Executive Facilities Manager

THE COMPETITION

Clare County Council is currently inviting applications from suitably qualified persons for the above competition. Clare County Council will, following the interview process, form a panel for the post of Executive Buildings Manager from which future relevant vacancies may be filled subject to sanction approval from the Department of Housing, Local Government and Heritage. Positions will be offered in order of merit as per the panel. This panel will exist for 12 months and may be extended for a further period of 6–12 months at the discretion of the Chief Executive.

JOB DESCRIPTION

The successful candidate will be responsible for a range of functions across the Council’s buildings portfolio, which includes large corporate office buildings, Municipal District and other Offices, buildings which may be leased to third parties (including community groups), and other smaller and older buildings around the County. The Executive Facilities Manager will lead Statutory Inspections, plan, and execute improvements in building energy management and renewable energy systems as well as heating and ventilation, electrical systems, fire safety, security control, Health & Safety. This role will also include the preparation of routine and planned maintenance schedules for the Council’s buildings portfolio and specifically, a targeted works programme to improve energy efficiency throughout the property portfolio.

ESSENTIAL SKILLS & EXPERIENCE FOR THE ROLE

The ideal candidate must be able to demonstrate that they have sufficient experience and a proven track record in the following areas:

• Demonstrate a record of achievement as a Facilities Manager for a period of at least 7 years, ideally with multiple buildings containing offices.

• Demonstrate competence in the management of mechanical and electrical systems within a modern office environment, with a particular competence in energy management, Heating and Water drainage systems, Fire Safety and UPS in large buildings, and the deployment of systems to reduce their cost and impact.

• Demonstrate knowledge of the relevant legislative environment, in particular the Health and Safety Legislation and Regulations, the implications for the organisation and the employee, and the application of safety management in the workplace.

• Demonstrate knowledge of public procurement and in particular the Frameworks in place under the Office of Government Procurement.

• Demonstrate expert understanding of building maintenance with a proven record of providing lasting, innovative, and cost-effective solutions to maintenance and repair issues that fix the root cause of the problem the first time.

• Possess good IT skills including maintenance of detailed records/statistics and preparation of clear performance reports. Practical knowledge of BMS is essential.

• Demonstrate flexibility in terms of working hours as the duties can involve working outside of normal working hours as required.

• Demonstrate effective people management skills with ability and proven experience of developing effective relationships and collaboration with multiple stakeholders.

• Have excellent planning and organisation and customer service skills with strong attention to detail, a positive outlook, and achievement of results.

• Be an effective communicator, both verbal and written.

• Be self-motivated with a record of demonstrating initiative, judgment, and problem solving in a workplace environment.

• Possess a full clean driving licence and access to their own car at all times.

• Be able to work within multi-disciplinary teams and independently as required in dealing with multi-site Contractors and tenants.

• Have the ability to troubleshoot and respond to emergency breakdowns in electrical and mechanical systems in the event of fire, flood, break-ins, and accidents, particularly when working under pressure and resolving business-critical issues that arise during core operational hours and outside of these hours.

Duties:

The duties of the post are to give to the local authority, and

a) such other local authorities or bodies for which the Chief Executive, for the purposes of the Local Government Acts 2001 and 2014, is Chief Executive, and

b) to any other local authority or body with which an agreement has been made by the local authority, or by any of the authorities or bodies mentioned in subparagraph (a) of this paragraph under the general direction and supervision of the Chief Executive or such other employee as the Chief Executive may from time to time determine, such appropriate services of an executive, administrative or management nature as may be required by any local authority or body herein before mentioned in the exercise and performance of any of its powers, functions and duties to exercise such powers, functions and duties as may be delegated to him/her by the Chief Executive from time to time, including the duty of servicing all committees that may be established by any such local authority or body. The post holder will, if required, act for an employee of a higher level. The post holder may be required to work outside his/her normal job description from time to time.

