Facilities and Health and Safety Manager

Job Details: Facilities and Health and Safety Manager

Full details of the job.

Vacancy Name

Vacancy Name Facilities and Health and Safety Manager

Req Number VN527

Employment Type

Employment Type Full-Time

Location

Location Gloucester Office

Position Summary

About Claranet

At Claranet, we’re experienced in implementing progressive technology solutions which help our customers solve their epic business challenges. We’re committed to understanding their problems, delivering answers quickly, and making a lasting impact to their business.

Working For Claranet

Here at Claranet we pride ourselves on going the extra mile for and with our employees (yes, we really mean it). We offer an extensive benefits package that you can tailor to your needs, inclusive of a matching contribution pension scheme, healthcare, insurance, dental, discounted gyms and app supported benefit access.

But what we think makes us different is ‘Team Claranet,’ our dedicated internal part of the business that supports you with matters close to your heart. We proudly support local charities in each of our office locations, support employees with paid charity leave, organise key charity fundraising event per year and have a dedicated committee responsible for supporting employee’s fundraising efforts.

Our Vision

Our vision is to become the most trusted technology solutions partner; renowned for being the best and brightest, having lasting impact with our customers and delivering exceptional returns to our stakeholders.

Role Mission

To ensure Claranet provides workplaces and working arrangements that are safe, legally compliant, well maintained and responsive to business and employee needs, while embedding a proactive culture in which leaders and employees understand and discharge their health and safety responsibilities.

Objectives & Key Results

• Deliver a clear, proportionate and auditable health and safety management system aligned to Claranet’s activities and risk profile
• Ensure workplace, facilities, contractor and occupational health risks are identified, assessed, controlled and reviewed
• Maintain safe, compliant, accessible and well-managed UK premises, Data Centres and facilities services
• Provide senior leaders with timely assurance, clear risk information and practical recommendations
• Improve safety culture through consultation, training, reporting, incident learning and visible leadership
• Deliver facilities and property plans that support operational resilience, employee experience and value for money
• Deliver workplace environments that support employee engagement, productivity and wellbeing, contributing positively to employee experience and engagement measures

Duties and Responsibilities

Essential Roles & Responsibilities

Health & Safety Strategy, Policy & Governance

• Act as Claranet UK’s lead competent adviser for workplace health and safety within the limits of personal competence, seeking specialist advice where required
• Develop and deliver the UK health and safety strategy, annual plan, objectives and improvement roadmap
• Own, maintain and regularly review the health and safety policy and supporting standards, procedures and guidance
• Maintain awareness of relevant legislation and guidance, assess changes and coordinate proportionate implementation
• Establish governance arrangements, action tracking, document control and evidence retention across the UK business
• Advise directors and managers on their responsibilities, while recognising that operational and statutory duties remain with the relevant employer and duty holders
• Coordinate engagement with enforcing authorities, insurers, auditors and specialist advisers, and ensure remedial actions are progressed to closure

Risk Assessment & Preventive Controls

• Lead the framework for suitable and sufficient general and specific risk assessments, including competent assessors, consultation, control measures, action owners and review dates
• Maintain a risk assessment programme covering offices, Data Centres, home and hybrid working, lone working, business travel, visitors, contractors, new and expectant mothers, young persons, disabled colleagues and others who may be particularly at risk
• Ensure appropriate assessments and controls are in place for display screen equipment, manual handling, hazardous substances, work equipment, electrical safety, work at height, slips and trips, noise, vibration and other relevant hazards
• Oversee fire risk assessments, emergency plans, evacuation arrangements, drills, fire wardens, personal emergency evacuation plans and the maintenance of fire precautions
• Ensure property-related risks, including asbestos, legionella, gas, water hygiene, lifts, pressure systems and statutory building inspections, are managed through competent providers where applicable
• Embed health and safety review into office moves, acquisitions, refurbishments, equipment purchases, new technology and material changes to working practices

Incidents, Emergencies & Resilience

• Maintain accessible processes for reporting accidents, incidents, occupational ill health, hazards and near misses
• Lead or commission proportionate investigations, identify immediate and underlying causes, agree actions, share learning and verify completion
• Assess reportability and coordinate accurate statutory notifications and records, including RIDDOR where applicable
• Monitor trends and leading indicators to identify recurring risks and recommend preventive action
• Coordinate first-aid needs assessments, trained coverage, equipment, employee information and liaison with business continuity and security stakeholders
• Act as an escalation point for serious workplace incidents and support crisis response and post-incident review.

