DEFECT MANAGER
CANDIDATE BRIEFING PACK
JANUARY 2023
UNIVERSITY PARTNERSHIPS PROGRAMME
Introduction to University Partnerships Programme
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6
Our Partnerships
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The Student Experience
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The role of Defect Manager
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Job description and person specification
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Benefits of working at UPP
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Further Information and Application Process
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UNIVERSITY PARTNERSHIPS PROGRAMME
Introduction
We are the UK’s leading provider of on-campus residential and academic accommodation infrastructure. We have over 36,000 rooms in operation or under construction through long-term, bespoke partnerships with 15 leading UK universities. With approximately 1000 employees, since 1998 UPP has invested well over £3bn in the UK higher education sector and provided homes to over 400,000 students. Our unique, long-term partnership approach enables our university partners to develop their estates whilst reinvesting in their core services of teaching and research. We design, build, finance and operate (DBFO) new, on-campus residential and academic infrastructure, and complete estate transfers of existing accommodation, for concession periods ranging from 40 years to 125 years. By providing high-quality and affordable accommodation on campus we aim to deliver the very best student experience in partnership with universities.
University of London
Our Vision
To be the leading infrastructure and services partner to UK universities by delivering next-generation campuses. To deliver on this ambitious vision we have developed a strategy focused on preserving and growing the value of our business through partnership, innovation and delivery. 1. Preserve the value of our business through active asset/investment management, maintaining a compliant estate and enhanced proactive marketing 2. Grow the value of our business by expanding our offer and working with leading UK universities 3. Partner more actively with universities through strategic relationship management 4. Innovate to deliver next generation products and services, driven by a new Innovation and Enterprise hub 5. Deliver for our partners by empowering our teams to provide an exemplary service, building the capability of our people, technology and processes, and driving a performance culture through strong leadership
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UNIVERSITY PARTNERSHIPS PROGRAMME
Student Experience
Transforming the Campus Experience
Great space and services with student experience built in.
At UPP we want to reinvent the way students live and learn at university by transforming the campus experience. Our new and clearly defined strategy for growth is based on our overarching mission to develop long- term partnerships, supporting universities in improving the quality of their physical infrastructure and services to students. In aligning the interests of both parties, our unique approach provides security in the delivery of revenues and, in turn, expected returns to investors. Our strategy seeks to protect and grow the value of our existing business, innovate our partnerships, and deliver the very best experiences to our student residents. Our strategy will: • Grow the number of partnerships we have with selected universities • Expand and innovate our next-generation product offer to universities • Enhance our experiential offer for our partners and their students • Empower our teams to deliver by building capability • Transform and optimise our Portfolio through strategic asset management • Drive a proactive and multi-channel approach to business origination • Develop an energetic performance culture with leadership at its heart • Embrace technology in our products and services and to improve our processes • Expand our complementary facilities management strategy
Our partnerships enhance the support and connection we have with the students who make their home with us. We currently manage the needs of more than 35,000 students every term and this means we never stop learning and we share our experience with our partners. We also know that every university is as unique as the thousands of students it serves and this ensures that we are never complacent, and never take a one size fits all view.
Listening, responding, adapting
Students can be demanding, and their needs constantly evolve. Independent qualitative and quantitative research helps us understand the evolving needs of students, and face to face focus groups and regular surveys with our residents enable us to check and adapt our approach quickly. As specialists, the quality of our teams and their in- depth understanding of the unique environment and the people for whom we provide services enables us to support universities, understand their aims and their strategy and together deliver tangible improvements to the student experience. Our design teams work to understand how students want to use space, and how they interact with each other, leading to seemingly small improvements to the specification of a bedroom, or major changes that impact on construction or technology. At UPP we aim to deliver great places to live, with student experience literally built in.
