ASSISTANT DIRECTOR OF ESTATES (MAINTENANCE & COMPLIANCE) / CANDIDATE BRIEFING PACK MARCH 2017
Welcome to The University of Kent Dear Applicant Thank you for your interest in the role of Assistant Director of Estates (Maintenance & Compliance) at the University of Kent. This post is a key appointment within the Estates Department and the successful candidate will play a significant role in the development of the Maintenance Service. Reporting to the Deputy Director of Estates the Assistant Director of Estates (Maintenance & Compliance) will oversee and manage all the teams responsible for planned and reactive building and engineering maintenance and take the lead role in the preparation of the long term maintenance programme. This is a challenging and exciting opportunity to join a forward looking Department which is committed to delivering an outstanding student experience and which puts our customers at the heart of everything we do. If you feel you are up to the challenge then we would welcome an application from you. Yours sincerely Helen D Ellis Deputy Director of Estates (Campus Services).
About The University of Kent Established in 1965, the University of Kent – the UK’s European university – is one of the country’s leading academic institutions producing world-class research, rated internationally excellent and leading the way in many fields of study. Having recently celebrated our 50th anniversary, we have 20,000 students studying at Canterbury, Medway, Athens, Brussels, Paris, Rome and Tonbridge.
In 2014, Kent received its second Queen’s Anniversary Prize for Higher and Further Education. The University of Kent is a major employer with around 3,000 members of staff, including more than 900 academic and research staff, and a full range of commercial services and administrative staff. Kent’s reputation as being a good place to work is reflected in its top ranking in the 2014 Times Higher Education’s (THE) Best University Workplace Survey. Worth £0.7 billion, the University is also an important economic force in south-east England, supporting innovation and enterprise across the south-east. Website: www.kent.ac.uk.
The University of Kent has been ranked 23rd in The Guardian University Guide 2017, The Times and Sunday Times University Guide 2016 and in The Complete University Guide 2017. In the Times Higher Education (THE) World University Rankings 2015-16, Kent is in the top 10% of the world’s leading universities for international outlook and 66th in its table of the most international universities in the world. The THE also ranked the University as 20th in its ‘Table of Tables’ 2016. Kent is ranked 17th in the UK for research intensity (REF 2014). It has world-leading research in all subjects and 97% of its research is deemed by the REF to be of international quality.
In the National Student Survey 2016, Kent achieved the fourth highest score for overall student satisfaction, out of all publicly funded, multi-faculty universities. Kent has also developed relationships with many leading overseas universities outside Europe, including Hong Kong and China. In 2013, the University joined with the universities of East Anglia and Essex to form the Eastern Academic Research Consortium: www.kent.ac.uk/about/partner- ships/easternarc .html.
About The City of Canterbury
The University’s main campus is in Canterbury. This world-famous cathedral city was one of medieval Europe’s great places of pilgrimage and knowledge. Today – with its international visitors and two universities – it still has a distinctly cosmopolitan feel. Less than an hour from London, it takes little more than that to visit France.
People come here from across the globe for world-class heritage, for culture and festivals, to visit and to study, to shop and visit some of the best restaurants in the region. The extraordinary Cathedral dominates the medieval streets within the city walls. Among the listed buildings, a boldly modern theatre – named after the city’s famous son Christopher Marlowe – has been built on the river bank, and an art museum has been restored and doubled in size. To the south of the city is St Augustine’s Abbey, part of the World Heritage Site, and England’s first seat of learning. Canterbury’s student population contributes to the city’s buzz and the Experian Inner City Vibrancy Report (2013) ranked Canterbury as the 3rd most vibrant city in England and Wales. However, it’s still easy to find areas of peace and quiet within the City walls. Kent is known as being the Garden of England and you will find local produce in cafes, pubs and restaurants: Romney Marsh lamb, cherries, ale from local hops and awardwinning wine from Kentish vineyards. To the woodlands, the Blean and a few miles away there is the seaside town of Whitstable, renowned for its oysters. north of the city is one of England’s largest ancient
Canterbury and its immediate area have an increasingly rich cultural offer. Turner Contemporary, the nationally-acclaimed art gallery, is within easy reach and the Canterbury Festival, the Whitstable Biennale and the Folkestone Triennial are just some of the regular events taking place in the region.
