Associate Director of Compliance and Operations Candidate Information Pack
Introduction
Kingston University is a leading London University with circa 20,000 students and 2,000 staff based across 4 teaching campuses in and around Kingston upon Thames. With 4 successful faculties across a broad range of subjects and annual income of circa £220m the University is continually developing and improving its estates and facilities provision to support high-quality teaching, research and student experience. The Estates and Sustainability directorate 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, operational sustainability, energy management and biodiversity management as well as statutory compliance and operation of the campuses and premises used by the university. It provides direction for the operation, facilities maintenance, and management of the estate by KUSCO (Kingston University Service Company) - a wholly owned subsidiary of the University. Reporting to the Director of Estates and Sustainability, the Associate Director for Compliance and Operations provides University
leadership in the compliance and operation across all aspects of the University’s physical estate including: • management of the KUSCO contract in the delivery of excellent maintenance and engineering activities across the campus – including technical leadership. • leadership of compliance related to energy management, operational sustainability, biodiversity, fire protection, asbestos, and accessibility. • oversight of the utilities budget through working with the Energy Manager • manage property matters with internal colleagues and external agents regarding property matters including leases, rents and rates, insurances etc. We are seeking an individual with experience in an estates leadership role with oversight of strategy and delivery of estates infrastructure management and operations. You will have specific track record in leading the development and execution of estates compliance strategies resulting in performance improvement and assurance to statutory and best practice standards.
20,853 Students in total
1,903 Members of staff
£39.5m Spent on maintenance and running of University estate
4 Campuses in and around Kingston upon Thames.
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 learning 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 flexible 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/ aboutkingstonuniversity/howtheuniversityworks/ universityplan/ https://www.kingston.ac.uk/ aboutkingstonuniversity/campus-development/ https://www.kingston.ac.uk/ aboutkingstonuniversity/location/
Estates Organogram
Director of Estates and Sustainability
KUSCO Managing Director
Office Manager/PA
Estates Project Coordinator
Associate Director of Capital Projects Programme and project delivery and coordination
Associate Director of Compliance and Operations Operations compliance
Business and Commercial Manager Estate development, financials, commercials and process management
Space, Systems and Data Manager Space, records, systems, signage
Capital Projects Manager Project delivery and delivery process management
Strategic Operational Lead for Sustainability
Biodiversity and Landscape Manager
Records and Systems Consultant
Programme Cost Management (Consultants) Residences Project Client Reps (Consultants)
Programme Cost Management (Consultants)
Energy Manager
Senior Project Managers
Project Managers
KU Finance Coordination
Sustainability Officer
Project Manager
Operations Coordinator
KUSCO Project Coordinator
KUSCO Liaison and Direction – Building Services, Compliance, Operations, Security, Planon and Estate Management Statistics
Development and Delivery Partners: Royal Borough of Kingston upon Thames, KUSCO, I&TS, Brand and Communications, External Affairs, Faculties, Directorates, Framework Consultants, Legal Advisors, Developers, Utility Companies
Dec 2023
The Role
• Lead and deliver statutory compliance related to energy management, operational sustainability, biodiversity, fire protection, asbestos, and accessibility, including the development and monitoring of policy and process in these areas, and the delivery of services including inspections and improvement plans. • Lead the University’s responsibility for management of the health, safety and compliance aspects of the residential estate in locations partially manged by third parties (Kingston Student Living and GH Clayhill Ltd), including legionella management, etc. and leading asbestos compliance, fire safety and MEP services renewal works etc. at Clayhill. • Lead inspection and deliver improvement of University premises to ensure compliance with the physical aspects of the Equality Act and the aim to make our physical estate more