Our Business Units
UPP comprises three business units;
• Asset Management Responsible for the long-term asset management of the Portfolio
• Residential Services Delivering facilities management services to our residences
• Commercial Designing, funding and development of new assets, as well as delivering strategic programmes
Each business unit, and the wider Group, is supported by a range of corporate services
Our University Partners
Imperial College London
1,172 Rooms / FM Services
Lancaster University
4,347 Rooms / Eco-Residences / FM services 2,038 Rooms / Eco-Residences / FM Services
Leeds Beckett University Loughborough University Nottingham Trent University Oxford Brookes University
1,310 Rooms / FM Services
4,402 Rooms / Academic / Retail / FM Services
771 Rooms / FM Services
Plymouth University University of Exeter University of Kent
1,764 Rooms / Academic / FM Services 3,555 Rooms / Academic / FM Services
1,840 Rooms / Eco-Residences / Academic / FM Services
University of Nottingham University of Reading
2,223 Rooms / FM Services
4,971 Rooms / Accommodation Office / FM Services
University of York
1,043 Rooms / FM Services 1,711 Rooms / FM Services
University of London University of Hull Swansea University
1,750 Rooms
2,472 Rooms / FM Services
UNIVERSITY PARTNERSHIPS PROGRAMME
The Role of Defect Manager
Reporting to the Asset Management Director, the Defect Manager will lead on the successful delivery of the defect management from construction completion and into the full operational phase of projects across the UPP portfolio. This will include closing out defects during and after the 12-month defects liability period and subsequently, active progression of latent defects including identification, analysis, management, and resolution. The successful candidate will possess a proven track record of working on the post-construction stages of large-scale construction projects married with a strong technical and commercial understanding of post-construction defect management, aftercare and contractual obligations. A technical understanding of how design & build is administered would be advantageous, as would experience of working on design, build, finance, operate projects. You will have excellent interpersonal and communication skills with a high level of personal and professional credibility, as a key aspect of the role is the capability to work successfully with a diverse range of internal and external stakeholders. The role calls for an individual who is proactive and that would relish the chance to work across a national estate portfolio. This is an exciting time to join a commercially focused, high performing, customer and results oriented organisation that operates with energy, pace and passion – and a to play a key role ensuring that UPP provides high-quality, industry-leading facilities.
• Prepare coherent and clear annual and monthly reports on defect progress and risk management for issue to Asset Management colleagues, UPP Residential Services (URS) colleagues, SPV Boards, Partnership Boards, and other relevant fora. • Attend site to undertake detailed technical analysis of defects (using specialist external resource where required) to inform UPP’s response on defect claims. • Produce regular reports for the Head of Technical Asset Management and Asset Management Director with regards all matters related to defect management, H&S, sustainability, compliance, building specification, warranties and guarantees, risk management and quality and contractor performance. Stakeholder Management • Manage the relationship with the University, Students and URS site teams in relation to defect identification, management and resolution including communication and coordination of contractors. • Manage the Employer’s Agent and Clerk of Works on defects, as required. • Liaise with the Building Contractor to resolve defects as required. • Liaise with the Technical Asset Management team, URS team and other UPP colleagues to resolve defects as required. • Liaise with the SPV’s representatives (as required). • Represent UPP on site in all matters relating to defects on the projects.
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UNIVERSITY PARTNERSHIPS PROGRAMME
Job Description
Job Title
Defect Manager
Reports To
Asset Management Director
Location
London Office/ Flexible on location given national remit
Job Purpose
The post holder will lead on the successful delivery of the defect management from construction completion and into the full operational phase of projects, representing the Special Purpose Vehicles (SPVs’) interests in these matters. This will include closing out defects during and after the 12-month defects liability period and subsequently, proactive progression of latent defects including identification, analysis, management, and resolution.
Role & Responsibilities
Additional Responsibilities
Defect Process and Delivery Management • Develop and maintain a robust process for managing defects across UPP’s portfolio. This includes (where required) proactive assessments at least 12 months from the expiry of the 12-year contractual limitation period to enable timely resolution of defects. • Maintain a schedule of key information relating to defect management including a schedule of practical completion dates from which 12-year contractual limitation periods are determined. • Organise and manage surveys and inspections as required (including specialist or intrusive investigations) to ensure clear and accurate technical detail is provided such that defects are identified, categorised, notified and remediated before the 12-year contractual limitation period expiry. • Manage the process for the identification, monitoring or tracking, and resolution of defects. This includes organising resource to closely manage defect remediation programmes. • Demonstrate and apply strong contractual knowledge and understanding on construction matters including defect identification, notification and resolution or remediation. • Liaise with colleagues in the legal and commercial teams to prepare well-articulated, contractually compliant notification and correspondence for issue to or in response of correspondence received from Building Contractors as required in relation to defect resolution or remediation. • Liaise with legal advisers to obtain advice on defect notification and remediation including entering standstill agreements or settlement agreements (where required). • Oversee the production, review, and control of necessary documentation including post- construction documentation (O&M’s, warranties, asset register, drawings etc) relating to defect remediation. Defect Data Analysis and Reporting • Work closely with the administrator to ensure that the defect tracker is always up to date with robust information on defect identification, analysis, management, and resolution. • Regularly undertake trend analysis and produce an annual report which provides insights into defect categories observed by building archetype and /or building element across the portfolio to inform lessons learnt on design, product choice and construction methods.
