FM Business Partner

The NBI Partnership (NBIP) provides non-scientific services to research institutes based on the Norwich Research Park, a globally recognised centre for bioscience innovation. The park is home to leading research institutes - including the John Innes Centre (JIC), Quadram Institute Bioscience (QIB), Earlham Institute (EI), and The Sainsbury Laboratory (TSL) - supporting cutting-edge research in food security, health, and environmental sustainability. NBIP provides the facilities management (FM) services to the JIC's, TSL's and EI's estates and buildings.

The FM Business Partner serves as the primary link between facilities management, the helpdesk, and key internal stakeholders. This role is responsible for ensuring the delivery of high-quality facilities services, maintaining compliance with operational standards, and optimising service performance. The role involves strategic planning, workplace audits, performance monitoring, and proactive stakeholder engagement to enhance operational efficiency.

FM Business Partner - Embedded Support for Earlham Institute (EI)
Additionally, the FM Business Partner plays a vital, embedded role within the Earlham Institute (EI), aligning closely with its operational and business support teams to deliver a seamless, high-quality facilities management (FM) service. Co-located at EI, this role ensures proactive ownership of the building's FM needs, working collaboratively with EI teams to foster a culture of excellence, continuous improvement, and partnership.

By integrating FM services into EI's daily operations, the Business Partner supports the institute's ambition to be an exemplar in facilities management and workplace quality. They drive a commitment to first-fix solutions, workplace ownership, health and safety, and effective contractor management. Through close collaboration, they enhance the institute's environment, ensuring it remains a high-performing and well-maintained space for research and innovation.

The FM Business Partner ensures seamless operations across NBIP, JIC/TSL and EI by coordinating essential services and key institutional relationships, including:
• Maintenance Operations - Working closely with the Operations Team to ensure Building infrastructure remains functional and compliant, undertaking workplace and compliance audits across the JIC/TSL and EI building portfolios. Supporting maintenance operations in forward planning and maintenance shutdowns.
• Facilities Helpdesk & Business Systems System - Working hand in glove with the Facilities Helpdesk, monitoring fault reporting, work requests, and service coordination. Acting as a single point of contact for complex or escalated facilities issues.
• Project Management - Supporting capital and operational projects. Supporting building users in developing project specifications and business cases.
• Contract Administration and service delivery - Overseeing service delivery for security, catering, waste management, insurance, cleaning and more. Working closely with associated managers and stakeholders to ensure adherence to KPIs and agreed SLAs.
• Energy & Environmental Management - Supporting sustainability initiatives, Staff engagement and efficiency improvements.

A key aspect of this role includes NBIP Business Continuity Planning (BCP) and Incident Management, ensuring facilities-related disruptions are managed effectively and recovery plans are in place.

Additionally, the FM Business Partner plays a crucial role in project handovers, ensuring smooth transitions to operations, workplace policy updates, asset information integration, and Business Systems system updates.

This role is well-suited for a strategic thinker with strong stakeholder management skills and extensive experience in hard services and facilities management. The post holder will be required to deputise for the Facilities Hub Manager as and when required.

Key Relationships Internal: Facilities Hub Manager (Line Manager), Helpdesk & Business Systems Supervisor (Close working relationship), FM Support Services Team, Maintenance & Operations Teams, Institute Operational and Lab Managers & Building Users, Senior Institutional Stakeholders, and EI's Business Support team.

External: Service Providers & Contractors, Regulatory Bodies & Compliance Inspectors.

