Reporting to: Head of Supply Chain
Location: Cardiff Office
Department: Assembly, Staging & Deployment
Schedule: Working to customer and business demands
Purpose
The ASD Manager's primary purpose is to guide and oversee the management of staging, deployment, ensuring efficient and effective planning, processes and resources to enable the successful configuration of customer technology and onward shipment to Project or maintenance colleagues to install. This role is a pivotal bridge
between technical teams and the broader business. Ensuring maintenance services and projects staging
and configuration requirements are delivered as per required schedule.
The role will provide management, structure and support to teams involved in assembly, refurbishment, warranty management, staging, deployment of customer equipment.
To amalgamate three separate teams into one team that has shared resources and ensure robust customer planned work scheduling is in place across the team so that collectively the team can meet the demands of our customers and deliver excellent service to its colleagues in Project services and its customers.
Information Security Profile: HIGH
· This role will be privy to confidential and sensitive information on a frequent basis and as such the individual undertaking the role will be expected to treat all information as sensitive, discussing it only with those people who have the necessary authority.
Main Tasks and Objectives
Employee Management
- Day-to-day management of the teams to ensure that collectively they meet the customer requirements on time and to the quality standards set by the Company
- Work with team managers and team leaders to establish pain points and frustrations and then work with project and maintenance stakeholders to find solutions to eradicate these issues.
- The manager will be responsible for the adherence to customer scheduled works, working closely with the project managers to identify requirements and directing the team accordingly.
- The manager will be responsible for the allocation of resources within the department, for determining overtime, leave and Rota requirements
- Manage and monitor the performance of the team when it comes to productivity, quality of performance, and cost efficiency.
- Implement individual KPI’s for management and efficiency planning and provide dashboards and reports to Operational leadership.
- Carry out all appraisals and 121’s
- Hold quarterly team meetings to discuss the performance of the teams and to illicit ideas from the employees to process continuous improvement initiatives
- Provide support and guidance to the employees within their team
- Conduct investigations and/or disciplinary/grievance meetings when required and take any appropriate actions in accordance with Company policy and procedures
- Foster a positive work environment, promote collaboration, and ensure team members are aligned with all departments and business objectives
- Maximise employees by cross training to enable flexibility for the needs of the business
Operational Management
- Step forward as the department lead in front of the customer if there is both a difficult situation that needs communicating or an opportunity.
- Lead a Safety-first culture, ensure all team members are up to date on health and safety risks and remedial actions. Highlight any new activities that require a risk assessment before commencing works. Report any health and safety risks that have not been addressed immediately!
- When things do go wrong, take the lead on communicating the issue and what is being done to mitigate the risk to the business and the customer.
- Where multiple teams are involved across departments, ensure all teams are completely aligned and understand the interdependencies or importance of tasks to each other.
- Ensure the available resource will achieve the required service level targets and complete technical investigations for the business
- Provide accurate activity forecasts and required resources, ahead of planned works, aim for a 3 month ahead approach when considering budget sign off.
- Regularly review staging activity timings and compare with assumptions made within customers commercials.
- Ensure all team members are accountable for customer and Vista stock assets within their control and that they use the ITSM system correctly to receive and book out the assets. Work with warehouse and logistics management teams to review processes and create a seamless and transparent flow of stock throughout the business to its final destination. Be prepared for a spot check audit! Ensure Vista’s ITMS is used by all team members to track every service and project request and that other project stakeholders that do not use agreed system methodologies are identified, and a corrective course of action is in place.
- Hold regular reviews of the ITMS with IT development stake holders and team members to identify developments that improve efficiency and accuracy.
- Review all customer staging processes and ensure that they are in place, correct and regularly updated with agreed changes.
- Ensure customer change requests are passed to Change management and that they have been approved prior to implementation.
- Ensure all technical requests are progressed in a timely manner and encourage best practice solutions so delays are kept to a minimum
- Work with other departments in the business and with our clients to functional and efficient technical solutions
- Interface with customers during technical pilots as ongoing management of their solutions Monitor the productivity of the team using relevant management information and ensure department demands are met
- Performance and budgetary requirements as requested by the Company
- Responsible for implementation and management of customer stock records. Ensuring that records are maintained. Ready for a “live” update at any time
- Proactively manage any supplies to ensure a quality service is provided in line with the requirements of the Company. Highlight any supplier performance issues to their line manager
- Act as the first point of contact for escalations and respond quickly to all process issues
· Contribute to quality control within the team by evaluating process’ with a view to initiating corrective action
- Ensure we are in line with ISO27001 guidelines; documentation is maintained
- Create accurate and timely monthly reports
- Provide bespoke image solutions and technical support
- Ensure all client images are maintained and updated
- Manage the process for PED administration. Ensure that all P2PE process is followed and report any non-compliance through the relevant channels
- Manage the administration of the PED process
- Ensure the security of all PED areas are maintained and secured
- Plan and co-ordinate daily activities in the department and for ensuring that customer requirements are met within required timescales and the quality standards set by the Company and the customer
- To manage the performance of client configurations and rectify technical queries
- To be the professional interface for the departments for both internal and external sources and be the first point of escalation
- Provide additional support to all Company departments requiring specialised technical knowledge
- Ensure protection of all corporate assets against loss, waste or misuse through negligence or dishonesty
- Client/Business Relationship Management
- Build and maintain strong relationships with all department heads and clients, understanding their needs and addressing any concerns promptly
- Collaborate with Projects, sales, account management teams to communicate any issues as they happen to enhance client satisfaction and retention
- Work with customers to resolve any technical issues and ensure that time spent is recorded
- When opportunities to sell additional services or the teams time are identified, ensure this is highlighted to account and commercial teams.
- Use effective communication to clearly convey all messages
- Process Improvement
- Continuously evaluate the department processes and identify opportunities for streamlining and enhancing efficiency
- Implement best practices and drive process improvements aiming for ISO90001
- Use problem-solving when looking for effective solutions to an issue Budget and Cost Management:
- Manage the departmental budget, ensuring cost-effective service delivery o Monitor expenses, analyse variances, and make necessary adjustments
Other Managerial Responsibilities
- Liaise with senior management on issues that might affect the performance and budgetary requirements of the Company
- Assist customer transitions to ensure a quality service is provided in line with the requirements of the company & customer. Highlight any potential performance issues to your line manager
- Ensure employees adhere to the company’s health and safety policy, ensuring risk assessments are completed and reviewed and raising any issues of concern at the health and safety management committee
- Ensure that all appropriate information, especially concerning customer requirements and company procedures is documented and shared to all relevant departments
- Ensure all documentation and monthly reporting is completed on time in line with the standards of the Company
Competencies
- Communication Skills
- Mentoring and coaching skills
- Highly Technical, able to understand the technical complexity and customer requirements (as well as industry jargon)
- Measuring Performance
- Scheduling and workforce planning
- Decision Making
- Strategy
- Problem Solving
- Presentation skills
- Project Management
- Budgeting
- Knowledge of the Company P2PE compliance requirements
Vista Values
· Customer Focused
· Teamwork
· Professional Standards
· Creative and Innovative
· Passionate and Proud
· Responsible and Accountable
· Ethical
· Honesty
· Trust and Respect
· Environmental Sustainability
· Socially Responsible
Pay: £35,000.00 per year
Benefits:
- Casual dress
- Company pension
- Free flu jabs
- Free parking
- On-site parking
- Private medical insurance
- Referral programme
Work Location: In person