Occupational Health, Health & Wellbeing

• Work with HR, Occupational Health and managers to identify and control work-related health risks, maintaining appropriate confidentiality and data-protection boundaries
• Lead the approach to work-related stress risk management, including preventive assessments, consultation, controls and action planning
• Ensure health surveillance or medical surveillance is identified and arranged where risk assessment and applicable requirements indicate it is necessary
• Coordinate workplace health arrangements for DSE users, night workers, new and expectant mothers, employees returning from maternity leave and employees requiring workplace adjustments
• Promote ergonomic, inclusive and accessible workplaces and ensure health concerns linked to premises or equipment are investigated
• Contribute health and safety expertise to wider wellbeing initiatives while maintaining a clear distinction between occupational risk controls, employee benefits and clinical support

Competence & Safety Culture

• Establish effective consultation arrangements with employees and any recognised or elected health and safety representatives, particularly before relevant workplace changes
• Develop and maintain a role-based training matrix covering induction, managers, risk assessors, fire wardens, first aiders, DSE assessors and other nominated roles
• Deliver or commission health and safety information, instruction and training, assess effectiveness and maintain accurate records
• Coach managers on day-to-day responsibilities, including risk actions, incident response, employee consultation and escalation
• Build a visible, practical and inclusive safety culture through communications, campaigns, leadership engagement and employee feedback.

Facilities, Property & Workplace Services

• Lead facilities management across the UK property portfolio, including front of house, security, cleaning, maintenance, sustainability services, waste, utilities and other hard and soft services
• Develop and maintain Claranet's UK property and workplace strategy, ensuring office locations, facilities and working environments support current and future business objectives
• Work closely with senior stakeholders to ensure workplace, property and facilities plans align to business growth, operational requirements and organisational change
• Ensure premises provide a suitable, safe, secure, sustainable, accessible and well-maintained working environment with appropriate welfare facilities and housekeeping standards
• Lead workplace and property planning activities to support business growth, acquisitions, relocations, office moves, office disposals, dilapidations and future workforce requirements
• Support the delivery of Claranet's environmental and sustainability objectives through effective management of waste, recycling, resource consumption, energy efficiency and environmentally responsible workplace practices
• Manage planned preventive maintenance, reactive repairs, statutory inspections and asset records, minimising disruption and residual risk
• Manage lease obligations with Legal, Procurement and Finance, including landlord and tenant responsibilities, service charges and property compliance
• Manage facilities and health and safety budgets, forecasts and expenditure, identifying opportunities to improve value, reduce operating costs and drive efficiencies whilst maintaining service quality, compliance and employee experience
• Help create and maintain workplaces that support employee engagement, wellbeing and productivity, ensuring Claranet remains a great place to work and positively influences employee feedback and engagement measures

Contractors, Suppliers & Projects

• Appoint and manage competent facilities and health and safety contractors with clear specifications, due diligence, service levels, insurance and performance measures
• Operate effective contractor controls, including site rules, induction, risk assessments and method statements, permits to work, supervision and completion checks
• Ensure construction, refurbishment and maintenance projects are planned and managed in accordance with applicable client and duty-holder responsibilities, including CDM requirements where relevant
• Audit provider performance and accelerate serious or repeated compliance failures promptly
• Coordinate with landlords and other responsible persons in shared premises so risks, emergency arrangements and control measures are aligned
• Lead and manage office refurbishment, maintenance, repair and workplace improvement projects, ensuring delivery against agreed cost, quality, safety and timescale objectives
• Oversee interior and exterior building maintenance and improvement programmes, ensuring works are appropriately planned, budgeted, executed and monitored

