Director of Estates and Facilities Candidate Information Pack
Introduction from the COO
Estate Development Strategy
How to Apply
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At the University for the Creative Arts, we believe that creativity makes global communities more vibrant, more innovative, more human.
For 160 years, we’ve been passionate advocates for creative education and research. We’re also the UK’s highest-ranked creative specialist university, offering courses in Architecture, Crafts, Fashion, Graphic Design, Illustration, Fine Art, Photography, Film, Media, the Performing Arts and Creative Business.
But we’re a lot more than that, too.
We want to inspire people to use their creativity to drive change, overcome challenges and improve the lives of others. So we’ve designed our university to be an inclusive, dynamic environment, which we hope you will be part of enhancing with your management skills. Our campuses across Surrey and Kent, our Institute for Creative Innovation in Xiamen, China, and our homes within partner organisations such as the Royal School of Needlework and Maidstone Television Studios all have one thing in common: They are places for our students and academics to forge inspiring partnerships, work with purpose and build real solutions to human problems across the globe.
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If you decide to join UCA, you’ll be joining a diverse international community of creative people from every background you can imagine. Surrounded by our talented students, expert academics and technicians, and professional staff, the work you do here will help foster a happy and inspirational environment, where students feel free to create amazing things, and feel safe away from home. Our facts & figures • Number of UK campuses : Four - Canterbury, Epsom, Farnham, Rochester • Estate or size: c. 9.5 ha. • Number of Residential Beds: c.1,000 (c.1,400 from September 2021) • Number of Staff FTE: 68 (Note - Cleaning, Maintenance and Security outsourced) • Annual Recurrent spend: c.£10m • Capital spend: Core c.£6-8m plus ongoing new build projects
Introduction from the COO
Our campuses are the core of what we do and who we are. They are where our talented students produce their innovative work, make meaningful connections personally and professionally, and find their individual style. They are both a hub for learning and a playground for creation – and we’re looking for a new Director of Estates & Facilities to ensure these vital spaces, and our extensive portfolio of halls of residence, are ideally suited to our students’ needs. If you’re happy to travel between our four campuses – two in Surrey and two in Kent – and UCA’s halls of residence, if you have senior level experience in asset management, facilities management and project management, and if you’re interested in helping UCA grow and thrive as an institution as we seek to achieve our long-term objectives, then this job is ideal for you. In recent years, UCA has grown and improved with several major projects – from the opening of our Business School for the Creative Industries at UCA Epsom and the Institute of Creative Industries (ICI) in China to the current construction of new halls of residence at our Farnham campus, which takes its first students in September 2021.
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We’re looking for someone to build on these successes as the university enters the next stage of its strategic plan and consolidates its position as a global authority for creative arts, business and technology. You’re joining at an exciting time where you will be able to lead on refreshing the Estates Strategy that aligns with the University’s global growth strategy. Our strategic goals can be viewed here . You’ll have a base at Farnham with regular travel to our other sites at Canterbury, Epsom and Rochester, and you’ll work closely with members of our Leadership Team – including our Deputy Vice-Chancellor, and Pro-Vice-Chancellor – to deliver improvements across the University through high-profile projects.
If you are an innovative leader with a passion for creating a culture of service excellence, we look forward to hearing from you.
Matt Higgins Chief Operating Officer
Job Title: Director of Estates & Facilities Location: Farnham Hours of Work: As required Grade and salary: Senior Management Team Reports To: Chief Operating Officer
Statement of Job Purpose
The Director of Estates & Facilities is a member of the senior management, contributing to the University’s strategic and corporate planning, with special responsibility for the physical environment and the physical resources strategy, in the context of supporting the University’s teaching, research, residential and other business activities. The role is responsible to the Chief Operating Officer. The Director, like other senior Managers, will have a high degree of freedom of action and personal responsibility and will need to work with and through the relevant bodies within the University’s committee structure. The Director is responsible for managing all aspects of the University’s estate, its related resources and business activities to provide a physical support environment commensurate with the University’s corporate objectives and its mission of delivering excellence in teaching, research and associated commercial activity. The Estates & Facilities Department is a multi-disciplinary Department providing a comprehensive estate planning and management service and a range of facilities support services, to ensure that the land and property assets are capable of supporting the academic and other business of the University, safely and effectively.
