FACILITIES
MANAGER
CANDIDATE INFORMATION PACK
01 BACKGROUND University of the Arts London (www.arts. ac.uk) is a hotbed of creativity, innovation and invention across the knowledge economy. It draws together six Colleges with international reputations in art, design, fashion, communication and performing arts. The University has a world-class reputation and is made up of 6 equally renowned Colleges, Camberwell College of Arts, Central Saint Martins, Chelsea College of Arts, London College of Communication, London College of Fashion and Wimbledon College of Arts. UAL is home to a diverse body of 19,000 students from 130 countries. We are proud of our international student and staff community, creating a vibrant, multicultural environment. University of the Arts London is in the top 5 universities in the world for art and design. They offer an extensive range of courses in art, design, fashion, communication and performing arts. Their graduates go on to work in and shape creative industries worldwide. UAL has produced over half of all Turner Prize winners since its inception in 1984. • Half the Turner Prize nominees and both winners for 2016 and 2017 were UAL alumni • 36 of the 77 Royal Academicians are UAL alumni, serving or former staff. • Over two thirds of the winners of British Designer of the Year are UAL alumni. UAL alumni have taken home the award for the past three years running (2015 – 2017). • 14% (20) of the Current Royal Designers for Industry are UAL alumni. • Over half of the fashion designers that showed at London Fashion Week 2018 are UAL alumni. • Other alumni have gone on to take home some of the industry’s most prestigious art and design awards including BP Portrait Award, Jerwood Prize, Taylor Wessing Photographic Portrait Prize, Queen Elizabeth II Award for British Design, Minerva Medal, BAFTAs, Golden Globes and Oscars.
01 BACKGROUND
02 UAL ESTATES STRATEGY
03 JOB DESCRIPTION &
04
APPLICATION PROCESS
PERSON SPECIFICATION
02 UAL ESTATES STRATEGY The University aims to be a place that will challenge, inspire, surprise and stimulate, to be recognised as one of the foremost institutions in the world for learning, practice, research and development in arts, design and communication, and to provide a learning environment in which originality is recognised, difference is respected, and excellence is pursued. UAL has an incredibly diverse estate spanning Central and Greater London and includes a broad range of property types encompassing academic, teaching, research, commercial, social, hospitality, residential and public realm spaces. The property portfolio is made up of 16 academic sites and 13 student residences hubs with buildings ranging from listed historic buildings to new state of the art facilities. This dynamic and diverse mix in one the world’s leading cities gives an exciting and challenging proposition to the UAL Estates department. The Estates department is currently undertaking an unprecedented estate transformation programme. Following the success of UAL’s relocation of Central Saint Martins as the centrepiece of the King’s Cross regeneration scheme, we are proposing over the next 5-7 years to replace over half of the academic estate with some major developments including two buildings in Stratford and Elephant and Castle totalling circa 70,000 sq m. We will increase our portfolio of owned halls of residences by the addition of at least two halls totalling circa 800 beds and continue to maintain and adapt the remainder of the 170,000 sq m estate to meet the needs of the University for decades to come. The current financial strength of the University, combined with opportunities in the property market, provide a unique opportunity to deliver the vision of a more unified, rationalised estate. Whilst recognising the importance of the individual identity of the six Colleges, this is an opportunity to create greater campus environments, showcase its collections and archives and enable the University to act cohesively.
LCC NEW BUILDING
Having been at the heart of Elephant & Castle for over 50 years, we are very excited to be developing plans for a cutting-edge new building across the road from the current College site. The new site for London College of Communication, UAL, at the centre of the master plan by architecture and urban planning practice Allies and Morrison, would aim to build capacity around the creative industries across design, media and screen, and create a new creative hub for the area. The proposed masterplan aims to deliver a ‘must-visit’ town centre destination, with a mix of national and independent shops, bars, cafes and restaurants, increased public space and improved access, particularly to the Northern Line. This opportunity means that London College of Communication will stay at Elephant & Castle in a brand new purpose-built building, with high-quality teaching and an environment that we can fit-out to our own specification. More information on the wider Elephant and Castle regeneration plans can be found on the Elephant and Castle town centre website.
