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Head of Facilities Services
Application Pack
Head of Facilities Services
Application Pack
Executive Summary The Estate Role Profile Candidate Specification Application Process & Further Information
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Executive Summary City, University of London is a global university committed to academic excellence with a focus on business and the professions and an enviable central London location. The University attracts around 19,500 students (35% postgraduate level) from more than 150 countries and staff from over 75 countries. City has made significant investments in its academic staff, its estate and its infrastructure and continues to work towards realising its vision of being a leading global university: it has recently agreed a new Vision & Strategy 2026. The University has 26 buildings of mainly freehold tenure, amounting to around 113,000 square metres of space, with a diverse estate portfolio ranging from grade-listed buildings to new state-of- the-art facilities. Reporting to the Director of Property & Facilities, the Head of Facilities Services will lead provision of high quality, effective and value for money facilities services, including Security, Portering, Post, Cleaning, Catering, Landscaping and any other activities required to support the university’s operations across the estate. Operating at both a strategic and operational level, the postholder will lead and motivate a large scale in-house team of facilities services professionals as well as significant external contracted services and associated budgets. The successful candidate will possess a proven track record leading facilities services provision across a large-scale, multi-building estate portfolio. You will have experience of leading facilities functions across a broad range of services lines and will be adept at leading an in-house team of facilities services professionals as well as the effective management of outsourced facilities contracts. In this customer focused role it is essential at the postholder has excellent interpersonal, communication and presentation skills and is proactive, resilient and adaptable.
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The Estate
Over the period of the Strategic Plan 2012 to 2016, City invested approximately £150M in staff, information technology, libraries and the estate. The new, breathtaking exterior and entrance to the main campus on Northampton Square now match the refurbished spaces in the basement areas. Developments elsewhere have transformed City and the student and staff experience. The Financial & Investment Plan that underpins the Vision & Strategy 2026 https:// www.city.ac.uk/about/city-information/vision-strategy-2026 sets out an equally exciting programme of investment for the future in new educational and research space for students and staff. Development will focus on our areas of growth in Cass, Law and Arts & Social Sciences but everyone will benefit from the creation of a high quality estate and our visible commitment to the local area. We started building next-generation learning spaces as part of the estate programme from the Strategic Plan 2012 to 2016 to support education and provide space for our increasingly research intensive institution. We will continue to invest in responsive learning environments, characterised by formal and informal learning spaces and collaborative learning in line with the Education & Student Strategy. The highest sustainability standards will underpin our estate development programme. This will build on our achievement of ISO 14001 certification for City’s environmental management system and planning and we will take a range of actions to support our commitment to embedding sustainability across City’s estate activities. City is committed to embeddinag sustainability across its activities to play a leading role in promoting sustainability both locally and globally. The aim is to fulfil this not only by reducing our own carbon emissions and ensuring that our facilities are built to the highest sustainability standards but also through a commitment to behaviour change and education for sustainable development. The estate consists of a diverse range of buildings ranging from Grade II listed to recently completed new or refurbishment projects. There are 26 buildings of mainly freehold tenure, amounting to c 113,000 sq m centred on our main campus in Northampton Square EC1, City Law School at Grays Inn and Cass Business School at Bunhill Row and other premises in the City.
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The Property and Facilities Team delivers a diverse range of services to staff, students and visitors to the University, including:
• Space Management • Facilities Management (including catering, portering and cleaning) • Property Management • Central Timetabling • Capital Projects • Infrastructure Management (including in-house maintenance) • Energy, Environment and Sustainability Management • Business Continuity Management • Security Services
The Department is located in one of our central campus buildings. The Director of Property & Facilities is a member of City’s Executive Committee with overall accountability for the above services, but leading directly on strategic estate and service development, and property transactions.
