Imperial - Contracts Manager (Maintenance)










ABOUT IMPERIAL COLLEGE LONDON Imperial College London is one of the world’s greatest universities, renowned for its ground-breaking research, talented community of staff, students and alumni and its international reach. With a mission to achieve enduring excellence in research and education in science, engineering, medicine and business for the benefit of society, Imperial was founded in 1907 in South Kensington, bringing together nineteenth-century institutions including the Royal College of Science, the Royal School of Mines and City and Guilds College. Today, Imperial collaborates extensively with neighbouring institutions, including the Royal College of Art and the Royal College of Music.




From its location in this great cultural quarter, Imperial provides one of the world’s best educations in STEM subjects for a student population approaching 22,000, made up of 11,000 undergraduate and 11,000 postgraduate, overhalfofwhomcomefromoverseas,reflecting its status as the UK’s most international university. Its alumni and members also include 14 Nobel laureates and three Fields Medalists. Throughout its history, Imperial has been involved in many major breakthroughs, including the discovery of penicillin and the creation of the hologram. This tradition has continued with recent innovations such as wirelessly transferring power to drones in flight, the discovery of a new form of light and major new research in climate change, amongst much else. Imperial has four academic faculties – Engineering, Medicine and Natural Sciences, and the Imperial College Business School – as well as a significant number of interdisciplinary research centres focusing on challenging world problems. Imperial’s mission is supported by 9,000 highly diverse staff, who collaborate widely in the UK and internationally, often across disciplines.

In 2021-2022, Imperial had a total turnover of £1,163 million, of which £368 million directly supported research through grants and contracts. Imperial’s current Strategy Refresh will build on underpinning foundations that make Imperial a great academic institution and the talented, diverse and inspirational people who help make up our university community. Imperial’s success is recognised all over the world and is evidenced by daily coverage of Imperial discoveries and innovations in the international media. Imperial is a global top ten university. It was ranked 6th in the QS World University Rankings 2023, was named University of the Year by The Times and Sunday Times Good University Guide, this year’s University of the Year for Student Experience by the Good University Guide, and recently received the Queen’s Anniversary Prize for its COVID-19 response. The Research Excellence Framework 2021 confirmed Imperial’s status as a world-class research university. Imperial ranked top in the UK overall – with a greater proportion of 4* “world-leading” research than any other UK university.

“Imperial London’s mission is to achieve enduring excellence in research and education in science, engineering, medicine and business for the benefit of society.”

OUR STRATEGY REFRESH Shaping our vision and ambition for Imperial in 10-20 years time. Imperial College London is a world-changing global powerhouse that is truly distinctive. We have tremendous strength and focus on business, engineering, medicine and science. We are known for innovation, entrepreneurship, impact and societal benefit; and we are based in London, one of the greatest cities in the world.

Imperial’s staff, students and alumni are making the world healthier, smarter, safer, more prosperous and more sustainable. But, in a rapidly changing world, what is our ambition for the next two decades? If we are to maximise our potential as a force for good in the world, serve as a powerful catalyst for the UK’s future success; and continue to compete successfully in the top tier globally, we simply cannot stand still.

To be launched in early 2023, Imperial’s new strategy will set our vision and ambition for the next two decades. It will guide our major decisions and position us to grasp new opportunities. And it will inspire others to join us, partner with us and invest in us.

For further details on our Strategy Refresh click the following link here.

‘It is precisely because of the recent tectonic shifts in our world that it is an opportune time to take a fresh look at Imperial’s strategy’

President Hugh Brady


While Imperial’s main campus is located in South Kensington, it has six other locations in London based at Charing Cross, Chelsea & Westminster, Hammersmith, Northwick Park, the Royal Brompton, St Mary’s Hospital as well as cutting-edge research facilities at our White City Campus. Imperial also has the Silwood Park Campus near Ascot, focusing on ecology, evolution and conservation.

South Kensington

White City

South Kensington is our main campus and it is here that most undergraduate and postgraduate activity takes place. It’s a compact site in the heart of ‘Albertopolis’ and is home to a huge range of architectural styles from the Edwardian Royal School of Mines building to the ultra-modern Norman Foster-designed Business School. There’s plenty of green space too, including a beautiful landscaped square, with our famous Queen’s Tower at one end. The history behind the monument can be viewed at Queen’s Tower.

Our White City Campus is a platform for innovation, entrepreneurship and multi- disciplinary research. We are pioneering new ways of partnering and co-location through an entrepreneurial ecosystem with support, resources and facilities that span ideation, growth and acceleration. White City is establishing itself as a pioneering quarter for arts, culture, innovation, science and learning. It is one of the fastest growing parts of London, home to institutions including the revamped BBC Media Village, Westfield Shopping Centre, the Royal College of Art and Hammersmith Hospital. At the centre of this transformation sits Imperial College London and our investment in the White City Campus. We are building a community of like-minded innovators and entrepreneurs, working to make the world better. Together, we are creating a place where great ideas can grow.