Main Activities & Responsibilities Strategic Relationship Management
• Act as the primary liaison for all facilities-related issues, engaging with stakeholders across research institutes, technical teams, and leadership.
• Lead and manage Facilities Incident Response and NBIP Business Continuity Planning (BCP), ensuring all documentation remains up-to-date and aligned with operational needs. Be part of the Institutes BCP and Incident teams.
• Develop and implement strategic coordination plans for maintenance, compliance, and projects, ensuring alignment with the Institutes' research and operational goals and NBIP's objectives.
• Provide consultative support to the research institutes on facilities and operational matters, including project scoping and business case development.
• Ensure facilities services are delivered efficiently, within budget, and in compliance with SLAs. Business Continuity Planning (BCP) & Incident Management
• Develop, maintain, and implement comprehensive NBIP BCP strategies to mitigate FM operational disruptions.
• Establish and test incident response protocols, ensuring readiness for emergencies such as power outages, system failures, or critical equipment breakdowns.
• Coordinate with key stakeholders to ensure facilities resilience and timely recovery following incidents.
• Maintain detailed risk assessments and ensure compliance with statutory regulations for emergency planning on FM services. Performance Monitoring & Reporting
• Oversee contractor performance and ensure adherence to SLAs and KPIs.
• Conduct trend analysis using Business Systems data to drive efficiencies and optimise resource allocation.
• Provide regular performance reports and data-driven insights to inform operational decision-making and improvements.
• Undertake spot checks and audits. Stakeholder Engagement & Communication
• The FM Business Partner will work closely with the EI Operational and Laboratory Manager to deliver a proactive and well-coordinated FM service across EI's two buildings - the Earlham Institute and the NBI Data Centre. This includes providing expert support, advice, and resource coordination to the EI Business Support Team on facilities, workplace, and building operations. The role will be co-located, working out of both EI and the Facilities Offices to ensure seamless service delivery.
• Work closely with research teams, building users, and senior management to align facilities services with organisational needs.
• Ensure clear and effective communication channels between facilities teams, helpdesk, and other departments.
• Provide regular updates and reports to stakeholders via meetings, emails, and Business Systems system notifications.
• Lead customer satisfaction surveys to assess service effectiveness and identify areas for improvement.
• Represent the Facilities team in cross-departmental meetings, providing insights and ensuring facilities needs are prioritised.
• Lead on Building User engagement meetings Contract & Supplier Management
• Oversee contractor performance, ensuring compliance with SLAs and KPIs.
• Supervise contractor visits and operations, ensuring all activities align with site policies and safety requirements.
• Conduct quality audits to assess supplier effectiveness and adherence to service agreements.
• Support procurement activities, ensuring value for money and alignment with best industry practices.
• Maintain up-to-date service contracts and compliance documentation. Compliance & Risk Management
• Ensure facilities services comply with safety regulations, environmental policies, and statutory requirements.
• Ensure works are conducted in adherence to Health & Safety standards and NBIP and Institute policies (e.g., Permit to Work, Risk Assessments & Method Statements (RAMS), and Safe Systems of Work).
• Conduct regular site inspections and audits to ensure ongoing compliance. E.g. fire safety, workplace safety, cleaning audits, building fabric audits
• Work closely with the Facilities Compliance Team to maintain accurate documentation for audits and inspections.
• Identify and mitigate operational risks related to facilities management, ensuring proactive measures are implemented. Continuous Improvement & Innovation
• Identify and implement best practices in facilities management to enhance service efficiency.
• Explore and recommend smart building technologies and IoT-based maintenance solutions.
• Drive sustainability initiatives to improve energy efficiency and reduce environmental impact. Additional Duties
• Assist in budget planning and financial reporting for facilities operations.
• Manage project handovers, including soft landings, mobilisation, and asset management integration into Business Systems systems.
• Support emergency response planning and business continuity efforts.
• As agreed with the line manager, any other duties commensurate with the nature of the post.

Person Profile Education & Qualifications Requirement Importance Relevant qualification in Facilities Management, Business Administration, or a related field Essential Technical- Hard services qualification i.e. building services, Mechanical, Electrical. HNC or equivalent Essential IWFM/ILM Level 4 or higher in Facilities Management (or equivalent experience) Essential Health & Safety and Compliance (e.g click apply for full job details