Facilities and Transport Manager

Job Summary

Muiríosa Foundation supports individuals (and their families) with an intellectual disability and/or autism to live self-directed, connected and fulfilling lives. We provide supports through a Regional structure in Kildare; Laois, Offaly and Tipperary; Westmeath, Longford and Meath.

The Facilities & Transport Manager is a senior operational role within the Properties and Facilities Department. Reporting to the Head of Property and Facilities, the post holder has responsibility for the strategic and operational management of facilities, maintenance and transport services across the Muiríosa Foundation's property portfolio of over 200 properties across 8 counties in the midlands of Ireland.

The role includes the management of regional maintenance staff, oversight of reactive and planned maintenance, contractor management, and the effective use of the organisation's maintenance management system (FLEX). The Facilities & Transport Manager will liaise extensively with staff at all levels across the organisation to ensure properties are safe, compliant, well maintained and fit for purpose to support service delivery.

Duties & ResponsibilitiesFacilities Management

• Manage the delivery of reactive, planned and preventative maintenance across all Muiríosa Foundation properties.
• Oversee the effective use of the FLEX maintenance management system, ensuring maintenance requests are logged, prioritised, assigned, tracked and closed out appropriately.
• Develop, implement and monitor planned preventative maintenance programmes across the property portfolio.
• Ensure maintenance works are completed in a timely, cost-effective and quality-assured manner.
• Identify trends, risks and recurring issues within the property stock and propose solutions.
• Assist in the preparation and management of maintenance budgets and monitor expenditure against agreed targets.

Transport Management

• Manage the organisation's fleet strategy and vehicle replacement programme, ensuring vehicles remain safe, suitable and cost-effective to operate.
• Lead the acquisition, allocation and disposal of vehicles across the organisation in line with operational needs and approved budgets.
• Provide oversight of fleet utilisation, vehicle condition and replacement requirements across all regions.
• Review and approve significant vehicle repair and maintenance expenditure, ensuring value for money and appropriate decision-making.
• Liaise with garages, suppliers, leasing providers and other transport-related contractors regarding major repairs, vehicle procurement and fleet-related matters.
• Maintain accurate fleet records and provide reports on vehicle assets, replacement planning, major repairs and fleet performance.
• Develop and maintain transport policies, procedures and standards to support safe and compliant vehicle operation across the organisation.
• Support managers in the effective management of vehicles within their areas of responsibility and provide guidance on fleet-related matters.

Compliance, Health & Safety

• Ensure all properties are maintained in compliance with relevant legislation, regulations and standards.
• Liaise with the Head of Properties and other relevant colleagues on statutory compliance matters.
• Support risk assessments related to facilities, maintenance and property safety.
• Ensure defects or safety issues identified are addressed promptly.
• Ensure appropriate systems are in place to support compliance with transport-related legislation, organisational policies and insurance requirements.
• Monitor transport-related risks, vehicle incidents and trends, implementing corrective actions and improvements where required.

Department Staff

• Manage, support and lead maintenance staff across multiple regions.
• Allocate work, set priorities and ensure appropriate coverage across all locations.
• Undertake performance management, supervision and development of staff reporting to you.
• Ensure compliance with HR policies, including grievance, disciplinary, absence management and other formal procedures where required.
• Promote a strong culture of safety, accountability and continuous improvement within the maintenance team.

Contractors & Suppliers

• Procure, manage and monitor external contractors and service providers.
• Ensure contractors comply with all health & safety, safeguarding and organisational requirements.
• Monitor contractor performance, value for money and quality of works delivered.
• Ensure appropriate documentation, certification and records are maintained for all works undertaken.

Organisational Liaison & Communication

• Liaise with staff at all levels across the organisation regarding maintenance needs and priorities.
• Work closely with Regional Directors, Area Directors and Managers to support service delivery requirements.
• Provide regular reports, updates and performance data to the Head of Properties.
• Contribute to the development and review of policies, procedures and systems within the Properties and Facilities Department.

Leadership & Teamwork

• Provide strong leadership within the Properties and Facilities Department.
• Support and contribute to a collaborative, solution-focused departmental culture.
• Work closely with the Head of Properties to deliver departmental objectives.
• Engage positively with colleagues across all disciplines to achieve best outcomes for those we support.
• Represent the department in meetings, projects and organisational initiatives as required.

Other Duties

Participate in the Property & Facilities Department team – meetings, regular contact etc.

Liaise with all managers and staff within the Property and Facilities Department – many projects will involve all sections of the department.

Treat everybody you liaise with and meet with respect.

Flexibility is required in the role.

Report any driving sanctions – penalty points or endorsements on licence to the Head of Property and Facilities and to the Human Resources Department (as you will be required to travel in the course of work).