inclusive for all. • Lead coordination of Estates and Sustainability, ITS and KUSCO operations (including projects), to minimise potential conflicts or duplications of effort. • Manage the budgets and deliver several compliance related programmes of work each year including the Minor Works, Carbon Management, Fire Risk assessment, Asbestos Management and Access Audit programmes. • Oversee the Utilities budget working closely with the Energy Manager to forecast budget and report expenditure on gas, electricity and water across all university premises. • Provide strategic technical leadership to develop of engineering technical standards for KUSCO and Estate and Sustainability projects. Provide technical review and checks of projects from a compliance and operations perspective as part of the existing project management approach. • Direct KUSCO in the management of operational security at the University (policy
and process, access control/cctv/locks & keys). • Manage property matters with internal colleagues and external agents regarding property matters including leases, rents and rates, insurances, mobile phone mast licences etc. • Manage the budget for rents, service charges, rates and property hire costs. • Be accountable for the estate property database (Terrier), ensuring it is updated by the Estate Records and Systems Manager with all relevant property records. Strategic Context and Role Drivers The University continues to drive its strategic goals to enhance its academic endeavour, achieve financial sustainability and continually improve its performance. The physical built environment in which the University operates is crucial to its culture, identity, cohesion, and reputation and provides a cornerstone for academic success. Kingston recognises the ongoing need to ensure there is a safe, compliant, and effective environment. Further, the University recognises both social and regulatory responsibilities to develop its estate through a sustainable, environmentally sensitive, and compliant approach which recognises the evolving estate needs of teaching, learning, research and working. It is this environment which provides the physical representation of Kingston University’s strategic vision and values. This role leads critical work to ensure the statutory compliance of the estate and operational sustainability activity, driving delivery of identified improvements to the physical infrastructure and directing high quality support to strive for full compliance with required legal, regulatory, and best practice standards across the university environment.
Role Profile: Associate Director for Compliance and Operations Reports to: Director of Estate and Sustainability Purpose of the Role The Estates and Sustainability directorate 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, operational sustainability, energy management and biodiversity management as well as statutory compliance and operation of the campuses and premises used by the university. It provides direction for the operation, facilities maintenance, and management of the estate by KUSCO (Kingston University Service Company) - a wholly owned subsidiary of the University. The Associate Director for Compliance and Operations provides University leadership in the following key areas. This role will: • Lead compliance and operation across all aspects of the University’s physical estate ensuring safe, compliant, and inclusive buildings and campus environments. Lead and deliver improvement works to buildings and physical infrastructure in support of the University’s overall strategy and carbon reduction objectives. • Lead compliance with estate related statutory obligations including operational sustainability and environmental policies and regulations. • Lead management of the KUSCO contract for which this role fulfils the obligations of the Authorised Officer (AO) on behalf of the University (this is done in collaboration with the Director of Estates and Sustainability and the Finance Director). Lead development of effective benchmarking of costs for engineering and maintenance activities delivered by KUSCO.
