Head of Estates Candidate Information Pack
Corpus Christi College is the sixth oldest college in the University of Cambridge. Founded in 1352 by the Guilds of Corpus Christi and the Blessed Virgin Mary, it bears the distinction of being the only College in Oxford or Cambridge founded by their citizens. The College has a 650-year commitment to teaching and research, carried out on the site of its original foundation in the heart of mediaeval Cambridge. It provides an academic and residential environment for approximately 60 Fellows and c550 students (300 under-graduates and 250 post-graduates), and currently employs approximately 120 staff. The main site is located in central Cambridge. Other accommodation is provided in five main satellites, including the extensive complex at Leckhampton in Grange Road, which provides accommodation for both students and Research and Visiting Fellows. The College’s Parker Library houses a collection of manuscripts of world-historical significance. The Library is names after a former Master, Archbishop Matthew Parker. The Maintenance Department is led by the Clerk of Works/Head of Estates and supported by the Maintenance Supervisor, and multi- disciplinary maintenance team including a Plumber, Electrician, Apprentice Electrician, Painter/Decorator, General Maintenance Assistant and a Carpenter . The team work closely together on a range of maintenance tasks and projects across the estate. Specialist maintenance and major building projects are supported by external contractors, managed by the Clerk of Works/Head of Estates. About Corpus Christi College
Sustainability at Corpus
The College vision is that sustainability will be embedded in every aspect of life and work at Corpus, and that all members of the College community will be engaged and educated in this vision, and take its principles with them into their futures. We are committed to minimising the carbon footprints and environmental impacts of our estate, operations, everyday working and study practices, and the food and resources that we consume. We recognise that we must respond to the urgent challenge of climate change, to play our part in the transition to a zero-carbon economy, and to conserve the resources, biodiversity and condition of our planet for future generations. To consider all matters relating to sustainability in College, the College has established the Sustainability Committee, which reports to the College’s Executive Body and is a cross- College committee, comprising relevant College officers, members of staff, and student representatives. The objectives of the Sustainability Committee are:
• To set data/information-based targets, and to monitor and report on progress towards them, including for the reduction of greenhouse gas emissions, water consumption and waste sent to landfill; • To drive improvements in the sustainability of the College estate and operations, including through building projects, building renovations, innovations and modifications, and on-site energy generation schemes;
• To develop sustainability policies and practices for procurement, consumption, waste disposal and recycling and travel; • To drive improvement in biodiversity across the College estate and the use of College grounds and land to support sustainability objectives, for example for water collection, on-site electricity generation; and • To consult, inform and educate all members of the College about sustainability, and to improve sustainability in College through best practice and behavioural change.
Job Description
Job Title:
Clerk of Works/Head of Estates
to ensure they meet the agreed contractual terms – especially in relation to cost, time and quality of the work. • Undertake and regularly report on departmental performance, identifying areas for improvement against agreed standards and targets. • Manage communications with relevant members of the College community, by keeping them informed and updated about progress with reactive and planned preventative maintenance. • Be responsible for the administration and accurate record keeping of all work undertaken on the estate, including records required to meet legislative and statutory requirements. 3. Team Management and Leadership • Maintenance of professional standards, morale, and strong teamwork ethic of the Maintenance Department, providing a supportive environment in which colleagues can thrive, and continually enabling their development and success. • As Head of the Maintenance Department, managing the Works Supervisor who oversees the day-to-day allocation of work of the maintenance team. • With support of the Works Supervisor: recruitment, induction, training, welfare, and supervision of the maintenance staff. • Set performance goals and carry out appraisals: provide the team with resources, encouragement, and support to enable them to succeed within their specific work responsibilities. • Ensure staff are aware of the terms and conditions of employment, and of the College’s Health and Safety and other related policies. • Facilitate regular team meetings. • Enable staff to realise their potential through training and development. • Ensure accurate staff record keeping, including training records, overtime records, attendance, and sickness records. • Ensure that the College’s commitment to Equal Opportunities is maintained.
Department: Responsible to:
Maintenance Domus Bursar
Purpose of Job: The Clerk of Works/Head of Estates is responsible for managing all aspects of the College’s estate, overseeing it’s effective maintenance and managing major building projects and contributing to the College’s strategic planning while ensuring the College meets its legal, environmental and health and safety obligations.
Duties and responsibilities 1. College Masterplan and Estates Strategy • Contribute to the College’s strategic planning, with particular focus on the physical environment and physical resources. In liaison with the Bursars, Buildings Committee, Sustainability Committee and Minor Works Committee, contribute to and implement the College’s Estates Strategy/Masterplan. • Build strong and effective working relationships with the College Buildings Advisor, Sustainability Advisor, and College Architect to achieve the strategic goals for the estate. • Plan, manage and develop the College’s estate and related resources and services in a creative, and cost effective manner – developing short, medium and long term plans for maintenance of the estate. In consultation with College officers and relevant members of the College community, develop project briefs, plans, specifications and costs for estates projects. • To take a lead role in the project management, contractor appointment and contractual framework for estates projects. • Prepare and submit papers and reports to various College committees, including the Executive Body, Buildings Committee, Minor Works Committee, Health & Safety Committee, Sustainability Committee and project boards for estates projects. To assist the Domus Bursar on the preparation of an annual report on the College estates to be submitted to the Buildings Committee.