Defects Liability Period (DLP) – 12 months and 24 months • Produce a ‘wash-up’ report highlighting areas of improvement at Practical Completion. Organise and chair monthly monitoring meetings with URS and the University. • Undertake inspections (with support from the Technical Asset Management team and/or specialist external resource as required) to crystallise the schedule of defects which needs to be resolved for the certificate of making good defects to be issued. • Produce and publish ‘lessons learnt’ report associated with the individual projects. • Maintain an issue log and regularly distribute to identified recipients. Proactive and Reactive Issues – Year 2 to 12, and beyond • Establish a regular review of building performance within the portfolio at all sites. • Manage and report to the SPV Boards on a rolling programme of remediation of defects. • Ensure all statutory obligations (including CDM) are met during the remediation of defects. • Ensure all project documentation is in place and compliant, including management of all required meeting, reporting and notice protocols under the project documentation. • Undertake inspections of potential estate transfer buildings to report on the extent and commercial value of possible defects which may create commercial risk to UPP.
Other Information
• The post holder will be required to regularly travel to other UPP sites, with associated overnight stays. • Engender a culture of continuous improvement. • Support the Technical Asset Management team as required by the Asset Management Director • Other duties as deemed commensurate with the role.
Person Specification
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UNIVERSITY PARTNERSHIPS PROGRAMME
Attributes
Essential criteria
Desirable Criteria
Attributes
Essential criteria
Desirable Criteria
Student accommodation or housing
CSCS Card.
Project Management/Construction Management degree.
Experience Demonstrable experience of managing a large construction contractor in a post construction environment.
Education/ Qualification
Other relevant professional accreditations.
construction background
Relevant experience in Project Management, Construction Management or Contract Management.
Membership with a recognised Institution (e.g. CIOB, RICS).
Demonstrable experience of working successfully in a post- construction services role.
Excellent interpersonal skills and ability to communicate with colleagues and external organisations at all levels.
Personal Qualities
Self-starter who can demonstrate drive and motivation to achieve deadlines.
Excellent client management skills.
Skills/ Ability/ Knowledge
Uses initiative but with a consultative approach.
Technical understanding of how ‘design and build’ is contracted, administered, and delivered within a PFI/ PPP environment. Strong contractual and commercial knowledge. Evolved project management skills in the construction industry.
Strong influencing and people management skills.
Self-sufficient in appropriate IT packages.
UNIVERSITY PARTNERSHIPS PROGRAMME
UNIVERSITY PARTNERSHIPS PROGRAMME
The benefits of working at UPP
Further information and application process
In addition to a competitive basic salary level and industry leading annual bonus potential UPP offer a diverse range of employee benefits, including: • Salary exchange pension – matched contributions of 5% • Private Medical Insurance – single cover with the option to add dependants • Private Health Insurance (Group Income Protection) • Life Assurance x4 salary (x2 salary if opted out of pension scheme)
For a confidential discussion to learn more about the role and opportunity please contact the UPP’s appointed recruitment partners Nicholas Coppard and Ben Duffill of The Management Recruitment Group.
Nicholas Coppard T: 0203 962 9900 M: 0789 6079 495 E: nicholas.coppard@mrgpeople.co.uk
• 29 days annual leave, plus 8 days bank holiday • Holiday purchase option – up to 5 days (FTE) • Bonus Exchange • UPP Payroll Giving (Give as You Earn)
Ben Duffill T: 0203 962 9900 M: 07976 125 010 E: ben.duffill@mrgpeople.co.uk
• UPP Rewards (discount portal) • Employee Assistance Programme
Applications should consist of a CV and supporting cover letter and should be sent to ben.duffill@mrgpeople.co.uk and nicholas.coppard@mrgpeople. co.uk
This is an exciting time to join a commercially focused, high performing, customer and results oriented organisation that operates with energy, pace and passion. We strive to develop a highly-engaged, skilled and collaborative organisation that is diverse and has an embedded culture that promotes equality of opportunity. We offer the opportunity for flexible working and an inclusive environment for our people. We have an ongoing commitment to making UPP a great place to work for our teams, and as a reflection of this, the Company has been awarded Gold accreditation by Investors in People (IiP). This internationally recognised accreditation is the sign of a great employer and a great place to work with a clear commitment to sustained success through people.
The closing date for applications is Sunday 29th January 2023.
All candidates are also requested to complete an Equal Opportunities Monitoring Form which will be available upon submission of your application. Privacy Notice: Please note that by submitting your details, you are accepting that MRG and UPP is a “data controller”. This means that we are responsible for deciding how we hold and use personal information about you. You will receive an ‘Applicant Privacy Notice’ if your application is progressed. This notice will make you aware of how and why your personal data will be used, namely for the purposes of recruitment, and how long it will usually be retained for.
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