The Estates Department
OUR STRATEGIC VISION, CORE FUNCTIONS AND OBJECTIVES The Estates Department has 260 staff and an annual revenue budget of circa £25 million, it is one of the largest Professional Services departments in the University. Our Strategic vision is: “To provide, maintain and enhance the facilities, services, built environment and grounds of the University in a professional and effective manner which supports the University’s strategic plan and delivers an environment which benefits students, staff and visitors”
Our core functions are: The Estates Department provide a number of essential services to the University at both the Canterbury and Medway Campuses. These services include: • management, development and maintenance of the estate • delivery of capital building projects and major refurbishments • space planning and management • acquisition and disposal of buildings and land • asset management • grounds maintenance • procurement of utilities and energy management • environmental and sustainability management and legal compliance as part of the stewardship of the estate • cleaning, waste management and recycling services • campus security • interior services and internal/external signage • travel, parking and transport management
Our key objectives are: • the development and implementation of the Master Plan for the University’s Estate • to support the University’s Institutional Plan in providing suitable facilities for the delivery of teaching, research and staff and student engagement • to promote environmental sustainability in all aspects of the delivery of the Estates function • to procure and deliver value for money capital projects, assets services and facilities which enhance the University’s brand and the student experience • to effectively manage risk and ensure compliance with all legislative requirements • to ensure the Estates Department is the provider of choice for internal customers across the University • to explore innovative opportunities to enhance Estates services and where possible promote revenue generation • to promote and provide relevant staff development opportunities to achieve the objectives of the Estates Department • to enhance the student experience and provide stakeholder focussed services • to optimise the utilisation of teaching, research, social and office space across the estate • to work in collaboration with Schools, Professional Services Departments, the Students’ Union and other internal and external stakeholders to achieve common goals.
• telecom services • postal Services • print and design services • an Estates Helpdesk.
University of Kent Estate Department Senior Management Team
Director of Estates
PA to Director of Estates and Senior Managers
Deputy Director of Estates (Campus Services)
Secretarial Assistant to Estates Senior Management Team
Acting PA to Director of Estates and Senior Managers
Head of Departmental Administration and Telecoms
Assistant Director of
Head of Energy and Environment
HR Manager
Assistant Director of Estates: Maintenance and Compliance
Assistant Director of
Assistant Director of Estates: Capital Projects
Head of Estates Finance and Corporate Services
Estates: Facilities Management
Estates: Planning
In-House Team: Electrical Team Mechanical Team Building Team Compliance Team Health and Safety Advisor
The Role
The Role The Estates Department with some 260 staff and an annual revenue budget of circa £25 million, is one of the largest Professional Services Departments in the University. It is responsible for the maintenance of 63 buildings and 5400 student bedrooms at the Canterbury Campus and 3 owned and 12 leased buildings at the Medway Campus.
The Assistant Director of Estates (Maintenance & Compliance) will ensure the planning and delivery of maintenance services across the University’s estate at both
Salary: Grade 10: £57,674 - £61,178 per annum Department: Estates Location: University of Kent, Canterbury and Medway Campus Responsible to: Deputy Director of Estates (Campus Services) Responsible for: Maintenance section (Hard FM)
the Canterbury and Medway Campuses. They will be a highly
qualified professional and subject expert providing leadership to the maintenance services and demonstrating broad, clear and innovative thinking with the objective of delivering operational excellence. They will be responsible for long-term maintenance, planned preventative maintenance and reactive maintenance, minor improvements works to buildings and infrastructure and works around critical statutory requirements such as legionella, asbestos, fire prevention and other complex building related requirements. The post holder is the technical expert for Hard FM services and has operational responsibility for a large multi-skilled team (60 + staff) as well as the Estates Health and Safety Adviser. They are expected to provide guidance and support in the resolution of issues brought to them by their team and other Estates colleagues.
The post holder will participate in the budget setting process and ensure effective financial management of maintenance services within agreed budgets and service level standards, ensuring that value for money can be demonstrated and opportunities for efficiencies are identified and explored. Under the direction of the Deputy Director of Estates & Facilities (Campus Services), the post holder will control budgets of £7 million (at 2016 prices). The post holder will be part of the Estates Department’s Senior Management Team. Errors in judgement have the potential for high levels of impact, both financially and on the health and safety of those within the University.
