HEAD OF ESTATES OPERATIONS
WELCOME FROM CHRIS COBB - CHIEF OPERATING OFFICER
Dear applicant, Thank you for your interest in the Head of Estates Operations role at the University of London.
The central University benefits from a large and prestigious estate and, as its custodians, we must do our utmost to ensure it continues to provide the foundation upon which the future of the University of London will be built, focusing on a vision of efficiency, sustainability and quality. Our new Director of Property and Facilities will lead the implementation of our ambitious estates strategy which will transform our property portfolio and further enhance our reputation in providing world class facilities. She will influence and inspire others to ensure the Estates Strategy significantly enhances the student experience. The Estates Strategy sets out a challenging investment programme. It also identifies properties that could be replaced or redeveloped and sets out sites that Colleges may wish to develop for themselves. In addition, the Strategy establishes master planning for Senate House and its immediate surroundings to open up this iconic building as an academic hub for use by our member institutions and Central Academic Bodies alike. A hub which students, researchers and staff can continue to feel pride in for generations to come. Put simply, our strategy is to ensure our property is valued and relevant. ‘Valued’ both in terms of its financial return but also as an enabler for our core activities. ‘Relevant’ in that our property adapts to changing need and circumstance. These imperatives demand that we remain vigilant in maintaining, updating, adapting, acquiring and disposing of property according to the needs of today and tomorrow. If you recognise this commitment to ambition and would like to contribute your expertise to our team, I would encourage you to apply. Chris Cobb, Pro Vice-Chancellor (Operations), Chief Operating Officer.
ABOUT US
The University of London is a federal University which consists of 27 of the world’s leading Colleges and specialist Research Institutes. Together, they make the University of London one of the oldest, largest and most diverse universities in the UK. When studying with the University, a student belongs to a particular member Institution as well as the University of London itself. Between the Member Institutions, the University has over 120,000 students studying over 3,700 courses. Not all students are located in London; some study at the University of London Institute in Paris and over 50,000 students study in over 180 countries on the University of London International Programmes. The University owns a significant property portfolio located primarily in Bloomsbury which is renowned as one the world’s most prestigious academic campuses. The University’s Property and Facilities Management Department works to ensure that the estate is utilised efficiently and effectively.
UNIVERSITY OF LONDON
The building of Senate House
In its first century of existence the University moved between a succession of temporary homes, each of which it quickly outgrew. The decision was finally taken to provide what had become the world’s largest University with a purpose-built, permanent home. A large parcel of land located behind the British Museum in the central London district of Bloomsbury was purchased from the Duke of Bedford’s estate. The architect Charles Holden, who designed many of London’s Underground stations, was appointed in February 1931 and construction work began in 1932. On 26 June 1933, King George V laid the foundation stone and the building was occupied in 1936. At 209 feet, it was the tallest secular building in the capital.
In 2011 Senate House celebrated its 75th anniversary.
UNIVERSITY OF LONDON
From the SecondWorldWar to the present day
By the time war broke out in September 1939, the University had 14,000 registered students. The Colleges and their students were forced into exile in other parts of the UK and Senate House was taken over by the Ministry of Information – the roof becoming a valuable observation point for the Royal Observatory Corp. By 1944, the Colleges began to return to London and exams again took place in the capital. The Principal of the University reported that the exams were carried out ‘without casualties, other than those normally caused by these exacting but essential tests’. In 1948, Lillian Penson was elected as the University’s 31st Vice-Chancellor, the first women to hold this post in a Commonwealth University. During the 1960s and 1970s the number of students going to university in the UK expanded enormously. In line with this, the total number of internal students at the University of London doubled to almost 54,000 by 1981. In 1981 Princess Anne, The Princess Royal succeeded the Queen Mother as the University’s 10th Chancellor. In the 1990s, many of the University’s central responsibilities were devolved to the Colleges. The Funding Council also began to fund the Colleges directly. The University continues to grow and evolve to reflect the changing times. In 2008 it introduced a streamlined, transparent and flexible system of governance headed by a Board of Trustees with a lay majority.
