Contracts and Performance Manager Candidate Information Pack
Introduction The Kingston University Estate Vision Key Kingston Stats Contracts and Performance Manager - The Role Why work at Kingston University Further information and application process Contents
Introduction
Kingston University is a leading London University with circa 16,000 students and 2,000 staff based across 5 teaching campuses in and around Kingston upon Thames. With 4 successful faculties across a broad range of subjects and annual income of circa £200m the University is continually developing and improving its estates and facilities provision to support high-quality teaching, research and student experience. Reporting to the Director of Estates and Sustainability, the Contracts and Performance Manager will have overall responsibility for customer focussed contract performance management across a broad spectrum of estates and facilities management contracts, managing outcomes to ensure the University obtains a fit-for-purpose service as well as value for money. Key aspects of the role include the management of a number of long term contracts for student residential accommodation as well as performance management of maintenance and FM provision by the University’s wholly owned subsidiary company KUSCO. In this crucial role the postholder will be responsible for developing and implementing a contractor performance strategy to ensure value for money and enhanced supplier performance. The successful candidate will have a proven track record in leading the performance management of a broad range of estates and facilities contracts across a large-scale and diverse estate portfolio. You will have excellent negotiation skills with a high degree of commercial acumen and a value-focused disposition, and will be confident at engaging with supply chain at a senior and influential level. Knowledge and understanding of property and asset management related contracts, and experience of working on design, build, finance, operate (PFI, PPP etc) contracts with responsibility for contract performance management would be particularly advantageous.
The Kingston University Estate Vision
At Kingston University we take great pride in the difference we make to the lives of our 16,499 students and the wider community we serve. We are constantly striving to provide excellent services and to continue to make a positive contribution to the economic, social and cultural life of the borough. Over the last 10 years we have achieved a lot by investing in our estate and over the next 10 years we hope to continue to improve and transform our campuses by providing an even better teaching and learning experience, and upgraded facilities for students, staff and the local community. A key aim of the Estate Vision is to create new high-quality buildings that will provide an even better teaching and learn- ing experience across our campuses. Many of our buildings were built between the 1950s and 1970s. Inevitably these buildings are deteriorating, costly to run and aren’t energy efficient. Other UK universities are investing in their campuses which means we also need to invest to maintain our success in a competitive market. These new buildings will be environmentally sustainable and will be flexible so they can adapt to future teaching needs. In the longer term this will enable us to produce a more sustainable community. We also aim to
relocate our teaching facility at Roehampton Vale from Wandsworth into the borough of Kingston. The campus development plan sets out the University’s aspirational long term plans, over the next ten years, to create a world class Civic University at the heart of Kingston, which will enhance the experience for students, staff, visitors and the wider community, and integrate seamlessly with the rest of the borough. We are committed to investing in facilities which provide innovative and flex- ible space, designed to develop student potential and deliver new and collaborative ways of learning, teaching and working. Increasing our status as a distinctive University recognised internationally for excellence and academic success. Our plan is designed to meet the University’s immediate needs while providing a framework for the future, improving the campus environment with stunning new contemporary spaces. Further information can be viewed at: https://www.kingston.ac.uk/aboutkingston- university/howtheuniversityworks/universi- typlan/ https://www.kingston.ac.uk/aboutkingston- university/campus-development/ https://www.kingston.ac.uk/aboutkingston- university/location/
Key Kingston Stats
Top
London University 1
NEON University of the Year Award 2
Winner of the 2017 Guardian University Award for Teaching Excellence
Top 15 in Europe for gender equality of staff and students 3
Kingston community
Gender Split Female:
Country of Origin Home/EU:
Aged 20 and under: 65.4% Over 21: 34.6%
55.3% 44.3%
87.19% 12.81%
Male: Other:
OS:
0.3%
1. Guardian League Table 2019, 2. In 2017, for the second year running, 3. Times Higher Education teaching excellence ranking 2018 4. National Student Survey 2018 5. HESA 2015/16 6. HE-BCI survey 2016/17 7. Kingston upon Thames is the safest boroughs in London (Met Police 2018) 8. By 2022/23 9. Young University Ranking 2018, Times Higher Education
4
Four courses received 100% student satisfaction 4
140 Countries represented on campus
95% of graduates in work or further study six months after of graduating 5
Most successful UK higher education institution for graduate start-up companies 6
Ranked in the top 200 young universities in the world 9
£118.7m being spent on campus development 8
Safest borough in London 7
Students registered in the academic year 2017/8
Ethnic Diversity White:
First Timers First in family to go to University:
Disability No declared disability:
39.4% 28.4% 18.0% 12.8%
86.2%
Asian: Black:
43.9%
Specific learning difference: 6.1% Other disability: 7.7%
Mixed/Other:
Unknown:
1.5%
5
The Role Contracts and Performance Manager
Job Title
Contracts and Performance Manager
Grade
TBA
Faculty/Dept. School/Section Reports to Direct reports
Finance and Infrastructure Estates and Sustainability
Director of Estates and Sustainability
TBA
Date of Job Description
January 2020
Job Purpose Estates exists to support Kingston University’s academic mission and the goals set out in its strategic plan. It leads on strategic planning, capital development, space management, energy management and biodiversity management as well as statutory compliance on which it provides direction for the operation, maintenance and management of the estate by KUSCO - a wholly owned subsidiary of the University. The University has a variety of estate related commercial contacts, including: • A contract to manage all aspects of the student residential provision on two University owned sites – approx. 1200 bedrooms. This contract anticipates financial close in February 2020. • A 25 year PPP/PFI contract for Clayhill (700 bedrooms approx.) • A 25 year lease on 75 Penrhyn Road - a residential building with 89 bedrooms. • A management contract for a small industrial unit that has 9 tenants. • A management contract for a 3 bedroomed house on Penrhyn Road. • An ongoing contract with KUSCO for the provision of maintenance, FM and Front of House services (some of which are provided via further managed contracts, the most significant of which is the catering contract.) There are a number of further contracts which could potentially fall within the scope of this role in terms of providing leadership and guidance. These are currently managed on a day to day basis