• Develop and maintain an estates database – and process for regular review – of information related to the estate, such as physical condition, legislation compliance, utilisation and planned preventative maintenance programme status – and provide reports from that database to support college decision making and investment decisions. • Keep College officers and relevant members of the College community updated on impact of building projects – including those affected by but not immediately benefiting from work being undertaken. 2. Maintenance Services • To plan, monitor and deliver a programme of planned preventative maintenance of the College estates including the investment portfolio, ensuring work is carried out in accordance with agreed standards and to relevant buildings and health and safety regulations, and ensuring that College buildings, plant and services are maintained in a fit and proper condition. • Deliver and monitor an efficient and effective reactive maintenance service, meeting user requirements, and ensuring work is carried out within agreed standards and to relevant buildings and health and safety regulations. • Maintain an approach focused on the College community, meeting the needs of students, staff, Fellows and visitors to the College. • Manage external building contractors on planned preventative and reactive maintenance
• Keep a skills matrix under review to ensure that the College can manage and support its estate effectively, and operate as an informed client in all aspects of its estates – procuring in house or contracted resources as necessary in agreement with the Bursars. • Manage an effective out of hours service, ensuring the on-call rota is appropriately staffed. 4. Finance • To assist the Bursars with the production and delivery of a capital investment budget for upkeep and development of the estate. • Advise on the formation of, and be responsible for, the Maintenance Department’s annual budget, ensuring that all operations and development activities are provided at optimum cost and represent value for money. • Procure and efficiently manage all works and services related to the operation, maintenance and development of the estate. Work with the Bursary to develop a framework of preferred suppliers and undertaking tendering exercises when needed to ensure value for money in all estates related procurement and expenditure. • Manage contractors appointed to work on the
estate, representing the College’s interests, and ensuring contractors deliver to planned programme in time, spend and quality. • Regularly analyse internal and external spend, reviewing the optimum balance between outsourcing and bringing in-house maintenance and development of the estate. • Supervise the ordering of equipment and materials for the Maintenance Department, to maintain stock control, ensuring that they are of the best value. • Regularly update relevant committees on progress of costs against budget. 5. Health and Safety • Develop and implement a health and safety culture ensuring that all work carried out by internal staff and external contractors is carried out in accordance within buildings health and safety approved standards. • Ensure legal compliance in relation to estates matters, with regard to Health and Safety legislation. • Ensure that all building, maintenance and servicing contractors are properly inducted on site and familiar with College codes of conduct and practices
• To ensure COSHH training is carried out and maintain up to date records. • To ensure that action is taken to correct any potential hazards identified within College buildings. • Complete a risk assessment for all maintenance staff positions and to carry out an annual review to ensure it is maintained up to date. • Act as the Duty Holder for ensuring the effective management of asbestos as required by the Health and Safety at Work Act 1974 and Control of Asbestos Regulations 2012 • Act as responsible person for water hygiene compliance, maintain database and records, ensuring flushing and checks are undertaken and any remedial measures are implemented, • Liaise with the Bursars and Head Porter on health and safety matters as required. 6. Other duties • Support and contribute to the development of the College’s environmental strategy and implement agreed environmental improvements to the College estate, including the monitoring and control of utilities across the operational estate.
• Maintain an up-to-date knowledge of buildings and construction industry, maintenance and contractual practice, including via regular contact with the industry and other college Clerks of Works • Represent the College on estate and estate related matters in dealing with relevant local and national authorities and other external organisations or bodies as required • To be part of a team ensuring the College delivers to the ANUK Standard • Be a proactive member of the Domus Bursar’s Operational Leadership team. • To operate with a high degree of professional autonomy and personal responsibility.
7. College Staff Values Uphold the College Staff Values: Excellence, Collaboration, Respect and Creativity.
The above is not an exhaustive list, and the post holder may be expected to undertake other related duties as required by the Domus Bursar. The list of duties may be subject to revision at the end of the probationary period.
Person Specification
Education/ Qualifications Essential: • Educated to degree level or equivalent relevant experience • Professional qualification in a property/built environment related discipline (architecture, building, engineering, facilities management, or surveying) • Health and Safety Qualification Desirable: • Member of professional body RICS, CIOB, IWFM etc Knowledge/ Experience Essential: • Management experience in an estates environment • A record of achievement in managing the successful delivery of estates development programmes, buildings and projects within approved financial limits and delivering user requirements • Demonstrable experience of managing a diverse property portfolio • Experience of leading and managing a team to deliver against objectives • Experience of annual operational and capital budget planning and management • Experience of leading and managing change effectively • Sound understanding of the legal and financial aspects of major property projects and transactions and of the statutory compliance duties relating to an estates function. Desirable: • Experience of building maintenance and development within a historical setting, including within listed buildings • Understanding of the ANUK Code and its implementation
IT Skills • Confident IT user, including Microsoft Excel, with ability to produce useful reports from datasets Skills • Strong commercial skills, with financial acumen, especially in the preparation and control of building projects and in managing maintenance services, ensuring good value for money can be achieved • Strong personal communication skills, and a very high level of competence in all aspects of written and oral communications • Strong project management skills, planning and organisational skills, along with demonstrable experience of leading and managing change. • Strength and quality of leadership and the personal skills required to develop and lead an effective and well-motivated, multi- disciplinary maintenance team • Strong interpersonal, influencing and negotiating skills. Personal Qualities • Enthusiasm for making the estate environmentally sustainable • Able to demonstrate a high level of personal integrity Physical/ Special Requirements • Due to the age and layout of the College, there are several steep staircases and areas of restricted access.
How to Apply For a confidential discussion and to learn more about the role and opportunity, please contact our appointed recruitment partner Matthew Giles of The Management Recruitment Group. Matthew Giles matthew.giles@mrgglobal.com Applications should consist of a comprehensive CV and supporting cover letter. Applications should be sent to matthew.giles@mrgglobal.com Closing Date for Applications is Sunday 23rd June. First stage interviews Friday 5th July.
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