Team Leader

Vacancy details

Details

Team Leader - ref 188

Vacancy type Specialist Level Junior Business area Support Duration Permanent Hours Full time Location Birmingham Reference number 188 Job title Team Leader - ref 188 Team Business Operations Vacancy owner Jennifer Smith

Purpose of the role

As part of a group of five team leaders (the other four being based in Nottingham), the role is responsible for operational delivery of support services to the legal and central teams in the Birmingham office; ensuring adequate appropriate resource allocated to the services, that the services are consistently meeting the requirements of our clients; to be a liaison with those clients, both operationally and in collecting ongoing service feedback.

Dimensions of the role

The role is responsible for ensuring the delivery of the following:

• Printing and reprographics;
• Records management – both physical and electronic;
• Post room: mail, courier and DX service management.
• Carrying out building management activities for the Birmingham office;
• Liaison with landlord and National Facilities Services Manager on maintenance, repair and renovation of fabric, fixtures and fittings;
• Assisting with the effective management of contracts and suppliers;
• Working with other central teams to support their activities in the Birmingham office;
• Risk, Heath & Safety in the workplace.

The role has responsibility for managing a team which deliver the services. Additionally, working as part of a national Business Operations team, the role will require some travel to other offices.

Operations:

• Responsible for the day-to-day supervision of the Birmingham business operations teams and the organisation of additional resources as and when workload and absences require;
• Planning and prioritising workload for the team;
• Prioritising the calls logged via the Service Desk, ensuring that Service Level Agreements are met and clients are kept informed;
• Liaising with other team leaders and teams in business operations to allocate work accordingly;
• • Demonstrating knowledge and capability in all team roles, both in ensuring good examples are set and maintained and as operational support for absence / emergencies;
  • Working with peers in the creation, maintenance and implementation of standard processes and procedures for the Business Operations team;
  • Attend meetings as required, ensuring information is cascaded to peers and your team.

  Team management

  • Managing first-line processes such as holiday, absence and performance management;
  • Liaising with HR team on the above to ensure all relevant policies are adhered to;
  • Contribute to and assist with delivery of appraisal and PDP discussions;
  • Ensuring team have targeted training records and these are kept up to date.

  Supplier management

  • Working with peers in the creation and maintenance of a contracts database, including start/expiry dates, values, primary contacts, scanning contracts on to system;
  • Ensuring the viability of all Business Operations equipment and working with suppliers to ensure uptime and fixes meet with agreed SLAs;
  • Working with the other team leaders to negotiate new contract rates and obtain quotations from suppliers for equipment and services;
  • Using experience of the third-party services bought by the business to contribute to alternative provider discussions.

  Financial

  • Reconciliation and authorisation of all invoices, within an asigned limit
  • Ensuring all payment requests and client chargeable costs are completed within agreed timeframes;
  • Acting as point of contact for central finance team and running office-specific processes as agreed with them e.g. urgent cheques, petty cash.

Person specification

Technical skills

• At least 4 years proven experience in a supervising a team in a professional services environment;
• Experience in facilities management and document services essential
• Experience of Microsoft Office.

Person specification

• Effective communicator with the ability to problem-solve, escalating where appropriate;
• Excellent client services awareness; ability to communicate calmly and clearly; capable of working under pressure of deadlines;
• Well-organised and methodical with excellent attention to detail and prioritisation skills.

Closing date Thursday, 27 February 2014 16:59 (UK time)