Policies and Procedures

Safeguard the individual against all types of abuse as detailed in the organisation's policies including: the Muiríosa Foundation Trust in Care Policy and Procedure, Policy & Procedure for Safeguarding Vulnerable Adults and the Child Protection and Welfare Policy and Procedure or any subsequent policies implemented.

Each person has a duty to take care of their own safety and health at work and that of their colleagues and service users. Refer to the Muiríosa Foundation Safety Statement. Be familiar with, and adhere to the Fire Regulations in your area. Adhere to Manual Handling Care Plans.

Read and fully understand the Muiríosa Foundation Policy Documents and comply with these policies/procedures/guidelines. Be especially aware of the policy documents relating to Regulation 4, Schedule 5 of the Health Act and comply with same. (Available in each area and on the Muiríosa Foundation Intranet).

You will be required to travel to other locations as part of your role and in doing so you must comply with the conditions of the Transport Policy and Safety Statement.

Report all incidents/accidents as required.

Compliance with the Office of Government Procurement guidelines and requirements.

Confidentiality

In the course of your employment, you may have access to or hear information concerning the medical affairs or personal affairs of service users and staff members. Such information must not be divulged or discussed, except in the performance of normal duty.

In addition, records must never be left in such a manner that unauthorised persons can obtain access to them and must be kept in safe keeping when no longer required.

A breach of confidentiality is a serious conduct offence and may lead to disciplinary action.

The Records Management/Record Retention Policy of the Organisation provides guidance on retention of records, and the Privacy Statement of the Muiríosa Foundation is available on the Muiríosa Foundation Website and the internal Policies and Procedures section of the Muiríosa Foundation Intranet.

Care of Equipment and Organisation Vehicles

Plan for the conservation and economical use of equipment, light, heat and other materials.

Request repairs and servicing for all faulty or broken equipment or vehicles.

Limits of Authority

Approval must be sought prior to any communication to outside bodies on behalf of the Muiríosa Foundation including Government Departments, Health Service Executive, Media/Electronic/Paper/Social Media or any other group not directly involved in the day-to-day management of the area assigned.

Standards of Performance

The Muiríosa Foundation has established standards of performance encompassing conduct in the workplace, competence to carry out the role for which a staff member is employed and capability to attend work.

Failure to meet required standards may lead to disciplinary action, up to and including dismissal.

Competence to carry out the role is essential and the standard of performance to carry out the role is monitored and reviewed.

Regular attendance is required to fulfil the role. The standard of performance is measured on how punctuality and good attendance is maintained.

Good working relationships with individuals we support and work colleagues must be maintained and Trust in Care, Staff Code of Conduct, Communication Code and Dignity at Work policies adhered to.

Adherence to satisfactory standards of professional conduct.

This Job Description will be reviewed in the light of changing circumstances to include any other duties and responsibilities as determined by the Muiríosa Foundation.

Education and Qualifications

• Level 7 or above qualification (or equivalent) in Facilities Management, Building Services, Construction Management, Engineering, Property Management or a related discipline.
• Alternative relevant professional qualification at this level.
• Further education and courses specific to the duties of the role desirable.

Work Experience

• Essential: 5+ years' experience in a relevant post.
• Significant experience in facilities, maintenance and/or operational service management within a multi-site environment.
• Experience managing organisational assets and associated compliance requirements within a multi-site environment.
• Proven experience managing staff, contractors and external service providers.
• Experience of working with building, facilities and maintenance contractors, organising and arranging works to be completed.
• Broad experience in the fields of facilities, property, maintenance, energy management and health & safety would be very helpful.
• Experience managing budgets and monitoring expenditure to achieve value for money and operational objectives.

Knowledge and Skills

• Knowledge of Building Regulations and Construction Standards.
• Understanding of Landlord and Tenant Obligations.
• Have a thorough knowledge and capability in the use of Microsoft software packages.
• Good knowledge and proficiency of ICT systems to be applied in this field of work and be extremely comfortable in the use of ICT systems.
• Knowledge of FLEX or other maintenance management software an advantage.

Attributes

• Strong ethos in line with the core values of the Muiríosa Foundation.
• Ability to work flexibly on own initiative and as part of a team.
• Demonstrate ability to organise, prioritise and manage a complex and varied workload and meet deadlines and targets.
• Communicates and interacts in a professional, diplomatic and sensitive manner.
• Ability to prioritise tasks/objectives with effective time management.
• Excellent interpersonal and communication skills – written and verbal.
• Strong organisational and accuracy skills with excellent attention to detail.
• Maintain a calm and controlled style across all situations.
• Constantly seeks improvements in the work role – systems, processes.
• Takes ownership of the role and liaises appropriately with colleagues.

Other Factors

• Willing to undertake education and training as may be required.
• Will be required to visit workplaces across the organisation and must use own transport for same.
• Flexibility required in the role including attendance at meetings outside of normal working hours from time to time.