LONDON’S GLOBAL UNIVERSITY
SENIOR FACILITIES MANAGER (UCL EAST) CANDIDATE INFORMATION PACK
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CONTENTS
Introduction
About UCL
Transforming UCL
The Role
Job Description
Person Specification
Working at UCL
Application Process
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Introduction
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 in Central London but with a number of specialist satellite sites beyond that. The scale, variety and complexity of the estate is unparalleled within the sector. To support the delivery of UCL’s 20-year strategy, UCL2034, we have embarked on a £1.25bn capital investment programme to develop a truly inspiring estate for our students, staff, visitors and partners. This includes the development 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 is London’s leading multidisciplinary university, with more than 13,000 staff and 42,000 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.
As part of our continued investment in the experience that we offer to students, staff, visitors and partners, we are seeking to appoint to the post of Senior Facilities Manager.
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About UCL
UCL is a diverse global community of world-class academics, students, industry links, external partners, and alumni. Our powerful collective of individuals and institutions work together to explore new possibilities. Since 1826, we have championed independent thought by attracting and nurturing the world’s best minds .
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As set out in UCL 2034 , UCL’s strategy is based on the following principal themes: Academic leadership grounded in intellectual EXCELLENCE A global leader in the integration of research and education, underpinning an inspirational student EXPERIENCE Addressing global challenges through our disciplinary excellence and distinctive CROSS-DISCIPLINARY APPROACH An accessible, publicly engaged organisation that fosters a LIFELONG COMMUNITY London’s Global University: IN LONDON, OF LONDON AND FOR LONDON Delivering global impact through a network of INNOVATIVE international activities, collaborations and partnerships.
UCL is taking on some of the biggest challenges of our time, and making vital contributions to the public good.
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Transforming UCL
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We are transforming our spaces into innovative buildings and world-class facilities – empowering our staff and students to discover more about our world and solve global problems. UCL’s extensive building and refurbishment programme - Transforming UCL – is well under way. This is about creating amazing, inspiring, sustainable spaces that meet UCL’s world-class aspirations and commitment to academic excellence, collaborative learning and innovation. With our students at our heart, we are creating spaces to push the boundaries of our aspirations, ideas, research and innovations. Our central London estate is unparalleled in the sector in its size, scope and architectural heritage. Our development opportunity at UCL East secures our campus of the future, again, unrivalled in its vision for collaborative, multi- platform living and learning spaces for the next century and beyond. With this comes challenge and opportunity in equal measure. We are: • Transforming UCL into a world leading campus • Optimising and progressing our buildings and spaces • Working with our community to design our campus of the future • Delivering sustainability and inclusion to future-proof our estate
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The Role of Senior Facilities Manager
The newly created post of Senior Facilities Manager will be responsible for managing and coordinating the TFM Contract at UCL East and associated staff ensuring the efficient and effective delivery of all hard and soft services. You will liaise closely with building users, managers and other stakeholders providing a main point of contact within the UCL East Complex on all Estates Operations services issues. Details on UCL East can be viewed at https://www.ucl.ac.uk/ucl-east/ The successful candidate will have a demonstrable background in comparable high public footfall environments and will possess a proven track record in the delivery of total facilities management. Ideally your career will be varied in working with both service providers and end users across both the private and public sector. You will be able to demonstrate success in creating and leading a culture of exceptional quality and innovation within a comparable customer focussed environment.
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Job Description
TITLE
Senior Facilities Manager
DEPARTMENT REPORTS TO
UCL East – Facilities & Workplace Services
Deputy Director of Facilities
GRADE
9
MAIN PURPOSE OF THE JOB • To manage and coordinate the TFM Contract at UCL East and associated staff ensuring the efficient and effective delivery of hard and soft services • To liaise closely with building users, managers and other stakeholders; provide a main point of contact within the UCL East Complex on all Estates Operations services issues. • To proactively lead the interface with the TFM Contractor and ownership of issues raised by building users and TFM Contractor and lead their resolution.
DUTIES AND RESPONSIBILITIES:
1. Manage and coordinate Estates and FM Services across the UCL East estate. 2. Manage effective communication and collaboration with Estates Operations, Facilities and Estates Development, Capital projects and other teams within Estates Operations. 3. Oversee and provide advice on a range of services, contracts and projects delivered by Estates Operations.
4. Provide a primary point of contact for building users within UCL East; liaise to identify problems arising and initiate remedial actions. 5. Proactively lead service/facility improvement initiatives; take ownership of Estates issues raised by building users and lead their resolution. 6. Represent Estates/F&I with a range of stakeholders; attend relevant committees, working groups, project teams etc. with delegated
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authority to commit to a course of action and/or expenditure. 7. Oversee, direct and monitor the TFM Contractor to ensure the safe, efficient and effective delivery of services; ensure that work is carried out in compliance with relevant legislation, regulations and best practice. 8. Provide supportive line management and direction to Senior Engineer UCL East. 9. Proactively develop and maintain effective customer/stakeholder relationships through a network of key contacts. 10. Monitor the TFM Contractor within the area for compliance with H&S policies and standards, ensuring any non-conformities are reported; assist with investigations and resolutions and propose solutions as required. 11. Support and direct contractors, service providers, students and staff to assist them in complying with H&S requirements; promote and demonstrate a commitment to improving H&S standards across the Area. 12. Monitor, report and take appropriate actions in respect of fire safety issues, including the storage of materials, fire door operations, smoke/heat detectors etc. 13. Communicate effectively with client departments/stakeholders; monitor projects and services to ensure that
they meet customer expectations and are delivered to specification, on time and within budget; provide relevant feedback; 14. Advise and influence the planning and coordination of maintenance and facilities work on site to minimise disruption and inconvenience to users; 15. Work closely with Commercial and Procurement managers and the TFM service provider monitor and supervise service providers’ performance on site; contribute to the drafting of service specifications, project briefs etc; 16. Manage minor improvement works, installations, adjustments etc.; specify, procure and manage services and minor works; 17. Contribute to the development of briefs and cost estimates for minor works. 18. Manage delegated budgets; authorise/initiate the purchasing of equipment, materials, consumables etc., within delegated limits; authorise the payment of invoices; authorise service level variations where appropriate; 19. Work with Facilities Teams, Room Bookings, client departments and contractors to ensure that events are properly managed and services for events delivered efficiently and with minimum disruption.