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Role Profile Post: Department: Grade: Tenure:
Head of FM Services Property & Facilities 8 Permanent Director, Property & Facilities Deputy Facilities Services Manager, Deputy Security Manager
Responsible to: Responsible for:
Main responsibilities of the Job The provision of high quality, effective and value for money facilities services, including Security, Portering, Post, Cleaning, Catering, Landscaping and any other activities required to support the university’s operations across the estate. The post-holder will determine and agree with DPAF an appropriate balance of in-house or externally providers and will coordinate all activity via the PAF Service Desk, involving key stakeholders in the definition of requirements, standards, ongoing evaluation/ performance review and resolution of any issues, striving for continuous improvement where possible. Main duties 1: Scope and provision of Services • Agree with DPAF the scope of services to be delivered and overall objectives • Develop Service Level Agreement(s) in every case for agreement by DPAF and others within the university. Involve users/ stakeholders in establishing what is required and set out resource needs within the overall PAF budget • Determine the most appropriate means of delivery in terms of in-house or external resource • Pro-actively manage the delivery of services, dealing with any performance issues and striving to make improvements where possible • Manage the PAF Service Desk and develop its capability in terms of customer service, management and coordination of services delivery, and provision of management information 2: Management of in-house teams • Agree with DPAF and establish/develop/maintain an appropriate structure for the delivery of services by PAF staff and other resources, within agreed budget(s) 3: Management of external contractors • Procure, mobilise and establish contracts as agreed with DPAF for the provision of designated services • Pro-actively manage contracts including: o Regular contract meetings to discuss progress, performance, stakeholder feedback, commercial matters, resources, and any areas for improvement o Provide regular management information to give a fair picture of how things are going o Involve DPAF at bi-annual high level contract reviews • Be the main point of contact for City stakeholders and contact from outside the university
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4: Compliance and Health & Safety Act as the PAF Safety Liaison Officer (SLO) in line with the University’s Health & Safety Policy • Ensure compliance with all relevant Health and Safety Legislation and audit operations regularly. Ensure that the university undertakes and meets the requirements of all statutory inspections, in line with the scope of this role • Fire Safety Management – responsible for ensuring that the following are in place: o A good working knowledge of building Fire Strategies and regular checks to gain an appreciation of whether they are being complied with (within the remit of this role) o Safety Office Fire Risk Assessment (FRA) support by notifying any unsafe or potentially unsafe situations • Workplace inspections – agree with DPAF and other PAF stakeholders, areas designated as ‘PAF workplaces’ and ensure these are maintained to a high standard of health & safety compliance • Actively promote the raising of Health & Safety standards across project teams and take the lead in identifying improvements and initiatives to achieve this aim. Organise training and awareness within the team and wider department, appropriate to the risks present within the University environment and business. 5: Capital Projects and Long Term Maintenance (LTM) support • Contribute to the development of business cases, project appraisals and option appraisals for new schemes as required by PAF operational or strategic plans or to support funding bids • Engage with PAF Projects and others as necessary to provide stakeholder input from an FM Services perspective, in the formation of schemes and detailed technical requirements. Organise and carry out regular reviews of information and site inspections as necessary to ensure that the completed facilities are fit for purpose and meet with PAF standards and good or best practice • Work with the Head of Infrastructure and others in PAF to input ideas and professional advice in the development of City’s Long Term Maintenance Plan 6: General • Provide timely and meaningful MI to demonstrate how well the work covered by the scope of this role is being carried out, identifying any potential or actual problems and setting out management actions to achieve a resolution • Identify resource requirements and make the business case for them. Carry out recruitment and embed within team management processes • Take overall accountability for budgets to manage the FM Services Team and provide all the services and scope covered by this role. • Contribute to the PAF SMT 3 monthly lookahead and Weekly Works processes, to ensure that FM Services operations are well integrated with other university activities and communicated to all stakeholders and people affected • Provide FM Services advice on behalf of PAF, and keep up to date with legislative change and best practice within the industry. • Contribute to the development of PAF Procedures and ensure they are complied with. Lead the development of standard specifications for use in works projects and maintenance operations. • Be proactive in identifying improvements in both service provision and information. • Be part of the PAF Senior Management Team, providing leadership to your team and wider PAF by example and through contribution to departmental initiatives • Undertake any related additional duties as reasonably required by the Director, Property & Facilities.
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Additional Information • The post holder must at all times carry out their responsibilities with due regard to the University’s Equal Opportunities Statement • The post holder must accept responsibility for ensuring that the policies and procedures relating to Health and Safety in the workplace are adhered to at all times. • The post holder must respect the confidentiality of data stored electronically and by other means in line with the Data Protection Act. • The post holder must carry out their responsibilities with due regard to the non-smoking environment of the University. Sustainable Development The University is committed to a policy of best practice to assist in building a sustainable way of life by taking a positive, solutions-orientated approach. All post holders are encouraged to contribute through their roles to improving the environment, for the University and the wider community. This is promoted via The Forum for the Future – Higher Education Project. Details of policy, information and the staff development supporting the policy on the environment will be promoted through the website and various University communication channels. The above list is not exclusive or exhaustive and the post holder will be required to undertake such duties as may reasonably be expected within the scope and grading of the post. All members of staff are required to be professional, co-operative and flexible in line with the needs of the post, Department, School and the University. Job descriptions should be regularly reviewed and at least prior to the annual appraisal, if applicable or on a regular basis to ensure they are an accurate representation of the post.