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Number of Campuses: 4 [Canterbury, Epsom, Farnham, Rochester] Estate or size: c. 9.5 ha. Number of Residential Beds: c.1,000 (c.1,400 from September 2021) Number of Staff FTE: 68 (Note - Cleaning, Maintenance and Security outsourced) Annual Recurrent spend: c.£10m Capital spend: Core c.£6-8m plus ongoing new build projects
Main Duties and Responsibilities
The post will lead in providing long-term and integrated estates, facilities and property services planning for the University’s campuses and to create the basis for fully exploiting the potential of the University’s physical resources. Participate in the corporate governance of the University through contributing to the work of the Office of the Chief Operating Officer (COO) Group, the University Executive Group (UEG), relevant committees and the governing body. Providing the link from the corporate business planning objectives to the estate planning/ management function and related support services activities, to ensure that the work of the Estates Department is focused on providing appropriate facilities compatible with the delivery of the corporate business plan. Contribute to the University’s strategic planning, with responsibility for the physical environment and the physical resources, through preparation, revision and implementation of the University estate strategy, including liaison with the academic community on the Academic Plan and the Finance Department on the Finance strategy.
Plan, manage, and develop the University’s estate and its related resources and services. Work with academic and professional services community to deliver the facilities and environment to enable the best student experience. Procurement and the efficient management of all works and services related to the operation, maintenance and development of the estate.
To plan and ensure statutory compliance of the estate in accordance with all legislation, directives, H&S, Acts of Parliament and Codes of Practice.
To advise in the formulation of, and be responsible for, the Department’s annual budget and capital investments, to ensure that all operations and development activities are provided at optimum cost effectiveness. • Manage the following services, within approved parameters of cost and service level, at all times seeking best value: • Building operations and maintenance • Engineering services operations and maintenance • Capital development projects (minor works through to strategic developments) Asset Management & Compliance • Grounds operations and maintenance • Procurement and management of utilities (water, gas, electricity, oil) Factoring services including leases, acquisitions, disposals, rating • Cleaning services • Waste disposal • Portering and mail services • Reception • Security services • Space Management including CAFM • Procurement and maintenance of loose furnishings • Car Parking • Catering Services • Operational H&S - Duty Managers, first aid, fire wardens, etc. Environmental & Sustainability
The above is not an exhaustive list and may change from time to time.
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Provision of leadership to all staff in the Estates & Facilities Department, ensuring that the necessary skill and competency levels are in place, developed or acquired. Keep skill mix under review to ensure that that University is able to operate as an informed client in all aspects of its estate and facility management activities, procure in-house or contracted resources as necessary. Responsible for the ongoing development and updates of the estate database to ensure that adequate information is available on matters such as physical condition, legislation compliance, functional suitability and space utilisation etc. Represent the University on estate and estate related matters and in dealings with the Funding Council, Local and National Authorities, business partners, commercial developers and other external organisations. Advise on matters related to physical development taking into account the University’s declared targets and strategic plans and the parameters laid down in local and regional structure plans. Promote efficiency and flexibility in the use of physical resources, improving the academic programme fit, aesthetics and providing for staff and students a more effective teaching and research environment, improved sense of academic community and enhanced quality of University life. Be an active member of the University Emergency Response and Incident Management Procedure (UERIMP) and own the Estates & Facilities Business Continuity Plans. Responsible for the ongoing development and updates of the estate database to ensure that adequate information is available on matters such as physical condition, legislation compliance, functional suitability and space utilisation etc. Represent the University on estate and estate related matters and in dealings with the Funding Council, Local and National Authorities, business partners, commercial developers and other external organisations. Advise on matters related to physical development taking into account the University’s declared targets and strategic plans and the parameters laid down in local and regional structure plans.
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Promote efficiency and flexibility in the use of physical resources, improving the academic programme fit, aesthetics and providing for staff and students a more effective teaching and research environment, improved sense of academic community and enhanced quality of University life. Be an active member of the University Emergency Response and Incident Management Procedure (UERIMP) and own the Estates & Facilities Business Continuity Plans. Success Criteria • To deliver the Estates & Facilities Strategy • To ensure a professionally run Estates & Facilities Department. • To deliver Estates plans (e.g. capital, asset management, operations and facilities, catering and security). • To carry out duties effectively and efficiently with minimum supervision. • To be flexible and use initiative to provide workable solutions. • To deliver on targets as promised. • To collaborate successfully with Schools and Departments. • To manage work within approved financial budgets. The Members of the Senior Management Team are expected to make an enhanced contribution to the School / Department and the University through their internal and external influence; multi-disciplinary working; anticipation of future requirements; consideration and communication of complex ideas; design and delivery of one-off events outside of existing frameworks and acting as a supervisor or mentor or other duties appropriate to the post and its seniority. The University actively encourages staff development and training. You are expected to participate in training and development activities, as necessary, to meet job, institutional and personal development. Training and development are primarily focused on developing you in your present role. However, some part of the long-term training strategy of the University includes identifying personal development needs that will improve your performance and skills as an employee of the University.
The criteria below indicate the Criteria that will be assessed as part of the selection event. Any Criteria that is not highlighted is considered to have already been assessed and met as part of the shortlisting stages. The Estates & Facilities function has a high profile within the University and a strong blend of personal and professional qualities will be essential, particularly the ability to work constructively with a wide range of administrative and academic colleagues in pursuit of the University’s objectives and fulfilment of its plans. In addition, the postholder will be required to communicate with a wide range of individuals and organisations outside the University.
