UCL Director, Infrastructure



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Recruitment of Director, Infrastructure Director, Infrastructure Job Description

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Person Specification

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Further Information

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Application Process


UCL is London’s leading multidisciplinary university, with more than 11,000 staff and 38,000 students from 150 different countries. Founded in 1826 in the heart of London, UCL was the first university in England to welcome students of any class, religion, and the first to welcome women on equal terms with men.

UCL’s estate is unique, rich in history, at the heart of London and diverse in use.

Our 270 buildings are predominately located in Bloomsbury but with a number of specialist satellite sites beyond that. UCL Estates are excited to be playing a key role in the delivery of UCL’s 20-year strategy, UCL2034, including the realisation of UCL East, our new campus at the Queen Elizabeth Olympic Park, which will offer world class research, teaching and living accommodation within the largest cultural and educational development in Europe.

UCL Estates manages the estate and facilities infrastructure, from the strategic to the operational. This ranges from ensuring our estate is operating efficiently and safely to maintaining, developing and delivering our building and planning future strategic developments to support UCL’s academic ambition. UCL Estates services include property acquisition and management, capital projects, engineering and maintenance, environmental sustainability, safety, security, catering and cleaning. In addition, it manages the University and Customer Services switchboards, student residences, nursery and central teaching and meeting room bookings. We have a proud history and the ambition and drive to innovate. We strive to provide a co-ordinated and customer oriented approach

to both buildings and services, maintaining and transforming UCL’s estate, so that it directly contributes to the creation of a truly inspirational environment for our academics, students and staff. UCL has embarked on an extensive building and refurbishment programme – Transforming UCL. This is about creating sustainable spaces that meet UCL’s world-class aspirations and commitment to excellence and innovation. Transforming UCL is the largest capital programme in the University’s history. It has seen significant investment to refurbish and develop some of our most iconic buildings whilst also bringing forward new world class buildings. Together these will enable and support the University’s continued growth as we continue to build now and for the future.

UCL is midway through ‘Transforming UCL’, an extensive 10-year building and refurbishment programme that began in 2014. The first five years have led to a number of successfully complex projects. Many of these were completed within budget, enabling the funding of new and emerging projects. This investment has made a significant difference to perceptions of the Bloomsbury estate across the UCL community, with the recent completion of the New Student Centre, Bloomsbury Theatre and interim Dementia Research Institute within the Cruciform building all significant milestones in the programme. In the 5 years since the start of the capital of the current capital programme (August 2014), 155 Transforming UCL projects with a value of c.£570m have been completed. Over this period we have achieved a £27m forecast underspend, which has enabled the funding of new projects.

Looking ahead we have bold plans that will build on our recent success. We are continuing a project to transform the Institute of Education estate, embarking on Project Oriel, a £400m purpose built centre of excellent that will support pioneering eye research, education and treatment in partnership with Moorfields Hospital, progressing the development of our iconic new campus UCL East (Pool Street West and Marshgate forming phase 1) and plan- ning the development of the £290m Institute of Neurology/Dementia Research Institute, a world class centre for advancing neurological research and treatments.

You can view further information on Transforming UCL here.


Whilst the ambitious level of capital investment is delivering world-class new spaces and facilities, the existing UCL estate comprises of an incredibly diverse portfolio of over 500,000m2 of space and underinvestment in the long-term maintenance of estate in the previous 20-30 years has seen significant backlog maintenance and compliance issues that now need to be addressed. Following an organisational restructure within UCL Estates we are seeking to appoint a Director, Infrastructure on a fixed term contract with a specific mandate to lead a transformation programme across the all aspects of hard FM provision. It is anticipated that the initial review, design and delivery of a new operating model and resolution of current issues will be delivered within a 12 to 18 month timeframe.

