museum also rents further space to house the Reserve Collection, totalling approximately 10,000 ft²

The second area of responsibility is to manage the operations support across the organisation, which employs 65 full and part-time staff in several departments (Conference & Events, Marketing and Communications, Reception, Retail and Café 750, Collections, Haynes Heritage Engineering):

  • Museum event support: Coordinate and manage site infrastructure support for external and internal events (working closely with the Conference and Events Commercial Manager)
  • IT planning and management, working closely with our IT Support Partners and acting as their main point of contact N.B. This is not a technical hand son IT role
  • Health and Safety including oversight of risk assessments, lost person, fire and first aid training (working closely with all departmental managers)
  • Administrative HR support: Work with all other line managers, supporting and managing the process of recruitment, selection, induction, training, holidays, and appraisals of staff
  • Administrative support and management of the Museum offices i.e. planning and managing fixtures, fittings and furniture, stationery and other supplies, planning duty management rotas etc.

Who We Are Looking For?
You will be an organised and meticulous planner who likes process and procedures and champions ‘making a plan’. Equally, you will be a people person with the ability to work with all departments across the museum, taking a proactive approach to facilities management and operations support.

Ideally, you will have relevant and suitable experience from a similar-sized organisation in the two key areas of responsibility listed above i.e. facilities management and operations support. However, you might have less/more experience in one or the other of these two key areas, but you will certainly have a practical, “hands-on” approach to the role, ready to learn, combined with a collaborative, considered style and confident communication skills. You will have excellent IT skills to carry out the administrative functions within the role, alongside a keen eye for numbers, procuring, negotiating and securing value-for-money facilities and other supplier contracts. You will enjoy working with and supporting the broad museum team across all departments.

Primary Purposes and Responsibilities of the Role
Facilities Management

  • Coordinate in-house resources with external contractors to manage Internal and external site maintenance
  • Manage the facilities team
  • Manage the relationship with all facilities and operations-related suppliers
  • Fire & Security
  • Waste removal
  • Utilities
  • Manage relationships with IT partners
  • Manage relationships with landscape & gardening contractors
  • Budget Planning
  • Out-of-hours contact for facilities emergencies
  • Facilities Environmental plan

HR Operations Support

  • New Starter induction
  • Offer letters & contracts
  • Rejection letters
  • Reference requests
  • Assisting with disciplinaries
  • Arranging interviews
  • Assist with job advertisement placement
  • Staff training records and arranging additional training as required
  • Holiday forms
  • Sickness records
  • Appraisal process oversight
  • Driving licence checks

Administration Operations Support

  • Office supplies and stationery
  • Plan and oversee Duty Manager process, rota and training
  • Fire Plan
  • Fire and First Aid training
  • Security Keys, Codes, Key fobs
  • Office Mobiles
  • Printer contract

For the full job description please see the attached document.

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