THE ROLE 05
to the development of business cases, project appraisals and option appraisals for new schemes as required by Estates operational or strategic plans or to support funding bids
• INHOUSE TEAMS - Ensure that teams are well managed to achieve agreed outputs and with regard for the wellbeing of staff, paying particular attention to resourcing decisions involving shift work and overtime as appropriate • EXTERNAL SERVICE CONTRACTS – lead on the overall management of key soft and hard FM contracts. Manage key relationships with outsourced service providers, pro-actively manage and monitor performance to constantly improve service delivery • Provide professional advice in relation to Facilities Management services, strategy, planning, financial management and operational delivery working across the University’s estate. Develop and maintain corporate policies on Facilities, Security and Maintenance Management • EVENTS – liaise with and support Colleges and central university events teams Duties and Responsibilities (Physical estate) • Overall accountability and ownership for ensuring that the university’s physical estate infrastructure is fit for purpose, safe and compliant with all relevant legislation. Establish and maintain good, documented knowledge of assets, make the business case justification for resources and implement to agreed parameters • Agree priorities, set standards, engage with issues and ensure the smooth and efficient provision of all maintenance operations to coordinate with all other projects and university activities, addressing any potential conflicts • Establish and manage contractor frameworks as necessary in conjunction with Projects and Finance (Procurement) teams. Report on performance and take management action to resolve any issues Duties and Responsibilities (Capital Projects) • Engage with estates projects and others as necessary to provide stakeholder input from an FM perspective, in the formation of schemes and detailed technical requirements. Organise and carry out regular reviews of information and site inspections as necessary to ensure that the completed facilities are fit for purpose and meet with agreed standards and good or best practice • Lead on the overall operationalisation of new or refurbished premises • Work with the Projects Team to plan and organise occupant decant and moves, ensuring that people are safe and well briefed. With Safety Office ensure that occupants affected by works or other changes are supplied with information
Job title:
Associate Director Facilities Management
Accountable to: Contract length: Hours per week: Weeks per year:
Director of Estates
Permanent
37 52
Duties and Responsibilities (Facilities Management - FM)
Salary: Grade: Service: Location:
Competitive
• Responsible for ensuring the alignment of the FM strategy to the wider UAL strategy. Develop and articulate a vision that underpins all strategic activities within the FM function. Using industry best practice, identify, design and drive FM change initiatives across the estate. • Responsible and accountable for standards, delivery, continual monitoring, risk management and review of operational performance and strategic development to ensure a professional, high quality, cost effective and efficient service to meet the demands of the University. • Responsible for developing, operating, reviewing, maintaining and replacing estates assets to ensure operational effectiveness • To ensure that all areas of operation are fully coordinated in the development, operational running and maintenance of the estate • Ensure all staff act professionally and are properly trained and empowered to undertake their duties • Liaise with and support DoE/HR in relevant Trade Union discussions • SCOPE – design and maintain by agreement with the DoE efficient, value for money and effective services covering the following areas: - Campus Facilities Teams including reception - Security - Environmental (cleaning, waste, pest control, control, hygiene, window cleaning) - Service Desk - Reactive, Pre-Planned Maintenance and servicing • SERVICE LEVEL AGREEMENTS – develop for agreement with DoE and others within the university. Involve users/ stakeholders in establishing what is required and set out resource needs within the overall budget • Pro-actively manage the delivery of services, dealing with any performance issues and striving to make improvements where possible • INSPECTION REGIME – organise an effective process for regular inspection of premises, identifying anything that needs correcting or improving and to assist in space management • DETERMINE NEED FOR INHOUSE/EXTERNAL RESOURCES – determine the most appropriate means of delivery in terms of in-house or external resource.
Individual
Estates
Principal base: King’s Cross
Purpose of Role • To ensure that the university’s physical environment is fit for purpose - safe, secure, and welcoming; compliant with all relevant legislation and supporting current and future business aspirations • Strategically lead, manage and develop customer- focussed facilities services aligned with and enabling UAL strategic aims • Support and deputise for the Director of Estates (DoE) where called upon and in their absence • ESTATES DEPARTMENT – assist the DoE and SMT in the running of the department including contributing to new initiatives and cross-university activities • Demonstrate pro-active team leadership in line with UAL values, to build and maintain good team morale, deal fairly with any performance issues and promote a culture of inclusivity and equality, where individual development and work to achieve university objectives are aligned. • MANAGEMENT INFORMATION - provide timely and meaningful Management Information to demonstrate how well the work covered by the scope of this role is being carried out, identifying any potential or actual problems and setting out management actions to achieve a resolution and/or improve services • RESOURCES - identify resource requirements and make the business case for them; lead the Facilities team on implementation Duties and Responsibilities (Associate Director and Deputy) • ESTATES AMBASSADOR – act as the main point of contact for from within the university or outside, in relation to all matters relating to the operation of the estate and promoting a positive and professional service • QUALITY MANAGEMENT SYSTEM – lead on the development and maintenance of Estates Quality Management system(s) to achieve continuous improvement • COLLABORATION – develop effective working relationships with key stakeholders within the university and in industry, to support business objectives • LONG TERM PLANNING OF THE ESTATE - contribute
Alys Tomlinson
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