Key Accountabilities / Primary Responsibilities • To support the Deputy Director of Estates (Campus Services) in delivering the University’s strategic objectives and Institutional Plan in relation to the maintenance of the University’s Estate. Providing the Deputy Director with regular written reports on the operation of the Maintenance Service and assisting with the preparation of the annual and three-year Campus Services Plan. • The establishment, delivery and monitoring of cost effective maintenance services (reactive, planned, condition, compliance and inspections) that deliver value for money, positively enhance the University’s estate, reduce business risk, comply with legislation and environmental sustainability, deliver a positive and consistent experience to students, staff and visitors and support the University’s business of teaching, research and commercial activities. • The development, implementation, monitoring and review of appropriate
Long-Term and planned preventative maintenance programmes, within a financial framework, to ensure: the continued suitability of facilities; compliance with legislation; good environmental performance and sustainability; best practice and to reduce backlog maintenance. • Responsibility for the Maintenance Service revenue budget (circa £5 million as at 2016) and the Long Term Maintenance budget (circa £2 million as at 2016 with access to other significant budget allocations) ensuring appropriate financial controls and management reporting arrangements are in place and that financial resources are managed effectively over the academic year. • Line management of the maintenance management team with overall responsibility for a large in-house multi-skilled team (60+ staff) delivering hard FM maintenance services. This includes maintenance managers responsible for the delivery of electrical, mechanical, compliance and
building fabric services. • Line management of the Estates Health and Safety Advisor. Hold the role of Departmental Safety Coordinator and Chair of the Estates Operations Local Safety Committee. Ensure compliance with statutory legislation and Approved Codes of Practice in all activities undertaken by the Maintenance Services and liaise with external bodies including the Local Authority and Health and Safety Executive. • Designated Responsible Person in accordance with health and safety legislation and the Health and Safety Executives Approved Code of Practice ‘Legionnaires’ disease: the control of Legionella bacteria in water systems (L8)’. Regular training will be provided by the University. • The Duty Holder for asbestos management as outlined in the ‘Control of Asbestos Regulations 2012’. Regular training will be provided by the University.
Key Duties Operational responsibilities • Manage and lead the maintenance team, developing staff to achieve their full potential through targeted training and continual professional development. Monitor the RPD (appraisal) process within the maintenance service, ensuring SMART objectives are set for all member of the team for the delivery of maintenance services which meet agreed operational, budgetary, environmental, sustainability, legislative compliance and customer service objectives and delivery standards. • Promote the Estates Department’s ‘Values’, lead and manage change within the team, engender a culture of continuous improvement and create an environment where delivery of outstanding services that exceed our customers’ expectations is the norm. Actively promote and engage in collaborative working across Estates, working with management colleagues to progress excellent working practices and processes. • Set Service Level Standards and Key Performance Indicators for the Maintenance Service. Ensure these are regularly monitored, reviewed and reported on to demonstrate the performance of in-house and contracted service, illustrate value for money is being achieved and to assist with benchmarking the service. • Undertake regular audits and prepare reports on service delivery, identifying areas of concern and success and
taking remedial action as necessary. Ensure that a consistent quality of service delivery against agreed standards and high levels of customer service are maintained. • Adopt the principles of business-focussed maintenance to deliver the right quality service consistent with value for money. • Responsibility for the procurement of condition surveys and legislative compliance surveys of the Estate. These surveys have historically been undertaken by an external company and the subsequent data is stored on an Access database. The post holder is responsible for interrogating the database to programme for the upkeep of the University’s residential and non-residential estate (necessary training in the use of the database will be provided). • Work to ensure delivery of the aims of the Estates Department’s Environmental Plan and promote awareness to colleagues, staff and students. • Ensure the accurate and timely compilation and management of all essential maintenance, legislative and health and safety records and data. • Ensure service contracts are in place and regular inspections, reporting and maintenance of all premises and plant are undertaken in accordance with sound technical specifications, quality standards and legislative requirements. produce a rolling 10-year Long-Term Maintenance
• Ensure that all activities within the area of the post holder’s responsibility comply with current statutory legislation and internal governance procedures. • Put in place arrangements to regularly audit, monitor and review the performance of contactors to ensure timely delivery of services consistent with specification and to show the continuing suitability of these providers to undertake service contracts on behalf of the University. • Prepare standard Estates Management performance specifications for plant, equipment, materials and workmanship in consultation with other Estates managers. Liaise frequently with in-house and external project managers to ensure that the standard performance specifications are included in project specifications and maintenance needs arising from new construction and major refurbishment are recognised, recorded and planned for. • Lead the preparation, prioritisation, co-ordination and delivery of assigned projects and programmes, including planned works, long-term maintenance works, one-off projects and business improvement work-streams. Project Management support will be provided by the Capital Projects Team (which comes under the Assistant Director of Estates, Head of Capital Projects) for significant pieces of work. Ensure works are delivered in line with specifications, legislative requirements, good practice, within programme time and to budget.