Key deliverables include:

• Overall review of portfolio of services and responsibilities and creation of new, fit-for- purpose Hard FM operating model. • Review and implementation of compliance management plan • Review of supply chain for external contracts and projects • Review of strategic maintenance planning function • Review of PPM function • Creation of high-performing link with helpdesk for reactive maintenance • Implementation of KPIs and management reporting

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Post Title: Division: Reporting To: Contract:

Director, Infrastructure UCL Estates Director of Estates Development 12-18 month fixed-term appointment

The UCL Estate comprises over 270 buildings valued at over £3 Billion, more than four million square feet of academic accommodation and approaching 4250 student bedrooms. The scale, variety and complexity of the estate are unparalleled in the sector. UCL is in the midst of a 10 year Capital Programme with a value of £1.25bn in which UCL Estates is helping shape the transformation of the university. The Director, Infrastructure reports to the Deputy Director of Estates and is responsible for leading strategy, development and integrated operational delivery of infrastructure management, engineering and maintenance services to ensure the estate and associated infrastructure is fit for purpose, legally compliant, providing high levels of customer service and meeting other institutional priorities and initiatives The role will also play a crucial role in delivering UCL’s Sustainability Strategy and carbon reduction targets. The Director, Infrastructure ensures that the Infrastructure team successfully interfaces with the Estates Development; Campus and Accommodation Services; Safety, Sustainability & Communications Teams resulting in an intelligent and integrated approach to estates management. This appointment is to be made on a fixed term contract with a specific mandate to lead a transformation programme across the all aspects of hard FM provision. During the term of the appointment the Director of Infrastructure is required to undertake a review of the services delivery model provided by the team and provided recommendation for transformational change and implement the agreed changes. Key deliverables include: • Overall review of portfolio of services and responsibilities and creation of new, fit- for-purpose Hard FM operating model. • Review and implementation of compliance management plan • Review of supply chain for external contracts and projects • Review of strategic maintenance planning function • Review of PPM function • Creation of high-performing link with helpdesk for reactive maintenance • Implementation of KPIs and management reporting

The Infrastructure team manages: •

Asset Management of the building and infrastructure systems across the UCL Estate; • Strategic, planned and reactive maintenance programmes, including ensuring critical statutory compliance, with an annual maintenance spend of over £30m. • UCL’s Critical infrastructure and critical incident responses • A team of over 100 professional, technical, trade and manual staff and a range of service and specialist contractors. The Role The Director, Infrastructure is responsible to the Deputy Director of Estates for: • Leading the development of infrastructure management, engineering, and hard facilities management services across UCL’s estate. • Undertaking a review of the current operating structure and propose changes that would provide a more proactive and efficient operating model. • Developing policy, strategy and best practice to ensure an estate fit for purpose, of appropriate condition and functional suitability to support excellence in research and teaching. • Prioritising investments to providing legal and regulatory compliance and meeting other relevant institutional priorities including cost effectiveness and environmental sustainability. • Risk management and Critical incidence response across the infrastructure portfolio • Leading the development of strategies to address UCL’s legacy of under investment in estate infrastructure and that delivers a safe, healthy, accessible and secure environment for students, staff and visitors. • Ensuring the most efficient and cost effective models for delivery of Infrastructure services at the existing estate and at new location such as UCL East and Eastman Dental Hospital sites, whilst meeting statutory and regulatory compliance requirements and institutional objectives including high levels of customer service and improving the student and staff experience. Principle Accountabilities: • Drive a safety culture within the team and with all suppliers to ensure the delivery of a safe, health and secure environment for students, visitors and staff. • Lead the stewardship of the estate, ensuring it is legally compliant, safe and with appropriate levels of resilience, and instil a customer and solution oriented culture across the Division. • Establish, develop and regularly review strategy, policy, business plans and forecasts relating to all aspects of the role. • Establish and deliver operational performance (financial and non-financial) targets against agreed service standards, including compliance with Financial & Procurement Regulations. • Continuously monitor and review services; identify and implement service, operational and financial improvements to deliver within allocated budgets, improving value for money, including being responsive to changing business needs. • Ensure the Infrastructure team has appropriate technical and professional skills and the necessary management competencies in line with UCL Ways of Working framework.

