Contract Manager Candidate Information Pack
Contents
Background University of the Arts London (www.arts.ac.uk) is a hotbed of creativity, innovation and invention across the knowledge economy. It draws together six Colleges with international reputations in art, design, fashion, communication and performing arts. The University has a world-class reputation and is made up of 6 equally renowned Colleges, Camberwell College of Arts, Central Saint Martins, Chelsea College of Arts, London College of Communication, London College of Fashion and Wimbledon College of Arts. UAL is home to a diverse body of 18,000 students from 130 countries. We are proud of our international student and staff community and we are committed to ensuring that the University offers an inclusive and supportive environment for everyone.
Background
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UAL Estates Strategy
Job Description
Person Specification
The Recruitment Process
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Credit: Tony Lall Chopra
University of Arts London UAL offers an extensive range of courses in art, design, fashion, communication
Half the Turner Prize nominees and both winners in 2016 and 2017 were UAL alumni. UAL has produced over half of all Turner Prize winners since its inception in 1984. 36 of the 77 Royal Academicians are UAL alumni, serving or former staff. Over two thirds of the winners of British Designer of the Year are UAL alumni. UAL alumni have taken home the award for the past 3 years running (2015-2017). 14% (20) of the current Royal Designers for Industry are UAL alumni. Over half of the fashion designers that showed at London Fashion Week 2018 are UAL alumni.
and performing arts and is Europe’s largest specialist university for art and design. Our graduates go on to work in and shape the creative industries worldwide. We have launched the careers of many creative and cultural leaders:
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Credit: Tony Lall Chopra
UAL Estates Strategy
The University aims to be a place that will challenge, inspire, surprise and stimulate, to be recognised as one of the foremost institutions in the world for learning, practice, research and development in arts, design and communication, and to provide a learning environment in which originality is recognised, difference is respected, and excellence is pursued.
UAL has an incredibly diverse estate spanning Central and Greater London and includes a broad range of property types encompassing academic, teaching, research, commercial, social, hospitality, residential and public realm spaces. The property portfolio is made up of 16 academic sites and 13 student residences hubs with buildings ranging from listed historic buildings to new state of the art facilities. This dynamic and diverse mix in one the world’s leading cities gives an exciting and challenging proposition to the UAL Estates department. The Estates department is currently undertaking an unprecedented estate transformation programme. Following the success of UAL’s relocation of Central Saint Martins as the centrepiece of the King’s Cross regeneration scheme, we are proposing over the next 5-7 years to replace over half of the academic estate with some major developments including two buildings in Stratford and Elephant and Castle totalling circa 70,000 sq m. We will increase our portfolio of owned halls of residences by the addition of at least two halls totalling circa 800 beds and continue to maintain and adapt the remainder of the 170,000 sq m estate to meet the needs of the University for decades to come.
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Primary interventions up to and beyond 2025 will be:
• The creation of new facilities for London College of Communication, London College of Fashion, Camberwell College of Arts, and University Services; parts of Chelsea College of Art will also be upgraded. • A new Students Residence hall has now been delivered at Camberwell College of Arts and opportunities to build further UAL owned or part owned Halls of Residences are being explored, particularly local to academic premises where viable. Means of shortening tenures and providing lower rental accommodation for students will be pursued and the Pastoral and Social Programme activities in residences will be a core part of service delivery. • The creation of a sustainable estate will enable the University to position itself as an influencer in this area for decades to come. The design of new premises will incorporate low energy sustainable operational concepts. • The Facilities Management Services to the Colleges and University Services are tailored to suit the evolving development and rationalisation of the estate. The Services Team maintains the estate ensuring compliance with safety standards. Maintenance is proportionate to the condition and predicted tenure of each building. • In operating, maintaining, rationalising and developing the estate the Student Experience and working environments for staff are of paramount importance. Through effective engagement with end users their needs and priorities are embedded in the strategy. • New facilities will be future proofed for the digital world and appropriate for multi- functional usage for multiple stakeholders. Through research and innovation UAL will strive for world class sustainable facilities.