• Take responsibility for substantial tender processes for contracts for services within the Hard FM remit. This will include leading on the drafting and issuing of tender documentation, co-ordinating the process, negotiations with contractors and service providers, key decision making on final selection as well as any subsequent post tender negotiation, trouble-shooting and settlement of final ac counts. Negotiate the resolution of complex contractual issues. • Investigate and resolve complex maintenance problems and coordinate appropriate courses of action for remedial works. • Ensure the provision of a professionally managed Stores Section which acts as an effective and efficicient custodian and controlling agent for parts, supplies and materials, delivers value for money and provides a service to users of those goods. • Throughout the procurement process for all maintenance activities ensure the University’s financial regulations are complied with and liaise with the Head of Procurement as required. • Promote and foster close working relationships and collaboration between service delivery teams with the Estates Department to achieve shared objectives and providing technical advice and support. • Proactively build effective relationships across the University in conjunction with other Professional Services and academic managers and
team. Act as the primary point of contact on maintenance issues for key University stakeholders. • Represent the Estates Department at specific assigned committees and engagement forums with senior management across the University and where required at technical forums, external organisations and networks. • Provide an on-call service to maintain maintenance operations essential to the University’s business and student experience. Be available to advise personnel by telephone and email when requested during out of hours periods and to attend site when required to direct emergency operations to ensure business continuity. • Attend training in Health and Safety requirements as necessary, including as changes in legislation, duties and techniques demand. • To pursue appropriate professional development and networking opportunities to ensure that the knowledge, skills and competencies necessary for the effective performance of the role are maintained. Strategic Responsibilities • Work with the Deputy Director of Estates (Campus Services) and senior colleagues in implementation of the Estates Strategy. • Develop service delivery strategies, systems, policies and plans that support the University’s overall objectives and Institutional Plan. Deliver
agreed service levels and performance targets for the Maintenance Service. • Play a key role in estates related Serious Incident Management. • Provide data, advice and guidance to inform strategic financial planning and monitoring. Such other duties, commensurate with the grading of the post that may be assigned by the Head of Department or their nominee. Health, Safety & Wellbeing Considerations This role involves undertaking duties which include the Health, Safety and wellbeing issues outlined below. Please be aware of these, when considering your suitability for the role. • Management of the Estates Local Health and Safety Committee. • Management of the Estates Department’s Health and Safety Adviser. • Attendance at Health and Safety Committees for multiple occupancy buildings and as requested by the Deputy Director of Estates (Campus Services). • Undertake regular inspections of facilities and areas for which Estates is responsible. • Ensure risk assessments are in place for all maintenance operations, undertaking and/or reviewing risk assessments as required.
Internal & External Relationships Internal: • Heads of Schools and
• Ensure all maintenance issues identified in Fire Risk Assessments for University Buildings (undertaken by the University’s Fire Officer) are actioned and prompt feedback is given to the Safety, Health and Environment Unit. • Liaise with the Director of Safety, Health and Environment and their staff as appropriate. • Regular use of Screen Display Equipment.
External: • Partner Higher Education institutions collaborating on the delivery of Estates’ services. • Consultants engaged for feasibility studies, design and project management services. • Suppliers of goods and contract services. • HE sector networking groups with a specific focus on maintenance provision. • Health and Safety Executive. • Special interest groups. • External auditors engaged to review procurement and other activities
Professional Services and other senior University staff. • Senior colleagues within the Estates Department. • Direct line management reports. • Internal auditors reviewing purchasing arrangements, stock control and the award of contracts. • University committees,
working groups and management teams. • Kent Union facilities management.