Executive Facilities Manager duties include but are not limited to the following:

The successful candidate(s) will be expected to carry out the duties set out below:

• Plan, procure and manage all contracts for services for all buildings, including those set out below, with a view to gaining economies of scale with multiple buildings coming under one contract.

 o Security Services, Intruder Alarms, Key holding contracts

 o Cleaning Services (including window cleaning)

 o Landscaping, Road and Car park Maintenance, external signage, litter control and external Lighting

 o Waste Management and Refuse Collection Services to include confidential shredding, waste reduction and waste segregation and recycling services

 o Mechanical and Electrical Systems including such fixtures, fittings and equipment, UPS systems, testing and compliance

 o Fire Alarm Monitoring and fire protection and extinguishment equipment

 o Lift Maintenance and installations

 o CCTV systems and signage, including preparation of Data Impact Assessments

 o Access Control systems

 o Heating systems, Ventilation and Air Conditioning (HVAC systems)

 o Water Supply and Wastewater services

 o Pest Control services

 o Asbestos surveys / remediation measures (as required)

 o Vending Machines

 o Facilities Management Services

 o Any other services

• Ensure all buildings are managed through a modern facilities management system (which may involve a review of the current facilities management system) with subsequent implementation of a Corporate approach to facilities management for all buildings, to include cost-saving measures and the use of new and emerging technologies. The system should incorporate work-flow management of calls logged to ensure the timely execution of all work orders, within the permitted parameters. This system should encompass the recording of compliance testing and inspection of certain equipment.

• Oversee and implement all reactive maintenance works across all building services to ensure they are executed in a timely manner and achieving value for money.

• Ensure all maintenance is carried out in accordance with statutory requirements, building regulations, and industry best practice whilst ensuring value for money.

• Prepare annual budgets for the effective operation of Building Services and maintain cost control on budgets assigned across the building’s portfolio.

• Develop a planned maintenance programme for all buildings under the remit of the Executive Facilities Manager.

• Project manage and oversee construction building projects, renovations and/or refurbishments on buildings, as required.

• Co-ordinate all contractors and ensure all the relevant documentation is in place prior to the work commencing.

• Monitor and control energy consumption for all buildings and seek cost reductions wherever possible.

• Develop energy investment plans to achieve the objective of bringing all public buildings to a BER of B and achieving the objectives of reaching a reduction of up to 65% in CO₂ emissions within the period set out by the Government’s Climate Change Strategy and National Energy Efficiency Action Plan. Evaluate the payback period for such investments for each building and assess other options where the investment cannot be justified. Where funding sources are identified, complete and submit funding applications and manage the project within the funding parameters set out.

• Ensure effective and efficient sourcing and utilisation of materials and sub-contractors in accordance with public procurement rules.

• Ensure safe systems of work are in place for all operations, by addressing the health and safety requirements and risks for each building. The works to mitigate any significant risks identified should be addressed in the maintenance programme.

• Evaluate and advise on maintenance issues in Council buildings in relation to mechanical and electrical and HVAC systems, including renewable energy in the design of new Council buildings by partnering with the General Design office to deliver projects, from small refreshes to large build-outs, when applicable.

• Engage with Management and Staff in various Directorates and offices to assess project requirements and attend required meetings, followed by the recording and execution of action items.

• Ensure there are measured surveys and complete as-built drawings for all office buildings. Allocate and manage floor space in buildings to include relocating departments and staff to new offices/new areas within existing buildings.

• Co-ordinate Car Parking management and optimisation to include provision and management of EV car charging points, bicycle parking and parking for vulnerable customers and staff, such as the ambulant disabled, age friendly, parents and children, etc.

• Participate in the drafting and updating of emergency plans and evacuation procedures and other safety systems and work with the Business Continuity group to ensure that we can effectively manage any event that may disrupt our core business activities.

• Ensure Service Inspections and Statutory Inspections are carried out in detail, documented, and executed in a timely and efficient manner and all issues are actioned promptly.

• In relation to leased buildings, carry out Interim and terminal Schedules of Dilapidations, acting on behalf of Clare County Council as Landlord/Tenant and prepare reports for any negotiations/settlements on issues arising.

• Supervise, manage, and develop staff who may be assigned to his/her responsibility to ensure an efficient delivery of service and a positive employment culture, to include rotas for working hours, performance appraisal systems.

• Prepare monthly or quarterly reports for all services.

• Take on ad-hoc projects as deemed necessary.

• Promote and implement new technology and/or system(s) which may become available to assist him/her in the effective and efficient performance of his/her duties.

• Participate in training programmes as required by Clare County Council and he/she shall be required to update this training as necessary.

• To carry out such other duties as may be assigned by the Director of Service/Senior Executive Officer or other delegated officer.

ESSENTIAL CRITERIA

Character

 a. Each candidate must be of good character.

Health

 a. Candidates shall be in a state of health such as would indicate a reasonable prospect of ability to render regular and efficient service.

Education, Training, Experience, etc.

