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Soft FM Officer
DownloadPlease note: This role is advertised as 2 days a week part time or 2.5 days a week term time only.
Purpose of the job
To monitor the schools catering, cleaning and waste contracts across the county, ensuring service delivery and compliance with contractual and legislative requirements on behalf of KCC. To provide catering advice and support to other schools and units within KCC in accordance with Performance Indicators
To promote the schools contracts to generate income and profit back to KCC.
To provide soft facilities support and advice/guidance to the Facilities Management team for all TFM contracts.
Main duties & responsibilities
- Support and provide advice on the soft facilities management services to the wider Facilities Management team to assist with the management across all sites across a clients portfolio.
- Support the management of the school’s contracts to ensure appropriate financial payment schedules are administered, including agreeing and processing key performance indicators and applicable defaults.
- Assist with the collation of information and statistics gathered from the audit programme to develop and maintain a structured reporting process, to ensure standards are monitored and maintained, and legislative requirements complied with.
- Follow up all complaints, supporting schools to ensure that problems are resolved promptly and efficiently, maintaining good communication with all interested agencies and parties.
- Support the co-ordinate the refurbishment of school kitchens, in liaison with other agencies, assisting and advising upon design, planning and commissioning of new kitchens and arranging maintenance and replacement of catering equipment, to meet customer and legislative requirements and ensure the most cost-effective use of resources.
- Initiate and implement the closure of school kitchens where appropriate, making the necessary arrangements to ensure continuity of service, to meet legislative requirements and agreed service standards.
- Provide support for schools to ensure they are able to provide a fully compliant meal service in accordance with the School Food Trusts food and nutrient standards. Undertake menu analysis and compilation for special and SLA schools.
- Lead, motivate, develop and recruit Special School catering staff, to ensure a high quality of service is provided and a best practice culture, in relation to Health and Safety, is promoted, by maintaining, evaluating and further developing risk assessment and operations manuals for Special School staff.
- Identify training needs and provide required level of training for Special School staff, provide and develop and deliver food safety and health & safety training courses to external agencies and assist contractor in developing an effective training service within designated training kitchens in schools, monitoring and evaluating the effectiveness of the training, to ensure provision of high quality service delivery and compliance with internal procedures and statutory standards.
- Provide advice in the form of a consultancy service to schools outside the catering, cleaning and waste contract, to enable them to achieve the service levels specified with their own contractors, within their own Service Level Agreements.
- Attend appropriate meetings to report on service performance issues, innovation and producing report.
- Assist the Business Development and Key Accounts Manager by inputting into the Business Development Strategy for those aspects relating to Classcare. This includes assisting with development of the short, medium and long term vision for Classcare and key milestones and methods involved in achieving these.
- Carry out market analysis to support the promotion of the Classcare scheme. This would include researching other similar schemes (and how they work, are funded and promoted) and using this to work with the Business Development and Key Accounts Manager to shape and improve the Classcare offer, such that it delivers a quality service, growing customer base and commercial return.
- Actively promote and market the Classcare scheme – this may include preparation of marketing material, attendance at promotional events and networks.
- Agree Classcare sign ups and renewals with customers and ensure that terms, conditions and benefits are clearly explained.
- Identifying the full cost of running the service (including administration and technical support) and develop appropriate pricing plans to recover these costs. Work alongside other customer facing staff to agree scope and pricing with customers.
- Be the day the day contact for Classcare customers and suppliers – to deal with queries and complaints consistently, promptly and effectively, in line with Property customer care and supply chain management protocols and best practice.
- Liaise with the suppliers of the Classcare service to promote excellent service delivery – this may include collating and reviewing customer feedback, reviewing KPIS and other indicators, identifying improvements to service and escalating key risks and issues to the senior management team where appropriate.
- Work alongside the Property Commercial team to ensure Classcare invoices and payments are managed effectively. This may include regular meetings or dialogue with KCC Finance colleagues to review any obstacles or issues and take action to resolve these – for example by contacting customers in the event on non-payment or querying with suppliers the Classcare services delivered.
This job description is provided to assist the job holder to know what his/her main duties are. It may be amended from time to time without change to the level of responsibility appropriate to the grade of post.