WORKING WITH OUR COMMUNITIES
Our current building dates back to 1962 and over the last five decades we’ve been part of Elephant & Castle’s vibrant community, bringing a range of educational, cultural, and economic benefits to the area. This is reflected in a range of long-term College enterprises and in the work of our students, staff and graduates, many of whom are from and live in the area. LCC Outreach – London College of Communication has a long history of welcoming students from diverse social and cultural backgrounds. Based in Elephant & Castle, we offer young people from partner schools and colleges – both locally and across London – a range of opportunities that allow them to explore design, media and screen-based education. Exhibitions and Events programme – London College of Communication runs a year-long programme of free workshops, events and exhibitions open to the public, that showcases work by our community of students, graduates and staff. LCC Talent Works offers London College of Communication graduates paid assignments to support Southwark-based social enterprises, charities and community groups with communicating about their projects to a wider audience. The success of these assignments has led to a third wave of LCC Talent Works, where LCC students work with charities to improve their web design and presence at no cost to the charities, social enterprises and community groups. Shop Front is a project supported by Southwark’s High Street Challenge Fund, in which graduate designers offered creative design advice and support to local traders to enhance their shop fronts and window displays and promote their businesses. Other recent local projects include London College of Communication’s support towards Lamlash Garden, a community hub project, Writerly Readers, a graphic design workshop involving Walworth residents and London Design Festival projects held in the new Elephant Park working with Elephant and Castle’s Jamyang Buddhist Centre to create a collaborative cook-book, transforming LCC Studio into a glitzy social club for local over 60s with Posh Club, and working with 12 local cultural institutions on Creative Elephant to highlight the wealth of creative talent and venues that thrive in the area.
03 JOB Job title: Facilities Manager College/Service: Professional Service Operations Department/Team: Estates Department Accountable to: Campus Manager Contract length: Permanent Term: 35 hours per week Grade: Grade 4 Salary: £38,359 – £47,109 Location: LCC - Elephant & Castle, London UK Purpose of the role • The Estates Department is responsible for the logistical operations management and the delivery of building services to the University’s 8 academic sites and includes facilities management, catering and commercial services, sustainability and energy management, estate management, project management, and property development. It also works with 12 Halls of residence, three of which are UAL Estates managed halls. • The Facilities Manager reports to the Campus Manager and is responsible for leading a team of Facilities Assistants and contracted service partners in the operation of FM service strategies that promote a secure and well maintained environment for staff students and visitors. • To liaise with College stakeholders to ensure FM services are aligned with local College operations • Responsible for the planning, coordination and monitoring of day-to-day FM activities across the College including but not limited to, Cleaning, Post & Porterage, Maintenance, Statutory Compliance, Health and Safety, minor works projects and refurbishments. Key Duties and Responsibilities • To assist the Campus Manager in the implementation and operation of the FM Services strategy. • To maintain a proactive working relationship with College & Estates Department stakeholders and Service Partners to ensure that service requests are responded to, and actioned in such a way to promote confidence in the FM service being delivered. To act as
appropriate supervision, and quality audits of work, ensuring that both Facilities staff and service partners deliver in accordance with agreed service standards and contractual requirements. • To undertake the duties of a First Aider, and to manage local arrangements for first aid at work, including the update of local safety signage and the replenishment of first aid stock, ensuring that members of the Facilities team are trained and have valid First Aid certification. • To ensure a safe and secure environment by managing local security systems, processes and procedures escalating concerns to the Head of Security. • To facilitate contractor access, site inductions, issue of permits to work and ensure contractor access procedures are monitored and reviewed in accordance with published guidance. • To ensure that local expenditure on consumables and resources is made in accordance with Finance and Estates guidance and within strictly defined financial limits, ensuring all purchase orders are raised in a timely and accurate manner. • To undertake incident management and control duties whether as part of a local response or as part of a wider disaster recovery event, in accordance with published guidance on Incident control and escalating decisions as appropriate and necessary. • Please note that the successful candidate will be subject to a DBS check, as this role involves working in an environment with young adults. Management responsibilities • Responsible for the line management of the Facilities Coordinator and Facilities Assistants and the coordination of customer focused operational activities, • Responsible for the development and performance of the FM team (Facilities Coordinator, Facilities Assistants) through regular one-to-ones, annual performance review and team meetings. • To review, maintain in date and coordinate all staff mandatory and development training requirements. To ensure that staff have received the appropriate Health & Safety training and are competent to safely undertake tasks assigned to them and that risk assessments and control measures for all FM functions are completed and reviewed as necessary to maintain a safe working environment. • To deputise for the Campus Manager during periods of leave or absence • The Facilities Manager will be required to work as part of an Estate wide management