Infrastructure accountabilities Infrastructure Management

• Lead the development and implementation of UCL’s strategy for strategic maintenance of the estate across all estate infrastructure having regard to agreed institutional and Divisional priorities. • Lead the development and delivery of flexible, cost effective, efficient and safe building services, infrastructure and maintenance to standards appropriate to meet business needs and operationally resilient and robust. • Critically review all processes, systems and means of providing hard services; develop and implement improvements and performance targets. • Ensure compliance with all statutory, regulatory and institutional requirements and recommended best practice. • Lead the development and management of CHP and associated infrastructure. • Lead the technical design and specification of standards in relation to Building Services and Infrastructure across the UCL estate including compliance to building regulations and CIBSE best practice. • Oversee and co-ordinate the compilation and maintenance of essential records, including asset register, asbestos register, PPM records. • Oversee the creation and delivery of a rolling Forward Works Plan, which coordinates all required PPM building fabric and infrastructure tasks. The Forward Works Plan will be reviewed and updated on an annual basis. • Work collaboratively with Capital Programmes teams to ensure best practice and appropriate design solutions for new projects. Service Delivery • Lead the management of in house and contract service providers in the provision of cost effective, efficient maintenance and engineering services. • Ensure high quality customer service to users and occupiers of the estate and facilities, with particular focus to ensure basic standards are consistently maintained. • Lead the preparation, prioritisation and co-ordination of programmes of planned works, long term maintenance and one off improvements. • Drive continuous financial and service improvement – Improving cost efficiency while maintaining consistency or improving service levels, responsive to changing business needs. Team Leadership • Drive a zero tolerance safety culture within the Infrastructure team and all suppliers. • Drive a zero tolerance culture around unacceptable behaviors within the Infrastructure team, and Estates in general, that do not match the expectations of the UCL. • Drive continuous performance improvement across external contractors, consultants and other service providers. • Develop, manage and control facilities and infrastructure budgets. • Ensure that appropriate and effective risk management, corporate governance and audit controls are in place. • Ensure excellent communications within the team, across the division and with all customers and stakeholders. • Manage key external relationships including local and statutory authorities, landlords and suppliers and ensure compliance with leasehold repairing obligations.

• Ensure the team has appropriate technical and professional skills and necessary management competencies; identify and provide development opportunities. Membership of ELT Leadership • Contribute collaboratively as member of the Estates Leadership Team in the delivery of the Estates Vision and Strategic Operating Plan including o Work with Director of Sustainability to ensure alignment in all services with the UCL Sustainability strategy. o Work with Campus & Accommodation Services and Capital Projects teams to identify and resolve strategic, planned preventative and reactive maintenance needs • Manage key internal relationships and stakeholders within the team, across the Division and with all customers and internal and external stakeholders, ensuring an appropriately high profile for the function across the Institution. • To represent the University externally, including monitoring and analysing the external market environment to produce reports and recommendations to indicate likely actions, outcomes and impacts. • Prepare and present reports to UCL Committees at all levels as appropriate. • As a member of the ELT play a full role in the management of the Division and working across disciplines and collaboratively contribute fully to the development and implementation of the Institution’s Estate related Strategies, business plans and financial planning and TOPS. • Promote and demonstrate a personal commitment to UCL Estates’ values. • Comply with UCL’s policies at all times including Equal Opportunities Polices and ensure that duties are carried out in accordance with the relevant Divisional policies and procedures. General This job description reflects the present requirements of the post, and as duties and responsibilities change/develop, the job description will be reviewed and be subject to amendment in consultation with the post-holder. The post-holder will carry out any other duties as are within the scope, spirit and purpose of the job as requested by the line manager. The post-holder will actively follow UCL policies including Equal Opportunities policies and be expected to give consideration within their role as to how they can actively advance equality of opportunity and good relations between people who share a relevant protected characteristic and people who do not share it. The post-holder will maintain an awareness and observation of Fire and Health & Safety Regulations.