This role provides strategic direction to KUSCO via the Ai role, on matters of maintenance, compliance and day to day operations, being responsible for all aspects of the University’s physical estate and infrastructure. It will continuously seek better ways of operating, simplifying processes and procedures, whilst working to ensure compliance, to improve effectiveness. Working closely with the Strategic Operational Lead for Sustainability, the role also keeps informed of environmental compliance and developments in the relevant policy and regulations in these areas. In addition, the role directs the management of the operational aspects of University site security from a regulatory and strategic perspective (the delivery of which is via KUSCO). The success of this role will be evidenced by delivery against agreed Estate compliance and operational targets in line with objectives set by the Director of Estate and Sustainability. Accountabilities 1. In support of the Director of Estate and Sustainability, lead compliance across all aspects of the University’s physical estate ensuring safe, compliant, and inclusive buildings and campus environments. Leading and ensuring delivery of the operational aspects of campus operations are in line with the University’s mission, values, and wider strategic direction. This will require working with the University
community to ensure the strategy is effectively embedded and operationalised. 2. To lead the Estates & Sustainability and KUSCO function to create an exceptional compliance culture, providing quality advice to staff and managers to meet customer needs and manage estate statutory compliance. 3. To lead, motivate and manage the performance of compliance and operations for the physical estate, ensuring team members have clear objectives, responsibility, and accountability to deliver to the highest professional standards to help achieve the university’s vision and overall objective. 4. To carry out the KUSCO Authorised Office (AO) role. Attend and proactively lead regular AO meetings interrogating KUSCO progress in line with agreed SLAs and KPIs. Ensure statutory compliance of the university estate is properly addressed by KUSCO, and that the maintenance of the is carried out safely and effectively by KUSCO, providing assurance to the Director of Estates and Sustainability and the COO. Attend KUSCO Board meetings and update the meeting on KUSCO progress in line with agreed SLAs and KPIs. 5. Provide strategic leadership and technical knowledge relating to infrastructure and MEP services and assets to KUSCO and to the Estates and Sustainability team. 6. Set expectations and agree annual budgets for the improvement of the estate and its physical infrastructure as part of the KUSCO
PPM and LTM 7. Ensure that the University is compliant with environmental regulations and agreed targets, and that there are effective applications of processes and policies in these areas, and to collaborate with relevant parties to manage matters of energy and biodiversity about sustainability and environmental impact. Chair meetings of the Environmental Management System task group. 8. To provide expert advice and professional opinion on the full range of estate compliance and operation matters. Procure expert consultant advice where necessary. 9. To lead and be responsible for regular preparation of fire risk assessments for all University premises ensuring compliance with statutory fire safety requirements. Including leading the regular review and update of fire compartmentation information ensuring fire safety strategies are in place for all buildings via regular inspection/review, procuring specialist fire safety advice when appropriate. 10.To be responsible for management of asbestos in Kingston University premises acting as the Duty Holder for the University, ensuring regular management inspection and actively directing work by KUSCO and Estates in compliance with the Control of Asbestos Regulations. 11.To lead collaboration with Estates & Sustainability, KUSCO and Information and Technology Services (ITS) to co-ordinate the
construction and maintenance activity on the University estate, including aligning plans to maximise benefits and minimise negative impact on the University’s operations from planned maintenance and building and IT works. Ensuring logistics and maintaining effective fire compartmentation are planned satisfactorily. 12.To manage property matters with internal colleagues and external agents for all property matters including leases, rents and rates, insurances, mobile phone mast licences etc. 13.To manage the relationship between the University and its Service Company (KUSCO) to deliver an integrated capital/maintenance plan for the University Estate, including acting as the University’s Authorised Office for KUSCO which includes providing direction to KUSCO for the management of the University’s operational security. Role as part of the Estate and Sustainability Directorate As a senior member of the Estates and Sustainability directorate, this role plays a crucial part in contributing towards defining and developing strategies, policies, and decision- making. The role will lead effective compliance and operational planning and delivery, ensuring that this agenda is fully integrated into the management of the university’s property and estates operations.
