Facilities Management Supervisor

Facilities Management Supervisor

Skills Scan
This occupation is found in small and medium enterprises, large and multinational organisations in private and public sectors. For example: housing, health, social care, energy, hospitality, education, commercial properties, leisure, and retail. It is found in organisations where the management of multi-disciplinary activities, within the built environment, impact upon people and the workplace. At a corporate level, facilities management contributes to the delivery of strategic and operational objectives. On a day-to-day level, effective facilities management activities are vital to the performance and success of any organisation, whatever its size and scope.
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Your Email*
example@example.com
Line Manager's Email*
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We need to ensure you require substantial learning and development to access a funded apprenticeship. You do not need to research topics to answer. This is about what you may already know or do, so we can get a baseline and create a personal learning programme. You may also wish to state areas you would like to develop further.

Please rate each question with Yes, Some or No

Please note if you answer Yes or Some to any of the questions, a drop-down box will appear and you will need to write about what you already know and/or do. If you have any qualifications, competency evidence or certification appliable to the question, it is very important you attach these to the OneFile learning assessment record (LAR) that you have opened to access this skills scan. Please ensure you always maintain confidentiality and avoid putting any names of colleagues/patients.

Topic 1:

Support hard and soft facilities management functions.
Skills - Using facilities terminology:
Are you conversing with other FM/ workplace professionals fluently using a wide array of nuanced language (abbreviations/ acronyms)?*

Yes/SomeNo
Please provide examples.
Do you engage with specialist contractors/ suppliers to discuss services and feel confident in interpreting reports? E.g. LOLER, FRO, ACOP L8 etc?*

Yes/SomeNo
Please provide examples.
Knowledge - Characteristics and features of facilities management: hard, soft, total or integrated, personnel:
Are you able to describe the set up and structure of your own organisations FM delivery model?*

Yes/SomeNo
Please provide examples.
Are you able to differentiate between various models and when best to apply them?*

Yes/SomeNo
Please provide examples.
Any developmental areas?*

Topic 2:

Supporting the organisation's environmental and sustainability plans and targets. Consider sustainable use of resources, equipment and supplies for the facilities management service.
Skills - Use resources to complete tasks, with consideration for environmental impact:
Do you knowingly apply CSR/ sustainability legislation through practice/ SOPs?*

Yes/SomeNo
Please provide examples
Do you gather CSR/ sustainability data and information for use as part of the continuous improvement cycle?*

Yes/SomeNo
Please provide examples.
Knowledge - Manufacturer's instructions; facilities management environment tools and equipment: for example, plant, machinery, electrical equipment, manual maintenance tools
Sustainability legislation and regulations: current and developing sustainable principles, practices and techniques:
Are you aware of the specific CSR/ sustainability legislation relating to your own workplace?*

Yes/SomeNo
Please provide examples
Do you know initiatives in place to reduce environmental impact and aware of the buildings’ potential reductions?*

Yes/SomeNo
Please provide examples.
Any developmental areas?*

Topic 3:

Managing internal and external customer relationships to build trust and ensure delivery is in line with agreed key performance indicators (KPIs) or service level agreements (SLAs).
Skills - Create, maintain and enhance collaborative working relationships with internal and external stakeholders.
Communicate verbally with internal and external stakeholders. Give and receive information. Matching style to audience. Recognising barriers in communication and how to overcome them. Facilities terminology.
Communicate with internal and external stakeholders using sector specific terminology through written means:
Do you manage stakeholders’ needs through analysis?*

Yes/SomeNo
Please provide examples.
Do you apply negotiation principles with stakeholders with use of the 7Cs of communication?*

Yes/SomeNo
Please provide examples.
Knowledge - Stakeholder management and relationship building, internal and external, clients, customers, colleagues and building users.
Written and digital communication techniques. Plain English principles. Facilities terminology. Report writing.
Verbal communication techniques. Giving and receiving information. Matching style to audience. Barriers in communication and how to overcome them. Facilities terminology:
Are you familiar with the mapping of stakeholders power and interest and applying this to a communication plan?*

Yes/SomeNo
Please provide examples.
Do you know the principles of active listening?*

Yes/SomeNo
Please provide examples.
Any developmental areas?*

Topic 4:

Contracting and procuring services and supplies in support of core business activities promoting a safe and efficient workplace.
Skills - Conducting bid analysis to support the effective procurement of goods and services for FM delivery
Contributing to the relative stages of procurement and contract lifecycles to manage expectations and service delivery is of the required quality
:
Do you actively support or manage the procurement activities drafting statements of need and reviewing proposal bids giving feedback to the procurement lead?*

Yes/SomeNo
Please provide examples.
Do you monitor contract lifecycles ensuring that they are reviewed through to maturity and managed as appropriate?*

Yes/SomeNo
Please provide examples.
Knowledge - Sustainable procurement methods and practices: and use of resources, equipment and supplies.
Principles of contract management including prioritisation and issue resolution.
Service Level Agreements (SLAs) and Key Performance Indicators (KPIs) their purpose and value in a facilities management environment:
Do you know the various contract types typically in use for FM goods and services?*

Yes/SomeNo
Please provide examples.
Do you know how to conduct SRM using data from audits on SLAs and KPIs?*

Yes/SomeNo
Please provide examples.
Any developmental areas?*

Topic 5:

Contribute to health and safety regulations and organisational or contractual procedures. Carry out and review risk assessment plans in accordance with the requirements for the facilities management service.
Skills - Comply with health and safety regulations, building regulations, codes of practice and organisational policies and procedures.
Comply with risk assessments, method statements and safe systems of work and apply control measures.
Supervise others when using facilities management environment tools and equipment for example, plant, machinery, electrical equipment, manual tools.
Use resources to complete tasks, with consideration for safety and security impact:
Do you regularly apply the 5 stages of a risk assessment and include the hierarchy of control to reduce risk?*

Yes/SomeNo
Please provide examples.
Are you in a position which requires the supervision of others responsible for conducting operations (such as maintenance), referring to RAMs and SQEP SOPs?*

Yes/SomeNo
Please provide examples.
Knowledge - Awareness of health and safety regulations and codes of practice, relevance to the occupation and the own responsibilities. Health and Safety at Work Act. Control of Substances Hazardous to Health (COSHH). Reporting of Injuries, Diseases and Dangerous Occurrences Regulations(RIDDOR).

Business continuity plans (BCP). Building regulations. Life support systems. L8 water hygiene. Manual handling. Personal Protective Equipment (PPE). Working at height. Working in confined spaces. Isolation and emergency stop procedures. Emergency evacuation procedures. Slips, trips and falls.

Methods and policies to promote safe working: risk assessments, method statements and safe systems of work.
Manufacturer's instructions; facilities management environment tools and equipment: for example, plant, machinery, electrical equipment, manual maintenance tools:
Do you know the specific nuanced legislation which underpins safety in your building/ workplace?*

Yes/SomeNo
Please provide examples.
Are you familiar with the processes of ensuring contractor safety when entering the premises which are supported by law?*

Yes/SomeNo
Please provide examples.
Any developmental areas?*

Topic 6:

Support and review the budget and the costs of the facilities management service to meet financial targets.
Skills - Apply financial management principles in department budget spending:
Do you actively manage a budget with a delegated authority of spend, approve costs and gathering data for the balance sheet against cost centres?*

Yes/SomeNo
Please provide examples.
Do you conduct/ support a budget review and creation for new supplies and services?*

Yes/SomeNo
Please provide examples.
Knowledge - Principles of financial management in a facilities environment including annual budgets and cost centre management:
Do you know different budgeting types typically used for FM goods and services?*

Yes/SomeNo
Please provide examples.
Are you familiar with the methods and processes in place for manage a variation in spend?*

Yes/SomeNo
Please provide some examples.
Any developmental areas?*

Topic 7:

Manage the day-to-day performance of your team in reaching personal goals and contribute to their wellbeing and development.
Skills - Supervise the facilities management function
Lead a team of facilities personnel
Plan, prioritise and delegate tasks to the facilities team for completion:
Do you currently apply supervisory techniques to any element of the FM service provision?*

Yes/SomeNo
Please provide examples.
Do you apply monitoring of people performance, conducting reviews and appraisals?*

Yes/SomeNo
Please provide examples.
Knowledge - Principles of leadership: supervisory, teamwork, and coaching techniques
Scope and limits of authority within own role and knowing when to escalate issues and to whom
Awareness of issues and common symptoms and warning signs of stress, anxiety and depression, plus where to go for help and the resources available
Legislative guidance relating to equity, diversity and inclusivity in the workplace:
Do you know how to apply motivational theories to bring out the best in staff?*

Yes/SomeNo
Please provide examples.
Are you familiar with the legislation surrounding people management in the workplace, and how these are interpreted through SOPs?*

Yes/SomeNo
Please provide examples.
Any developmental areas?*

Topic 8:

Deliver day-to-day facilities management services meeting clients, customers and building users expectations.
Skills - Use resources to complete tasks, with consideration for cost, quality, safety, security and environmental impact.
Apply problem solving techniques to create solutions to complex problems within limits of authority within own role and consult line management.
Use information and digital technology to analyse data to monitor performance.
Investigate queries to find underlying cause and identify potential solutions.
Apply continuous improvement techniques to devise potential solutions:
Do you gather information for own use to review and identify problems, utilising a model of problem solving?*

Yes/SomeNo
Please provide examples.
Do you apply problem solving techniques following investigation/ root cause analysis, creating a plan against departmental strategy and the QIP/ CIP?*

Yes/SomeNo
Please provide examples.
Knowledge - Principles and techniques of continuous improvement, for example lean, 6-sigma, KAIZEN.

Problem solving techniques for example diagnostics, root cause analysis DMAIC (Define, Measure, Analyse, Improve, Control), PDCA (Plan Do Check Act):
Do you know how to apply a variety of problem-solving principles and techniques?*

Yes/SomeNo
Please provide examples.
Do you know how to create and manage a continuous improvement plan to rectify delivery issues, bringing the delivery of service back to full capability?*

Yes/SomeNo
Please provide examples.
Any developmental areas?*

Thank you for completing your skills scan

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Your Email : {yourEmail}

Managers Email : {email8}

Reminder: your completed skills scan will be emailed to you immediately, please upload to the skills scan learning assessment record on OneFile, with any other evidence. This is very important as your allocated coach will review before the planning meeting.

Please inform your manager they will receive your skills scan.

At the planning meeting with your coach, your line manager will be asked to confirm it is correct and /or identify further areas of development.
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