Assurance, Audit & Reporting

• Deliver a risk-based programme of workplace inspections, compliance audits and management reviews across UK sites
• Maintain accurate records for policies, assessments, inspection and testing, training, incidents, actions, maintenance and statutory certificates
• Support environmental compliance activities and contribute to internal and external audits relating to environmental, sustainability and workplace management frameworks, ensuring any identified actions are tracked through to completion
• Produce clear senior leadership reporting on compliance, key risks, incidents, trends, overdue actions, contractor performance and improvement priorities
• Escalate material risks and non-compliance promptly, recommend proportionate controls and track agreed action to verified completion
• Support insurer visits and internal or external audits, coordinating evidence and improvement plans
• Drive continual improvement through audits, incident learning, employee feedback, benchmarking and recognised good practice

People Leadership

• Lead, coach and develop Front of House resource, setting clear priorities, service standards and accountabilities
• Ensure direct reports and nominated site roles are competent, supported and appropriately resourced
• Build trusted relationships with senior leaders and provide pragmatic, evidence-based advice balancing risk, employee experience and business needs
• Manage performance, capability, succession and professional development within the team

Teams To Collaborate With

• HR & People: Align health and safety, occupational health, wellbeing, employee relations and workplace-adjustment activity
• Senior Leadership Team &Senior Managers: Provide assurance, agree priorities, elevate material risks and embed leadership accountability
• Legal, Procurement, Compliance &Finance: Support contracts, leases, governance, insurance, regulatory obligations, auditing of environmental frameworks, budgets and supplier controls
• Data Centre Operations: Work closely to maintain safe, secure and compliant Data Centre environments, supporting risk management, contractor oversight and the continuous improvement of health and safety standards
• IT, Information Security &Business Continuity: Coordinate workplace technology, physical security, emergency response, hybrid working and organisational resilience
• Managers &Employees: Consult on workplace risks and changes, support the implementation of appropriate controls and reinforce individual health and safety responsibilities
• Landlords, Managing Agents &Specialist Providers: Coordinate premises responsibilities, statutory maintenance, technical advice and any required remedial work

Position Specifications

• Customer and service focused
• Builds strong relationships and collaborates effectively across teams
• Takes accountability for outcomes and delivers on commitments
• Demonstrates commercial awareness and sound judgement
• Influences and challenges constructively
• Embraces change and drives continuous improvement
• Leads with integrity and professionalism
• Promotes a culture of safety, wellbeing and inclusion
• Develops self and others through coaching and knowledge sharing
• Makes informed decisions using data, evidence and risk-based thinking

Behavioural Competencies – Organisational & Behavioural Fit

• Customer and service focused
• Builds strong relationships and collaborates effectively across teams
• Takes accountability for outcomes and delivers on commitments
• Demonstrates commercial awareness and sound judgement
• Influences and challenges constructively
• Embraces change and drives continuous improvement
• Leads with integrity and professionalism
• Promotes a culture of safety, wellbeing and inclusion
• Develops self and others through coaching and knowledge sharing
• Makes informed decisions using data, evidence and risk-based thinking

Critical Competencies – Technical Fit

• Substantial experience leading facilities, workplace services and health and safety within a multi-site commercial environment
• Demonstrable experience acting as, or supporting, the competent health and safety adviser and providing pragmatic, risk-based advice to senior leaders
• Strong working knowledge of UK health and safety legislation and the ability to interpret, apply and communicate legal and regulatory requirements in a practical business context
• Proven experience developing and implementing health and safety policies, standards, procedures and management systems
• Practical experience of risk assessment, incident investigation, compliance auditing, workplace inspections, action tracking and management reporting
• Experience managing fire safety, emergency preparedness, DSE, first aid arrangements, contractor management and occupational health risks
• Experience overseeing statutory compliance, property maintenance programmes and facilities management contracts across multiple locations
• Strong understanding of contractor control, permit-to-work systems and health and safety considerations relating to property maintenance, refurbishment and workplace change projects
• Ability to interpret technical and legal requirements and translate them into practical guidance, standards and training for managers and employees
• Experience of training delivery and embedding a positive health, safety and wellbeing culture across diverse employee groups
• Strong stakeholder management skills with the ability to influence, challenge and build credibility at all levels of the organisation

Qualifications & Professional Standing

Essential

• NEBOSH National General Certificate in Occupational Health and Safety, or equivalent recognised qualification
• IWFM qualification, MBIFM membership, or substantial equivalent Facilities Management experience
• Valid UK driving licence and willingness to travel regularly between UK sites

Desirable

• IOSH Membership at an appropriate level or demonstrable commitment to continuing professional development

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