events to represent Estates. These events are sometimes in the evenings. • Accountability for allocated budgets and resource planning in line with the University’s Financial Regulations. • Agree the division of ownership/responsibility of compliance matters between Kingston University and KUSCO. • Ensure that the University complies with its statutory and other regulatory requirements regarding all operational estates matters with particular emphasis on Energy Management, Operational Sustainability, Biodiversity, Asbestos, Fire and Accessibility. Manage the University’s ‘AccessAble’ registration and annual obligations. Lead the compliance sections of the Estates Risk Register and Business Continuity Plan. • Report annually on statutory compliance to the relevant university committees. • Provide information and advice to managers and staff in the University and in Estates particularly on compliance obligations. • Lead regular service quality visits to all areas of the University Estate, focusing on compliance issues. Ensure outcomes are recorded and recommendations are dealt with. Annual summary reports to be prepared for presentation to the relevant committees. • Work closely with the University’s Head of Health, Safety and Security Strategy, KUSCO staff, and others as necessary to ensure safe management and working systems are in place for contractors. • Carry out formal assessments of building
services designs submitted by external consultants. • Work closely with other Estates and Sustainability and KUSCO Managers to ensure that Estates and KUSCO operations and projects are co-ordinated. • Direct KUSCO to develop more effective infrastructure records and asset information. Direct Reports • Energy Manager • Biodiversity Manager • Operations Coordinator Typical Qualifications, Experience and Registrations Proven history of leading estates and capital development functions, preferably in higher education. • Full Membership of a relevant professional institution (e.g. CIBSE, IMechE., IET.,CIOB) • A degree in a relevant subject or HNC/HND or its equivalent in a relevant subject for a candidate with extensive experience. • Extensive knowledge of regulations and legislation related to Health & Safety, Building Services, Energy Management, Asbestos, Accessibility and Biodiversity. • Awareness and knowledge of the sustainability agenda in the context of a university estate Substantial knowledge and experience of leading, devising and implementing estate strategies at senior level preferably within a
Higher Education context or similar. Significant leadership and management experience working with executive and senior management. Core behaviours Leads Compliance Effectively - Applying knowledge of managing a large and complex estate and to set appropriate standards to ensure statutory compliance. Applies Technical Insight to Achieve Results – Knowledge of managing building services/ infrastructure, building maintenance, and improvement plans and projects to ensure optimum technical solutions and value for money. Resourcefulness – Securing and deploying resources effectively and efficiently. Balances Stakeholders - Anticipating and balancing the needs of multiple stakeholders. Communicates Effectively - Developing and delivering multi-mode communications that convey a clear understanding of the unique needs of different audiences. Collaborates – Building partnerships and working collaboratively with others to meet shared objectives. Cultivates Innovation - Creating new and better ways for the organization to be successful. Decision Quality - Making good and timely decisions that keep the organization moving forward. Ensures Accountability – Holding oneself and others accountable for meeting commitments.
The role holder is expected to work collectively with all Estates and Sustainability colleagues on matters of common interest concerning the estate and operational operations and the delivery of improvements to the physical University environment and infrastructure. Committee Membership Lead and attend key committees commensurate with the status of the role as a member of the Estates and Sustainability leadership team and attend other committees as required as a representative of the Directorate. Role in relation to KUSCO The role is the University’s primary expert advisor for matters relating to the KUSCO Authorised Officer role. It provides information, insight, and analysis to inform senior level decision making, which subsequently feeds into reports to the Chief Operating Officer, the Finance Director and the Estate Committee. General Management Responsibilities Line management duties of the role include but are not limited to the following key responsibilities: • Providing positive leadership, motivation, and direction to the Biodiversity Manger, Energy Manager and Operations Coordinator, ensuing that they lead appropriately on policy and process. Facilitate their development and workload management. • Deputise occasionally for senior colleagues, including attending public meetings and
Why work at Kingston University? Kingston University is a great place to work. Our staff have access to a wide range of benefits.
If you want to add to your qualifications, there is a staff sponsorship scheme helping towards fees for further study at the University. The scheme is open annually, and successful applicants can receive tax-free funding for up to three years. For a subscription to a professional body required for your role we will pay the cost of your
Annual leave, work-life balance and flexible working Annual leave, work-life balance and flexible working
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. Discounts are published and updated in the regular electronic staff bulletin, Discounted services and goods
Staff can benefit from discounted membership rates at the Fitness Centre at Penrhyn 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/thinking-joining.php Supporting personal development 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. Pensions
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
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annual subscription. Season ticket loans Season ticket loans
requests for flexibility. Health and wellbeing Health and wellbeing
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). Employee assistance programme
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 for your journey. Cycling to work 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. Cycling to work
Your health and wellbeing is important to us. We will do our best to enhance your wellbeing 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.
Apply
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 ben.duffill@mrgglobal.com Matthew Giles
T: 020 8892 0115 M: 07530 680 159
matthew.giles@mrgglobal.com Applications should consist of a comprehensive CV and supporting cover letter. Applications should be sent to: matthew.giles@mrgglobal.com ben.duffill@mrgglobal.com
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