by KUSCO. These include: • The catering contract. • The waste contract • The bus contract
The Contracts and Performance Manager will have overall responsibility for customer focussed contract performance management, managing outcomes to ensure the University obtains a fit-for-purpose service as well as value for money. The role would offer strategic support to Es- tates, Finance and Procurement in the development of contract and performance management process through the lifecycle of contract procurement and management. The role would provide direction to the University’s Authorised Officer (AO) on the management of the KUSCO contract and would provide leadership and guidance to ensure that contracts managed by KUSCO on behalf of the University are appropriately managed and reported. This role would be responsible for developing and implementing a contractor performance strategy to ensure value for money and enhanced supplier performance, as well as (in collaboration with KUSCO) for all aspects of the day to day management of commercial contracts on behalf of the University, joining together commer- cial and contractual management into one place. Please note that most day-to-day hard and soft FM and front-of-house functions are carried out by KUSCO (Kingston University Service Company Limited). Although a standalone company in its own right, KUSCO is a wholly owned subsidiary of the University providing hard and soft FM and managing a number of service contracts on behalf of the University. The University provides direction to KUSCO, in terms of setting out what it wants KUSCO to do, and it reviews KUSCO’s performance regularly against SLA’a and KPI’s. The Estates Compliance and Operations Manager fulfils the requirements of the Authorised Officer (AO) role on behalf of the University, provides strategic services technical direction to KUSCO and analyses the company’s performance on behalf of the University, defining the University’s expectations of KUSCO in a number of key areas. Interaction with the AO is an important aspect of this role.
The Role Contracts and Performance Manager
Role & Responsibility EXPERT ADVICE
• Provide advice to ensure that the University correctly manage its major suppliers in line with best practice. Manage the development and delivery of appropriate technical specifications for all future service delivery contracts ensuring they fully cover the services required by Kingston University, taking a leading role in each tender exercise. • Review the existing KUSCO contract and existing Clayhill contract, making recommendations for improvement. • Provide specialist guidance and support and act as a mentor to others. Give advice, guidance and feedback to staff members using own professional knowledge. • Work with Finance and Procurement to ensure that the University • a) considers the commercial implications of proposed leases and estate related contracts • b) ensures that it follows best practice and achieves KPI’s in accordance with agreed SLA’s in its management of large contracts. • Help the University draft / amend contract provisions (with Procurement ) to reflect operational needs on the ground including variations to existing contracts and new contracts • Supporting and guide KUSCO ( who manage performance on some contracts ) SETTING EXPECTATIONS • Leading on specifying contract expectations including setting and managing contract SLA’s and KPI’s to ensure the University obtains fit for purpose service and best value for money from its managed contracts. Identify and influence the adoption of evolving best practices. • Agree budgets to meet the SLA’s for each contracted service to ensure overall service delivery is possible within the approved budgets • Introduce a fit for purpose performance management regime for partners &contractors PERFORMANCE MANAGEMENT • Measure and ensure that contractor performance is in line with the contract. Have overall responsibility for contract and performance management in accordance with agreed budgets and compliance against agreed service levels and key performance indicators • Lead on the management of the Residences Contract following financial close. • With appropriate technical inputs from others in Estates and the University, manage the KUSCO and Clayhill contracts. • Develop and deliver a programme of planned and ad hoc audits of contractor performance, to fully understand current performance levels and plan for future improvements and developments. • Implement continuous improvement and contact innovation to achieve improved quality, value for money
GUIDANCE TO KUSCO • Support KUSCO in financial and contract performance of central contracts ( eg: cleaning, security, landscaping, bus contract ) - ensuring ”in scope” and “out of scope” activities are tracked and correctly validated / added / omitted. ANALYSIS AND REPORTING • Be responsible for analysing Key Performance Indicators results on a monthly basis seeking continual improvement, taking appropriate action and being accountable for the results. • Analyse patterns and trends to inform business strategy. • Analyse data and reports some of which may be complex. • Interpret trends or patterns in data in a comprehensible way. • Carry out qualitative and quantitative variance analysis of contract (inc budget) performance vs prior year and budget Important Working Relationships • Finance Colleagues • Procurement Colleagues • KUSCO • Student Services Estates Behavioural Values Estates operates across all University sites including affiliated and collaborative partner sites and all members of Estates are required to work flexibly across all sites as required to best support delivery. The following behaviours are expected of all Estates team members. • Managing self and personal skills: Being willing and able to assess and apply our own skills, abilities and experience. Being aware of our own behaviour and how it impacts on others. • Delivering excellent service: Providing the best quality service to external and internal clients. • Finding innovative solutions: Working enthusiastically and with creativity to analyse problems and develop innovative and workable solutions. Identifying opportunities for innovation. • Embracing change: Adjusting to unfamiliar situations, demands and changing roles. Seeing change as an opportunity and being receptive to new ideas. • Achieving results: Planning and organising our workloads to ensure that deadlines are met within resource constraints. Consistently meeting objectives and success criteria. All documents must always be filed centrally in accordance with estates document management processes. Estates is a collaborative directorate so electronic filing must be done regularly rather than allowed to accumulate. Personal filing systems are expressly discouraged as they directly inhibit successful collaboration within the directorate.