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20. Provide advice, assistance and input into the preliminary/detailed planning of all work (projects and business as usual) to be carried out in the Area’s premises/facilities. Liaise with and advise UCL East Project Officers (UPOs) and Contracts Managers (CMs) as required. 21. Collaborate within Estates and Facilities as required to co-ordinate work undertaken by contractors, direct labour teams and others within the Area’s premises/facilities. Ensure that interfaces between activities are considered and, in liaison with customers, UPOs and Contract Managers, help to plan/ programme work to minimise risks and disruption to all parties. 22. Work with key departmental representatives and Procurement to implement and support sustainable procurement and to support building/area wide procurement/ purchasing initiatives and shared use of equipment and resources. 23. Oversee the compilation and maintenance of essential records, including asset register, asbestos register, Health and Safety Information and PPM records etc., and ensure that the Building Information Database is kept up to date. 24. Issue or revise work instructions via work/purchase orders, the FAMIS system or in person.
25. Network and liaise within UCL and externally to keep abreast of developments, legislation, new technology etc. 26. Carry out inspections of the TFM Contractor commenting formally on work to establish resource needs, briefs, priorities, working methods and approval of completed works. 27. Periodically audit health & safety performance of the TFM Contractor working in the Area’s premises/ facilities. Feedback issues of concern to the TFM Contractor as necessary. 28. Lead and coordinate work with other Estates and Facilities teams to provide support, coordination and cross cover across the UCL East campus. 29. Compile and co-ordinate data, statistics, financial and performance returns etc.; produce reports as required. 30. Convene, lead, attend and contribute to meetings as required, presenting information. 31. Promote and demonstrate a personal commitment to UCL East Core Personal Objectives.
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OTHER DUTIES: • Comply with UCL’s policies at all times, including Equal Opportunities Policies, and ensure that duties are carried out in accordance with relevant divisional and UCL policies and procedures. • Attend relevant seminars, workshops and training events and maintain professional status by completing appropriate CPD. • Maintain an awareness and observation of Fire, Health and Safety Regulations. • Adopt and promote awareness of UCL’s Environmental Sustainability Policy and other initiatives. • Carry out other duties within the scope, spirit and general purpose of the post. • As duties and responsibilities change this job description will be reviewed and revised in consultation with the post-holder. • Act as the lead person associated with the mobilization of Pool Street West which opens September 2022 and Marshgate which opens September 2023. The TFM Contract is a 5 year hard and 3 year soft contract with facility to extend both contracts.
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Person Specification
Criteria
Essential or Desirable
Assessment method
General The post requires a background and extensive operational experience in estates, facilities and maintenance services in a complex, multi-site organisation. Essential Extensive experience of facilities management across large scale complex, multiple sites/buildings . Previous experience of staff management and team development. Practical experience in the management of estates operations using contractors and directly employed staff. Ability to demonstrate initiative with a proactive and flexible attitude. Performance management and reporting; contract management. Practical knowledge, understanding and application of relevant Health and Safety legislation. Experience of integrated estates management systems (equivalent to UCL’s FAMIS system) and Help-desk operations; financial and performance monitoring and reporting. Excellent inter-personal and communication skills with a customer focused approach. Proactive approach to developing effective working relationships. Excellent administrative and organisational skills; ability to multi-task and prioritise own work and that of others. Ability to evaluate a range of issues and develop effective solutions. Ability to communicate confidently and effectively with stakeholders at all levels. Excellent IT literacy skills (MS Outlook, Word, Excel etc.) Excellent influencing/negotiating skills.
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Experience of directing and supervising staff and contractors. Essential
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Budget management experience.
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Desirable A relevant professional qualification (Building/Engineering Maintenance, Facilities Management etc.). Experience of Mobilising a total Facilities Management Contract for both hard and soft services Conversant with developments in sustainability and environmental issues, including energy conservation. Experience within the HE sector or similar environment involving complex building and engineering infrastructure. Project management experience.
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Good presentational skills.
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Nebosh Certificate
Application
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Working at UCL
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. This role attracts a competitive salary level to attract industry leading candidates. UCL offers a compelling benefits proposition to its’ staff members. 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 UCL aims to acknowledge, understand, and tackle structural inequities and unjust social power imbalances that affect our communities across the institution. This means recognising how we got here and what needs to be done to ensure equity, inclusion and belonging for those who are not systemically privileged by our society. You can learn more about our Equity and Inclusion plan at Equity and Inclusion Plan 2020- 21 | Office of the President and Provost (Equality, Diversity & Inclusion) - UCL – University College London
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Application Process
To arrange a confidential conversation to discuss the opportunity in more depth, please contact Michael Hewlett of The Management Recruitment Group on 020 3962 9900 or michael.hewlett@mrgpeople.co.uk Applications should consist of a CV and a covering Letter. Applications should be sent to michael.hewlett@mrgpeople.co.uk Closing date for applications is Sunday 30th January 2022.
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LONDON’S GLOBAL UNIVERSITY
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