PERSON SPECIFICATION The Person Specification details the necessary skills, qualifications, experience or other attributes needed to carry out the job. Please be aware that your application will be measured against the criteria published below.
Selection panels will be looking for clear evidence and examples in your application which back-up any assertions you make in relation to each criterion.
Qualification / Training
Essential Desirable Assess Via*
Professional qualification with a relevant degree/postgraduate qualification within Building Services, Construction, Electrical or Mechanical Engineering OR Extensive vocational, strategic management and leadership experience in a similar role
Y
A
Appropriate membership of professional Institute. NEBOSH National General Certificate in Health and Safety
Y
A A
Y
Experience / Knowledge
A proven track record at a senior level in delivering Hard FM services through a series of managers and teams in a medium or large sized multifaceted organisation, in either the public or private sector. Experience in the preparation, planning and delivery of Long Term Maintenance Programmes, Planned Preventative Maintenance works, minor improvement works to buildings and compliance works. Substantial experience of service contract management, including the preparation and analysis of tender document and setting and monitoring of performance targets across a large, multi faceted organisation. A sound working knowledge of management principles and practices with demonstrable skills in motivating staff and managing performance. Y Experience of leading a highly customer focussed service and setting, monitoring and reporting on Service Level Agreements and Key Performance Indicators, demonstrating Value for Money services. Y Experience in the preparation, monitoring and effective management of financial budgets to achieve value for money. Y Knowledge of current building regulations and Health and Safety legislation in the context of the delivery of maintenance services and statutory compliance. Y High level of computer literacy in Microsoft Office packages, in particular Excel, Word, PowerPoint and Outlook, with the willingness to learn and use new software packages. Ability to interrogate databases. Y Y Y Y Familiar with the principles, methods, techniques and tools for the effective management of projects and programmes from initiation through to implementation. Personal experience of developing service delivery policies and procedures, operational plans and improving customer satisfaction. Y Y
A, I
A, I
A, I
I
A, I
A, I
A
A
A, I
A, I
Skills / Abilities
Essential Desirable Assess Via*
The ability to prioritise competing demands, co-ordinate multiple projects in an effective and timely manner and managing challenging situations to a satisfactory conclusion. Y Excellent presentation and communication skills, both written and oral. Proficient in methods and techniques for running effective meetings. Y The ability to establish and maintain sound working relationships both internally and externally and gain professional credibility with staff and externally providers at all levels. Y Excellent resource planning, analytical and numeric skills with the ability to manipulate data. Y Excellent people management skills, with the ability to identify goals and lead and motivate others to achieve objectives, high levels of perfor- mance and customer service. Y Ability to take ownership of projects and programmes and successfully see them through to conclusion, within budget on time. Y
A, I
I, T
I
A, I
A, I
A
Additional Attributes
Able to work closely with colleagues and customers to build relationships and improve customer service. Y
A, I
Highly organised with an innovative approach to problem solving.
Y Y Y Y
A, I A, I
Commitment to promote Equality and Diversity.
Demonstrable commitment to continuous professional development. Willing and able to take part in an on-call rota and be available to advise personnel by telephone and email when requested during out of hours periods and to attend site when required to direct emergency operations to ensure business continuity.
A
A, I
*Criterion to be assessed via: A = application form or CV/cover letter I = interview questions T = test or presentation at interview
HOW TO APPLY
For a confidential discussion to learn more about the role and opportunity please contact the University’s appointed recruitment partner Michael Hewlett of The Management Recruitment Group.
Michael Hewlett T: 020 8892 0115 M: 07972 222 621 E: michael.hewlett@mrgpeople.co.uk
Applications should consist of a comprehensive CV (of not more than 4 pages) and supporting cover letter (of not more than 2 pages) outlining key matching experience and rationale for applying for the post. Applications should be sent to michael.hewlett@mrgpeople.co.uk. The closing date for applications is Sunday 9th April 2017. MRG selection interviews will commence w/c 10th & 17th April 2017. The formal interview process will commence w/c 8th May 2017.
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