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Candidate Specification Head of FM Services Property & Facilities 8 Permanent Director, Property & Facilities Post: Department: Grade: Tenure:
Deputy Facilities Services Manager, Deputy Security Manager Responsible to: Responsible for: Knowledge • BIFM Level 5 FM Qualifications or Degree in relevant discipline (e.g. FM or Business Management) or relevant equivalent work experience • Up to date knowledge of Health & Safety principles and their application, preferably NEBOSH qualified • Diploma in Security Management BTEC Level 5 or equivalent working experience • Knowledge of relevant security legislation such as Data Protection and Freedom of Information and the Security Industry Act Skills • Excellent communication skills with ability to establish and manage good working relationships at all levels with both customers, contractors and staff • Proven management skills including talent management, performance management and contract management • Ability to compile and write clear, concise reports for different audiences • Proven ability to manage conflicting priorities and to work well under pressure • Ability to manage conflict and act with diplomacy • Proven ability to work as part of a team and autonomously • Excellent IT Skills with experience of Microsoft Office and ability to learn new applications • Experience of resource allocation • Highly motivated with strong leadership and management skills • Flexibility of approach • Strong customer focus and objective analysis/response to complaints • Accountability for results with particular attention to ensuring service delivery within given time frames. • Good time management skills, including the ability to coordinate numerous tasks, work to strict deadlines and an ability to work quickly Experience • Demonstrable staff management experience in a similar post • Procurement, mobilisation and ongoing performance management of substantial FM Services contracts • Experience of providing security services and working with counter-terrorism authorities • General property experience including leasehold matters • Proven experience of delivering a first class facilities service in a complex, customer focussed environment • Experience of setting and managing budgets and operational plans • Track record of continuous improvement [ideally within an externally accredited QA system]
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Application process and further information
Application Process For a confidential discussion please contact our advisor Michael Hewlett of The Management Recruitment Group on 0208 892 0115 or michael.hewlett@mrgpeople.co.uk Applications should consist of a cv and covering letter and should be sent to michael.hewlett@mrgpeople.co.uk. Closing date for applications: 24th February 2019 Interviews will take place on: 12th March 2019 City offers an industry leading pension scheme and benefits including a comprehensive package of staff training and development. Further information can be found at https://www.city.ac.uk/about/working-at-city/why-work-at-city/pay-and-benefits Salary and Conditions of Service The salient features of conditions of service for Senior Administrative, Senior Library & Computer Staff are as follows: • Salary will be up to c. £61,618 per annum on Grade 8 of the salary scales for Senior Administrative, Library & Computer Staff. • Annual Leave is 30 days, plus 8 statutory and 4 additional days during the Christmas holiday period. • Automatic entry into the Universities Superannuation Scheme (USS) with the option to opt out. • All offers of appointment are subject to City receiving satisfactory references and medical clearance. • All posts at City are subject to reasonable adjustment under the Equalities Act (2010). • All appointments at City are subject to a probationary period. • The appointment is terminable by three months’ notice on either side. City, University of London is actively working to promote equal opportunity and diversity City confirms its commitment to equal opportunities in all its activities. It is intended that no job applicant or employee will receive less favourable treatment on the grounds of political belief, sex, sexual orientation, disability, marital status, race, nationality, ethnic origin, religion or social class. Selection and promotion criteria are kept under review to ensure that individuals are treated on the basis of the job requirements and on their relevant personal merits; and are not disadvantaged by conditions or requirements which cannot be shown to be justifiable. If you have a disability and are interested in this post, City welcomes your application. For an informal discussion you may wish to contact the Recruitment Team on: Telephone: 020 7040 3085 E-mail: recruit@city.ac.uk
For more information contact:
Michael Hewlett The Management Recruitment Group T: 020 8892 0115 M: 07972 579 938 E: michael.hewlett@mrgpeople.co.uk
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