The campus is a network of different organisations and partners, fuelled by the power of proximity. Here, ideas flow freely and theories are rapidly applied in practice. We’ve done a lot already. We have built a 23-acre site complete with research facilities, offices, laboratories, cafés, accommodation, startup incubators, and spaces where companies can grow and scale up. We’ve run programmes with and for the local community, teaching new skills and building new ventures.

View a virtual tour of South Kensington here.

The campus today is just the start of fulfilling our vision: to be the place where great ideas grow.

Future enhancement plans can be viewed here.

View a virtual tour of White City here.




DIVERSITY AND INCLUSION As a leading institution in the heart of London, Imperial College proudly upholds a longstanding commitment to equality, diversity and inclusion. Valuing the diversity of our community is one of the four cornerstones of our recent strategy and we further inclusion and equality through numerous formal and informal practices across our institution.

Why embracing equality, diversity and inclusion matters: In order to ask the right questions and come up with the useful answers we need to harness the best minds across the broadest perspectives. Our community therefore needs to be diverse, inclusive and based on equality. Embracing equality, diversity and inclusion is not simply a matter of complying with the law, though clearly we are bound by its provisions. Nor is it simply a matter of social justice, though as a public institution it is absolutely right that we should strive to be representative of the society we serve. Nor is it an alternative to traditional notions of excellence. Rather, our commitment to equality, diversity and inclusion recognises the fact that excellence comes in many forms. If Imperial is to thrive in a world that has never been

Our aim is to embed equality, diversity, and inclusion into all of our work at Imperial. We take pride in our declared mission “to achieve enduring excellence in research and education in science, engineering, medicine and business for the benefit of society.”This reflects our civic role as a repository for knowledge and culture, as an institution that fosters independent and critical reflection, and as an agent of positive societal change. As a university, we are defined by our community of staff and students. Therefore, we will only succeed in our mission by cultivating an environment that respects, supports and celebrates all the people who come to Imperial, enabling them to enrich the world and their own lives through work and study.

positive member of our community. • Set priorities for the leadership behaviours that are important to our staff. • Build a culture where positive behaviour is recognised and rewarded, and poor conduct is addressed. • Support our community to develop the confidence and skills to demonstrate our values effectively. • Provide a platform from which to improve our working practices and culture continuously.

more diverse and interdependent, and to play its full part in advancing social progress and mobility through research, teaching, clinical practice,entrepreneurship,outreachandpublic engagement, we must become more cognisant of the benefits that will flow from moving equality, diversity and inclusion to the heart of our institution. Developing our Values Imperial is committed to creating a positive and inclusive culture for all staff and students. Through the embedding of our Values, we will: • Create clarity and consistency about the standards of behaviour we expect from all members of our community. • Raise awareness of what it means to be a developing-our-values/


Purpose of the Post

The post holder will join the Estates Operations Maintenance Section. He/she will be expected to work across all the campuses in ensuring the successful execution and delivery of the contracted hard maintenance services to support the Academic, Research, Teaching and Administrative functions. The role is to ensure that planned and reactive service delivery aligns with the contractual agreement, best practice health & safety standards to meet the clients expectations.

Job Title:

Maintenance Contracts Manager


Estate Operations / Maintenance

Campus location: Job Family/Level: Responsible to: Line Management responsibility for:

South Kensington

Professional Services Level 5

Key Responsibilities

Head of Maintenance

Responsible for the management of the Estates Planned Maintenance / Contracted Services and in- house team

• Manage and develop the Planned, Reactive and Contracted Maintenance Services. • Manage the interface between the Contracted Maintenance Services, the in-house teams / managers and customer service centre (CSC). • Manage specialist contracts and agreements in relation to the supply of materials and parts ensuring that items are purchased in accord- ance with College financial rules and the College obtains good value for money. • To manage all testing and auditing regimes relating to health and safety legislation, stat- utory system, external regulatory bodies such as GxP and within Home Office compliance. • Encourage proactive liaison and support to maintenance & building managers and projects team to ensure all contracted main- tenance services deal with local issues and priorities promptly and effectively. • Manage the estates asset register in relation to contracted maintenance ensuring that con- tractors regularly update the register to take account of new assets and assets that have been removed. • Analyses KPI and SLA performance and deliver to target; identifies areas for improvement and drives improvement initiatives through man- agement and delivery teams • Leads, motivates, supports and develops a team, ensuring that all people management processes are adhered to, and a culture of performance management and continuous