Central Saint Martins ER
Key to locations Central Saint Martins KX – Kings Cross ER – Elthorne Road BH – Back Hill London College of Fashion JPS – John Prince’s Street
Sketch House
Cordwainers Court
LG – Lime Grove GL – Golden Lane CR – Curtain Road MS – Mare Street UAL
Central Saint Martins KX
London College of Fashion MS
Will Wyatt Court
Hoxton
Central Saint Martins BH
London College of Fashion CR
LCF 03 London College of Fashion GL
Costume Store
AS – Accommodation Services Office CO – High Holborn/Central Offices
UAL AS
London College of Fashion JPS
UAL CO
Don Gratton House
Key to tube lines
London College of Fashion LG
Jubilee Northern Bakerloo Central Circle District Hammersmith Metropolitan Victoria Piccadilly London Overground Waterloo & City DLR First Capital Tramlink
London College of Communication
Chelsea College of Arts
Highline Building
Bernard Myers House
Camberwell College of Arts
Brooke Hall
The Glassyard Building
Camberwell Campus
Furzedown Student Village
Wimbledon College of Arts
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Job Description (1)
• To establishing service partner risk control standards relating to both Hard and Soft FM. • To assist the Risk and Compliance Manager in ensuring that service partner processes and procedures are established for all statutory compliance and maintenance works and corresponding records kept up to date and available for audit inspections. • To be responsible for ensuring that the service partner business continuity and emergency plans are aligned with UAL business continuity and resilience plans. • To liaise with key stakeholders to ensure their key deliverables and expectations as defined in the service specifications are being met i.e., Health & Safety team, Sustainability team, Accommodation team and Projects team. • To work with our service partners to promote a culture of collaboration and delivery of a truly customer focussed hard and soft FM service provision to the university. Such as: Cleaning, Security, pest control, PPM, Statutory Compliance and reactive maintenance of building services. • Working in collaboration with the Contract Administrator to be responsible for monitoring FM service performance against established SLA’s and KPI’s. • To develop robust communication channels between FMs and the service partners to promote a ‘One Team’ approach and a positive customer service culture. • Working in collaboration with the Hard of Campus Services and Head of Hard FM in the identification and development of FM service procedures and standards that will underpin new ways of working and operational activities. This includes recognition that the estate will be evolving with new premises taking over from some of the current premises. The first change being London College of Fashion moving from current 6 premises to a single site in the Olympic Park in 2023. • To assist in the ongoing development of internal processes and procedures which will enable a professional Estates Helpdesk service that is empowered to be responsive to customer enquiries and finding resolution. • To liaise with the contract administrator to ensure that billing for additional works and monthly core invoicing is in the correct format and accurate. • To keep such documentation and briefing notes and if time permits to provide a personal hand over to a future full time member of staff at the end of this commission.
Job title: Contract Manager Accountable to: Associate Director of Estates Contract length: 6 months fixed term Hours per week: 40 hrs Weeks per year: 52 Who are we? Who we are
The Estates Department is responsible for the logistical operations management and the delivery of building services to the University’s 14 academic sites and includes facilities management, catering and commercial services, sustainability and energy management, estate management, project management, and property development. It also works with the team managing 3 Halls of residence. Purpose of Role Reporting into the Associate Director of Estates. The Contract Manager will be responsible for managing the performance of our contracted service partners in the delivery of a customer focused FM service from mobilisation transition to Business as Usual. To build collaborative relationships and common understanding with key stakeholders to ensure that the FM service provision reflects that contracted between parties and that it meets College and Estates business requirements. The post holder will ensure a seamless service by proactively assessing and identifying business and stakeholder requirements. To be the champion of change and drive a culture of continuous improvement and the implementation of FM service strategies that promote a secure and well maintained environment for staff, students and visitors.