Educated to degree level or equivalent industry experience

Masters degree/professional membership in an engineering or

hard FM related subject. Relevant business related qualification

Knowledge, Skills and Abilities

Excellent people management skills, and the ability to lead and motivate staff to perform to the highest standards. Excellent Stakeholder management skills and ability to present at Board level Excellent technical expertise and understanding of legislation and service requirements across a diverse portfolio. An ability to work in partnership with industry whilst displaying excellent commercial negotiation and contract management skills. Ability to delegate effectively but to follow through with monitoring the results of delegation, introducing and maintaining quality driven standards of performance amongst management team (and their staff). A strong collaborative working style with the ability to build excellent working relationships, and work constructively as a member of an effective leadership team.

A confident approach and the ability to communicate effectively both orally and in writing at all levels. Experience and /or a strong commitment to working in a customer-focused environment. Excellent organisational skills with the ability to prioritise and meet deadlines and multi-task. Proactive approach, able to innovate and implement change, and drive continuous improvement. Highly numerate and able to provide effective leadership in respect of financial management maintaining own professional development and delivering continuous improvement for oneself and teams. Strong understanding of, and commitment to, relevant legislation and best practice relating to Health & Safety, environmental sustainability, procurement etc. Experience and proven track record in a senior and strategic role as the lead hard FM professional across a large, diverse estate portfolio. Experience of managing critical systems and incidents. Experience of environmental and budgetary planning. Personal commitment to

Previous Experience

Previous Director or senior leader level experience Extensive experience of leading, managing and developing high performing in-house and outsourced staff Experience of leading change in a team leadership role. Previous experience of working in an environment with a high

sustainability issues and improving performance.

Experience of working across a highly complex, high-public footfall with critical facilities. Demonstrable experience in leading change and transformation programmes resulting in performance improvement in a hard FM environment. Extensive experience of leading and managing substantial and high value customer focussed facilities management business, preferably in higher education and / or specialist scientific environment. Experience of strategic planning including sourcing delivery options and procurement for major campuses Experience of managing financial and budgetary resources in a team leadership capacity.

degree of complexity, ambiguity, challenge and diverse political drivers.

Other Requirements

Be flexible in duties undertaken and to work outside normal working when required. Lead staff meetings, relevant seminars, workshops and training events.

We particularly welcome female applicants and those from an ethnic minority, as they are under- represented within UCL at this level.


Salary level The role attracts a competitive salary level to attract industry-leading candidates, and is offered on a 12 to 18 month fixed term contract basis – directly employed by UCL. Employee Benefits UCL is a dynamic, global university based in one of the most exciting capital cities in the world. Not only does working at UCL offer the opportunity to work with game changers in your field, it also provides competitive terms, conditions and benefits. UCL benefits and policies apply equally whatever the sexual orientation and/or gender identity of employees. Benefits and policies relating to employees partners, includes both different sex and same sex partners. In addition to 41 days leave (inclusive of public holidays and closure days) and generous pension schemes, UCL provides a number of other staff benefits outlined below. • Excellent provision for professional development • The UCL Cycle scheme • The UCL Eye Care scheme • Voluntary Healthcare schemes • Subsidised access to a range of health and fitness facilities

• The offer of an interest-free season ticket loan • Various family friendly benefits and support https://www.ucl.ac.uk/human-resources/pay-and-staff-benefits Work location

The permanent base for each of the posts is at Bidborough House, in UCL Estates’ recently refurbished, modern, open-plan offices. Given the scale and nature of the UCL estates post holders will be expected tow work across the UCL portfolio as the needs of the role dictate.


To arrange a confidential conversation to discuss the opportunities in more depth, please contact Michael Hewlett (michael.hewlett@mrgpeople.co.uk) or Sian Gardiner (sian.gardiner@mrgpeople.co.uk) of The Management Recruitment Group on 020 8892 0115. Applications should consist of a comprehensive CV (of not more than 4 pages) and a covering letter (of not more than 2 pages). Applications should be sent to ucl@mrgpeople.co.uk clearly quoting the post title of the role to be applied for. Closing date for applications is 2nd February 2020.

Regal House 70 London Road Twickenham TW1 3QS Tel 020 8892 0115

52-54 Gracechurch Street London EC3V 0EH Tel 020 3962 9900

111 Piccadilly Manchester M1 2HY Tel 0161 638 0936

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