improvement is prevalent • Manage Operational issues, escalations and resolutions with and between all stakehold- ers, this will be required to be part of the out of hours cover on an ad hoc basis. • Manage 3 monthly reviews of the planned maintenance system with the in house main- tenance management and update the sched- ule accordingly. • Provide regular reports to the Head of Main- tenance on the performance of contracted services. • Prepare and control budgets for direct area of responsibilities to achieve agreed financial targets. • Any other duties which may arise commensu- rate with the grade of the post as directed by Head of Maintenance. • To manage and lead a team of Maintenance technicians carrying out Planned and Reactive maintenance duties to Mechanical, Electrical and Building Fabric assets. • To assist and enhance service delivery through best practice and effective use of Planon (CAFM) systems, equipment, and processes • To develop and review Risk Assessments and Method Statements for works • To provide support and advice to other mem- bers of the Maintenance teams and customers • To undertake any necessary training and/or development

Key Working Relationships (internal): Key Working Relationships (external):

Academic staff, Technical staff Research staff, Students, Support staff

External maintenance service provider, suppliers, consultants, and contractors

Contract type:

Permanent – full time


Education Essential:

Other Requirements: Essential:

Desirable: • Knowledge of how to interpret HVAC SFG20 maintenance job plans • Knowledge of Planon Facilities Management software. Skills & Abilities: Essential: • Excellent spoken and written communication skills, with the ability to communicate with many different stakeholders, draft reports and attend meetings. • An understanding of the need for excellent customer service and an ability to develop and maintain good working relationships with key staff, and external contacts. • Good analytical skills and a proactive approach to problem-solving often under pressure. • Confident user of computer software packages at intermediate level, including Microsoft Office products, including PowerPoint, Outlook and Power BI • Proven leadership and organisational skills, enthusiasm and achievements in positively influence delivery teams and customers • Proven ability to work collaboratively, contributing to team events and make a major contribution to the technical excellence and successful performance of the Estates Operations function • Have a proven ability to work within a busy multi-tasking team with a flexible approach to daily work. • Excellent time management skills; the ability to plan and juggle a number of tasks and meet deadlines under pressure with strong diplomatic skills • Numerate and able to monitor a budget in line with College Financial Regulations

• A recognised professional qualification held in either an engineering, building services field or contract management. Experience Essential: • A proven track record with minimum of 10 years managerial experience in the management of facilities/buildings services maintenance contract. • Experience of achieving quality and value for money in managing facilities • Experience in the preparation and presentation of reports. • Experienced in Statutory & Mandatory Compliance Maintenance Records / Certification • Proven experience as Contracts Manager • Promote and adhere to the College Values and Behaviours Desirable: • Experience of working within a science, medical, higher education or critical environment such as data centre / banking • Knowledge of CIOB, MTC and JTC forms of contract, included experience of supporting contract costing against assets and SFG20 • IOSH Working / Managing Safely, Safe system of Work Procedure – PTW; RAMS etc • Able to work to tight deadlines, managing and prioritising time effectively. Knowledge Essential:

• A level of fitness that enables the post holder to carry out all the manual duties and work at heights and in confined spaces

Please note that job descriptions cannot be exhaustive, and the post-holder may be required to undertake other duties, which are broadly in line with the above key responsibilities. Imperial College is committed to equality of opportunity and to eliminating discrimination. All employees are expected to follow the Imperial Values & Behaviours framework. Our values are: • Respect • Collaboration • Excellence • Integrity • Innovation Employees are also required to comply with all College policies and regulations paying special attention to: Confidentiality, Conflict of Interest, Data Protection, Equal Opportunities, Financial

Regulations, Health and Safety, Information Technology, Smoking Private Engagements and Register of Interests. They must also undertake specific training and assume responsibility for safety relevant to specific roles, as set out on Imperial Website Health and Safety Structure and Responsibilities page. We are committed to equality of opportunity, to eliminating discrimination and to creating an inclusive working

environment for all. We therefore encourage candidates to apply

irrespective of age, disability, marriage or civil partnership status, pregnancy or maternity, race, religion and belief, gender reassignment, sex, or sexual orientation. We are an Athena SWAN Silver Award winner, a Disability Confident Leader and a Stonewall Diversity Champion.


To arrange a briefing discussion please contact our retained advisors of MRG:

Matthew Giles 07530 680 159

Applications should consist of a CV and a Covering Letter and should be sent to

The closing date for applications is Thursday, 4th of April 2024.

ImperialCollegeLondonvaluesdiversity,andiscommittedtoensuringequalityofopportunity.Theuniversitywelcomes expressions of interest and applications from candidates from all communities and a diversity of backgrounds.

We are committed to ensuring everyone can access our website and application processes. This includes people with sight loss, hearing, mobility and cognitive impairments. Should you require access to these documents in alternative formats, please contact

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