Each candidate must, on the latest date for receipt of completed application forms:

i. Hold an honours bachelor’s degree (Level 8 on the National Framework of Qualifications (NQF)) in building services management, facilities management or a related discipline relevant to post;

OR

ii. Hold an ordinary bachelor’s degree (Level 7 on the National Framework of Qualifications (NFQ)) AND a post-graduate master’s degree (Level 9 on the National Framework of Qualifications (NFQ)) in building services management, facilities management or a related discipline relevant to post;

and

a. Have at least five years satisfactory experience relevant to the role after attaining the qualification referred to under (3) above;

b. Possess a high standard of technical training and experience appropriate to the nature of the role, including administrative experience;

c. Have a satisfactory knowledge of public service organisation or the ability to acquire such a knowledge.

iii. Driving Licence – Hold a current full Class B driving licence free from endorsements. When required to do so, holders of this office shall drive a motor car in the course of their duties and for this purpose provide and maintain a car to the satisfaction of the local authority.

Failure to input and upload proof of essential educational qualifications in your application form will deem you ineligible for this competition.

Failure to upload photographs (front & back) of your driving licence will deem you ineligible for this competition.

Non-Irish Qualifications must be accompanied by a determination from Quality and Qualifications Ireland (QQI) to establish their comparability against the Irish National Framework of Qualifications; overseas qualifications must also be accompanied by a translation document.

Age

Each candidate must be under 70 years of age on the latest date for receipt of completed Application Forms for the office if they are deemed not to be new entrants to the Public Service as defined by the Public Service Superannuation (Miscellaneous Provisions) Act 2004. However, the age restriction of 70 years does not apply to "new entrants" to the Public Service as defined by the same Act.

Citizenship:

Candidates must, by the date of any job offer, be:

(a) A citizen of the European Economic Area (EEA). The EEA consists of the Member States of the European Union, Iceland, Liechtenstein, and Norway; or

(b) A citizen of the United Kingdom (UK); or

(c) A citizen of Switzerland pursuant to the agreement between the EU and Switzerland on the free movement of persons; or

(d) A non-EEA citizen who is a spouse or child of an EEA or UK or Swiss citizen and has a Stamp 4 visa; or

(e) A person awarded international protection under the International Protection Act 2015, or any family member entitled to remain in the State as a result of family reunification and has a Stamp 4 visa; or

(f) A non-EEA citizen who is a parent of a dependent child who is a citizen of, and resident in, an EEA member state or the UK or Switzerland and has a Stamp 4 visa.

Salary:

The salary shall be fully inclusive and shall be as determined from time to time. Holders of the post will be paid at the appropriate point on the salary scale in accordance with the relevant Department Circular. Where the appointee has been serving elsewhere in the public service in an analogous grade and pay-scale and will be moving without break to another part of the public sector at an analogous grade, the appointment may be made at the appointee’s current point of scale. The rate of remuneration may be adjusted from time to time in line with Government pay policy. Starting pay for new entrants to the sector will be at the minimum of the scale.

The current salary scale applicable to the post: €59,658 - €61,829 - €64,000 - €66,175 - €68,349 - €70,521 - €72,696 - €74,857 - €77,043 - €79,209 - €81,706 (1st LSI) - €82,929 (2nd LSI) (August 2025).

Annual Leave:

The current annual leave entitlement is 30 days per annum. Clare County Council’s holiday year runs from 1st January to 31st December. Granting of annual leave, payment for annual leave, and arrangements for public holidays will be governed by the provisions of the Organisation of Working Time Act, 1977 (as amended).

Working Hours:

The working hours effective from 1st July 2022, provide for a five-day, thirty-five-hour working week. The post may require flexibility in working outside of normal hours, including evenings and/or weekends, as necessary. The provisions of Clare County Council’s Leave Policy are applicable to this grade at the current time.

Terms & Conditions of Employment:

Further information pertaining to the terms and conditions of employment can be viewed on the Clare County website along with the Candidate Privacy Notice.

Persons in receipt of a pension from specified Superannuation Schemes:

Former Public Sector Employees must adhere to the relevant prohibition of re-employment provisions where they have previously availed of a Public Service Voluntary Early Retirement or Ill Health Retirement Pension. Prospective candidates must satisfy themselves as to their eligibility to be employed before applying/competing for posts to be filled through this recruitment campaign. Among the Voluntary Early Retirement Schemes referred to above are the following:

• Incentivised Scheme of Early Retirement (ISER)

• Voluntary Early Retirement Scheme 2010 (VER)