Selection Criteria for the recruitment of Director of Estates & Facilities
• A degree or relevant extensive experience in a related subject: E.g. Facilities Management, Asset Management, Capital planning etc.)
• A chartered professional qualification in a property/built environment related discipline (architecture, building, engineering, facilities management or surveying). • Knowledge and understanding of relevant legislation (e.g. Construction and Facilities Industry, Building Regulations, Health & Safety and Equality Act 2010) in a practical Estates context. • Strength and quality of leadership and the personal skills required to develop and lead an effective and well-motivated, multi-disciplinary, multisite and multi-task estates and facilities team. • A sound understanding of financial aspects of management including the planning and management of large-scale capital expenditure, and with departmental budget management. • Experience of assessing and managing risk effectively to optimising resources to meet current and future business needs. • A proven track record of managing a complex property portfolio, staff, systems and processes in a changing environment. • Sound experience of building and maintaining effective working relationships with a commitment to promoting inclusivity within the department, the university and other stakeholders.
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• Proven ability to be able to contribute constructively to both operational and strategic management.
• Proven ability to nurture/ coach a strong sense of teamwork among managers and colleagues in the Estates team and develop high performing teams. • Resilience, stamina and reliability under pressure, showing the ability to respond appropriately to user demands and expectations. • Ability to work constructively and collaboratively with a wide range of professional services and academic colleagues in pursuit of the University’s objectives and fulfilment of its plans. • Excellent interpersonal and advisory skills coupled with the ability to negotiate at a variety of levels. • Communicate using straight forward, inspiring language that is tailored to the audience, using the most appropriate medium.
• High levels of probity, diplomacy and confidentiality.
• High level strategic planning and organisational skills, including forward planning and forecasting.
• Ability to produce, interpret and analyse internal and external reports.
Estate Development Strategy
The new postholder will be responsible for the delivery and update of the Estate Development Strategy (2018-2028). A number of the key objectives include: • Facilitate the delivery of UCA’s Strategic Plan • Deliver an excellent student education and experience on all campuses • Provide high quality, compliant and fit for purpose facilities on each campus • Contribute to financial and environmental sustainability and resilience The current approach includes a number of milestones including: • Identification of estates needs based on the Strategic Plan 2018-28 and priorities highlighted in stakeholder consultations • Assessing and benchmarking the performance of the existing estate • Gap analysis and identification of key estates issues for the future • Development and appraisal of a range of options and deciding which option would be the best basis for the Strategy bearing in mind cost and feasibility • Setting out the key elements of the Strategy and implementation plan
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Estate Development Strategy
Campus Masterplan Masterplans for each campus were prepared in 2013. They set out proposals for upgrading existing buildings and for development through a series of measures to add value to the attractiveness, educational and functional efficiency of the estate. The masterplans have guided campus investment over the past six years.
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Canterbury: Components of the masterplan include reorganisation and refurbishment together with the construction of a new (FE) block and a pavilion within the existing courtyard. These two developments could provide some 750m2 of new space. The masterplan notes the relatively poor build quality and architectural expression of the residential accommodation block, Ian Dury House, and proposes its redevelopment. It also recognises that the approach to, and first impressions of, the campus are problematic, given the shared access with Canterbury College. Epsom: The masterplan proposes repurposing of academic space, the creation of a new entrance and refurbishment of the Main Building. It also identifies land on campus which could be developed for a number of purposes as an expansion opportunity for academic or residential space of the order of 3,300m2. This is in addition to the Business School Phase 2. Farnham: At this campus, the proposed approach includes the demolition of Main Hall, considered no longer fit for purpose, and the extension of the Student Village with new accommodation (now being implemented). The masterplan also recommends repurposing and reconfiguring academic space, modification to the main entrance, including roof replacement, and improvements to public realm, the courtyard and social hub areas. The modular office building on Car Park A will replace the administrative uses housed in Main Hall.
Rochester: The masterplan for Rochester focuses on fabric upgrades and internal reconfiguration and reorganisation including repurposing academic space with scope for limited additional space through extensions over existing balconies on the ground and first floor.
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How to Apply
To arrange a briefing conversation please contact our advisors Michael Hewlett (email@example.com) or Ben Duffill (firstname.lastname@example.org ) of MRG on 0203 962 9900. Applications should consist of a comprehensive CV and a covering letter. Applications should be sent to email@example.com The closing date for applications is Sunday 30th May 2021. MRG will undertake preliminary interviews with selected candidates during the week commencing Monday 31st May 2021. Selection interviews will take place at UCA w/c 14th June 2021.
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The University is being supported on this recruitment campaign by the search consultancy The Management Recruitment Group (MRG).
51 Eastcheap, Billingsgate, London EC3M 1JP
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