The Role Contracts and Performance Manager
Experience, Knowledge & Qualifications
Essential / Desirable
Special Requirements: The successful applicant will be an experienced estates and facilities Contracts Manager/ Commercial Manager, possibly in/from a public sector environment, with a proven record of success. A track record of supervising FM type contracts is essential as is a thorough understanding and considerable experience of developing and operating performance based FM services including PPP and PFI. In addition, the applicant will understand the management of LCF (Life Cycle Funding) in the public and private sector. Educated to graduate level D Member of an appropriate professional body e.g RICS, CIBSE, CIOB, CIPS D Extensive experience of hard and soft FM contract management and administration E Extensive experience in leadership of performance management E Budget management experience / financial acumen E Knowledge and understanding of property and asset management related contracts, such as the management of leases. D Skills & Competencies Ability to effectively analyse data and disseminate/ communicate analyses to a variety of audiences and levels E Excellent verbal and written communication skills E Ability to self-motivate and to work independently E
Why work at Kingston University?
Kingston University is a great place to work. Our staff have access to a wide range of benefits. Annual leave, work-life balance and flexible working You will enjoy generous holiday entitlement of 43 days each year. This is made up of 35 days annual leave plus the eight statutory Bank holidays. We have a progressive approach to flexible working and welcome returners to work and requests for flexibility. Health and wellbeing Your health and wellbeing is important to us. We will do our best to enhance your wellbe- ing at work, including actively promote events and initiatives to support you in staying healthy. However, it’s reassuring to know that you will have access to support and advice from our Occupational Health team who will explore ways to help you stay at work or support you in your return to work if you are unwell. The University also offers a generous occupational sick pay scheme.
Staff can benefit from discounted membership rates at the Fitness Centre at Pen- rhyn Road. There’s also the Health Centre, where you can choose from a range of a reasonably priced therapies, ranging from physiotherapy to reflexology. Pensions Staff benefits for the generous local government pension scheme. Further details can be viewed at https://lgpsmember.org/think- ing-joining.php Supporting personal development Our staff are the most important resource we have. We want you to be continual learners and so our performance and development appraisal scheme means every member of staff will have a personal development plan. To help you fulfil your potential, the University provides a range of central training programmes, as well as locally managed development funds. If you want to add to your qualifications, there is a staff sponsorship scheme helping towards fees for further study at the University.
Free software University staff are entitled to free Microsoft software that can be downloaded for use on home computers. The offer includes Microsoft Office and other popular packages. Employee assistance programme Our employee assistance programme provides a wide range of services and support, free of charge, to Kingston University staff and their close family members (living at the same address).
The scheme is open annually, and successful applicants can receive tax-free funding for up to three years. If you’re a member of a professional body, we’ll pay up to £150 toward the costs of your annual subscription. Season ticket loans We know that public transport costs can be high, and so offer season ticket loans (up to £10,000) to help you spread the cost of commuting and let you get the best value The University has teamed up with Cyclescheme Ltd to offer staff the opportunity to obtain a tax free bicycle and safety and security equipment for work. Discounted services and goods To help you make the most of working in Kingston upon Thames, we’ve negotiated numerous discounts with a wide range of companies. Dis- counts are published and updated in the regular electronic staff bulletin, called Insight. for your journey. Cycling to work
Further Information and application process
For a confidential discussion to learn more about the role and opportunity please contact Kingston University’s appointed recruitment partners Ben Duffill and Michael Hewlett of The Management Recruitment Group. Ben Duffill T: 020 8892 0115 M: 07976 125 010 E: ben.duffill@mrgpeople.co.uk Michael Hewlett T: 020 8892 0115 M: 07972 579 938 E: michael.hewlett@mrgpeople.co.uk Applications should consist of a comprehensive CV and supporting cover letter.
Applications should be sent to: ben.duffill@mrgpeople.co.uk
www.mrgpeople.co.uk
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