Duties and Responsibilities
• To deliver the FM Services strategy for Soft and Hard Services from OCS and CBRE To project manage the transition of our service partners from mobilisation through to BAU maintaining oversight of progress against set milestones, identifying and managing operational risks and providing monthly reports to the Associate Director of Estates and other senior Estates staff. • To manage services scope changes that may emerge in initial stages as the new providers establish any gaps in previous FM provider services and issues relating to condition of assets.
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Job Description (2)
Key Working Relationships • Estates Department Senior Management
• Estates Projects Team • Accommodation Team
Other Duties • Interaction with other departments by sharing good practise and providing advice as necessary in a professional capacity. • To undertake other duties within the scope of the facilities function as requested by the Associate Director of Estates. As a senior member of the University the following applies: • You will be expected to work such hours as are reasonably necessary to fulfil the duties and responsibilities of the role. • You may be required to travel to all sites as necessary. Data Protection and quality data General • To perform such duties consistent with your role as from time to time may be assigned to you anywhere within the University. • To undertake health and safety duties and responsibilities appropriate to the role. • To work in accordance with the University’s Equal Opportunities Policy and the Staff Charter, promoting equality and diversity in your work. • To personally contribute towards reducing the University’s impact on the environment and support actions associated with the UAL Sustainability Manifesto (2016 – 2022). • To make full use of all information and communication technologies in adherence to data protection policies to meet the requirements of the role and to promote organisational effectiveness. • To conduct all financial matters associated with the role accordance to the University’s policies and procedures, as laid down in the Financial Regulations.
• External Contractors and Service Partners • College Academic, Technical Support teams • UAL Health & Safety team • College Programme Managers • College Executive Team • Students Union
Specific Management Responsibilities Budgets: FM Budget
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Person Specification
Leadership and Management • Excellent management and leadership skills. • Customer focused approach to service delivery. • Ability to motivate, lead and develop service teams.
Specialist Knowledge/Qualifications • Senior Management qualification or relevant qualification in Facilities Management. • Member of an appropriate professional body. • Prince2 or similar project management qualification. • IOSH/Nebosh Managing safely. • Excellent general knowledge of Facilities Management administration, building fabric, mechanical & engineering. Relevant Experience • Senior Facilities management experience including organisational planning and lead delivery of FM services and teams across a multi-site estate. • Financial Experience in managing an FM budget. • Experience of leading on stakeholder engagement and building relationships. • Operational management and administration of 3rd party service partner delivery. • An understanding of the challenges in a Higher Education environment. • Experience of operational planning, exercising and delivery of emergency management and business continuity. Communication Skills • Strong and effective communicator with experience building strong and effective networks to influence and operate at all levels through the organisation from Executive to front line service areas. • Communicates effectively orally and in writing adapting the message for a diverse audience in an inclusive and accessible way. • Ability to analyse and present complex data. • Experienced in writing business cases.
Professional Practice • Membership of a recognised professional body i.e., Institute of Facilities Management. Planning and Managing Resources • Ability to manage priorities with strong organisational and administrative skill.
Teamwork • Ability to work as part of team.
Creativity, Innovation and Problem Solving • Ability to make decisions and find solutions using own initiative within the constraints of given policies and procedures.
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The Recruitment Process
For a confidential conversation please contact our advisor Michael Hewlett (michael.hewlett@mrgpeople.co.uk) at MRG on 0203 962 9900 or 07972579938.
Applications should consist of a comprehensive CV (of not more than 4 pages) and a covering statement (of not more than 2 pages).
Applications should be sent to michael.hewlett@mrgpeople.co.uk
The closing date for applications is Sunday 23rd February 2022.
The Management Recruitment Group
51 Eastcheap, Billingsgate, London EC3M 1JP Tel: 020 3962 9900 www.mrgpeople.co.uk
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