roster to ensure adequate cover on Saturdays (current cycle is every 6th Saturday). And to maintain management cover throughout the Core business hours (8am- 6pm) the Facilities Manager and Facilities Coordinator will work a split shift pattern Monday to Friday. • Where management resources are required at short notice to meet unexpected demand it will be expected that the postholder will move between properties to ensure that operational needs are met across the normal 6 day cycle. • You may be required to work such additional/ different hours as may from time to time be necessary for the proper and efficient discharge of duties which may include evenings, Saturdays, Sundays and bank holidays. Key Working Relationships • Estates Department Senior Management • Estates Project Team • Contractors and Service Partners • College Stakeholders & Technical Teams • Students’ Union • Students General Duties These duties below are in addition to the duties and responsibilities listed above: • Perform duties and tasks consistent within the scope and grade of your role as reasonably may be expected and assigned to you from anywhere within the university. • Undertake health and safety duties and responsibilities appropriate to the role. • Work in accordance with the University’s Staff Charter and Dignity at Work Policy and anti- racism plans, promoting equality diversity and inclusion in your work. • Undertake continuous personal and professional development, and to support it for any staff you manage through effective use of the University’s Planning and Review Conversations (PRC) scheme and staff development opportunities. • Make full use of all information and communication technologies to meet the requirements of the role and to promote organisational effectiveness. • Conduct all financial matters associated with the role in accordance with the University’s policies and procedures, as laid down in the Financial Regulations. • Contribute to the University’s Climate Action Plan and Social Purpose Strategy which sets out our principles, commitments and goals towards climate justice and our socio- environmental purpose.
DESCRIPTION
direct liaison between college stakeholders and service partners to facilitate minor work requests, establishing the scope of works and coordination of the timely preparation and submission of quotes. • To assist the Campus Manager to proactively monitor the progress of customer requests and faults logged via the Help desk taking ownership of requests likely to exceed their SLA by liaising with the respective service partners and keeping the customer informed until completed and closed. Working knowledge of Helpdesk and CAFM software. • To act as direct liaison between college stakeholders and service partners to facilitate minor work requests, establishing the scope of works and coordination of the timely preparation and submission of quotes. • To proactively monitor the progress of customer requests and faults logged via the Help desk taking ownership of requests likely to exceed their SLA by liaising with the respective service partners and keeping the customer informed until completed and closed. Working knowledge of Helpdesk and CAFM software. monthly Estates services operation report to include but not limited to, Help desk activity data, building audits, Health and Safety, customer feedback. • To assist the Campus Manager in the preparation and collation of data for the • To assist the Campus Manager with the development and implementation of FM service procedures and standards that underpin operational best practice to include a programme of regular review and assessment to drive continuous improvement. • To represent Estates FM service operations at College meetings (Building User Groups, College Health and Safety Committee and Project boards). • Responsible for local service delivery of both in-house and contracted services that are compliant with health and safety and other relevant statutory obligations and that all testing, fault reporting, inspections and actions are undertaken and recorded in a timely and accurate manner, escalating to the Campus Manager where appropriate. • To undertake regular and recorded inspections,
PERSON SPECIFICATION
This section provides a list of up to 10 essential criteria (and up to 2 desirable criteria if specified) that you will need to demonstrate you meet as part of the recruitment process. Experience, knowledge and qualifications • Management Level 5 qualification (desirable) • Member of an appropriate professional body • IOSH Managing safely • Excellent general knowledge of Facilities Management administration, building fabric mechanical & engineering • An understanding of the FM challenges in a Higher Education environment (desirable) Communication skills • Strong and effective communicator with experience to building strong and effective networks with the ability to influence and operate at all levels throughout the organization. • Communicates effectively orally and in writing adapting the message for a diverse audience in an inclusive and accessible way and able to analyse and present complex data Leadership and management • Excellent management and leadership skills with demonstrable evidence of motivating and leading customer focussed teams Planning and managing resources • Ability to manage priorities with strong organisational and administrative skill • Knowledge and Practical experience of using Help desk and CAFM software systems (desirable). Student experience or customer service • Facilities management experience of leading the operational delivery of FM services and teams across a multi-site estate. Creativity, innovation and problem-solving • Ability to make decisions and find solutions using own initiative within the constraints of given policies and procedures
For a confidential discussion to learn more about the role and opportunity please contact UAL’s appointed recruitment partners Anna Kacprzak of The Management Recruitment Group. Anna Kacprzak | Resourcing Manager anna.kacprzak@mrgglobal.com m: 07513 721 970 | t: 020 3962 9900 Applications should consist of a CV and covering letter and should be sent to anna.kacprzak@mrgglobal.com 04 APPLICATION PROCESS
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