Today – as it has been throughout its long history – the University is a family of world-class institutions, collectively upholding its international reputation of academic distinction in teaching and research.
Our overall strategic vision
To make a unique contribution to learning and research-led scholarship through our unrivalled network of member institutions, our global reach and reputation, and the breadth of our high-quality innovative academic services and infrastructure. Aim 1: deliver academic excellence Invest in our academic excellence to widen student access through flexible learning and to fulfil an ambitious programme of research promotion and facilitation in the humanities Aim 2: provide innovative high-quality academic support and professional services Develop, augment and commercialise our portfolio of services for the University’s members and the education sector, with the aim to be the “go to” provider of student and academic support services Aim 3: property that is valued and relevant Create a vibrant academic hub, through a property portfolio which balances the needs of the University’s members with maximising income opportunities The University owns and manages a large prestigious estate which includes academic and service buildings, student halls of residence, a book depository, gardens and private residences. These host a number of key activities that are fundamental to an effective University, notably academic space, libraries, student accommoda- tion, student services and conference facilities. Our objectives in relation to this aim are: • Greater use of Senate House as an academic hub and development of the public realm • Further modernisation and expansion of student residences • Increase the financial return from the estate • Ensure that there is a good fit between buildings & their function • Act as the custodian of the estate • Ensure that the estate is environmentally sustainable Aim 4: manage a high-performing organisation Increase our investment in staff development, encourage a common purpose across our diverse activities and enhance our capacity where gaps exist, in order to deliver our plans.
ESTATE STRATEGY
The Estate Strategy sets out a development framework for The University of London covering a five year period from 2015 to 2020 focusing on providing the appropriate physical infrastructure to meet the University’s vision of having fit-for-purpose buildings and facilities for the central University and the Colleges. To date, the University has focused on providing estate solutions to the Federation. Under our fiver year strategy, the University intends to change its estate management approach, so that there is equal focus on asset enhancement and improving the financial return. This reflects the increasingly competitive nature of the education sector and the need to accelerate levels of investment in the estate and our academic mission. This will enable the University to better meet the needs of the Colleges, Institutes and their students; develop a more constructive working relationship with other partners and stakeholders; and, equally important, generate returns that can be re-invested. This Strategy will seek to concentrate academic and federal University activity into our core estate (Estate One) in order to release other property/land for commercial income generation. The University’s estate, with the iconic Senate House at its heart, is not just an asset for the University but also for London and the wider community. We will continue to safeguard its heritage, encourage public access to the buildings and enhance academic activity. The Estate Strategy sets out a development and asset management framework for the estate with the aim of providing the physical environment required by a world-class university in a changing educational environment. It builds upon the work achieved by the 2004 Estate Strategy and responds to the University’s Strategy (2014-19) and on-going challenges in a highly competitive environment. The quality and the functionality of the building stock has improved since 2004 but further investment is required to bring the entire stock to condition A and B and functionality 1 and 2 (HEEMS definition). The 2014 Condition Survey establishes a base on which this investment can be planned. This Survey in conjunction with the estate development plans and the University’s Finance Strategy will enable the University to formulate and manage a more detailed annual capital plan.
ESTATE STRATEGY CONT.
The University may contemplate acquiring additional land to meet the academic demands of both the University and the Colleges and will also consider redevelopment of existing sites more intensively where properties on those sites have reached the end of their physical and economic life. This includes assessing how we can increase the number of beds in our Halls of Residence either through redevelopment or acquisition. Emphasis will be placed on good space management with a view to providing an effective workplace for all University staff and increasing the amount of space for academic and commercial activities. The University will continue to work towards the achievement of the ambitious carbon reduction targets set in the Carbon Management Plan, aiming for a 43% reduction by 2020. Sustainability will be a key feature of estate developments in line with the University’s goal on Environmental Sustainability. We will investigate ways of providing a secure and economic supply of energy to the University through investment in the existing Combined Heat & Power installation. This Strategy offers a bold vision for the University’s evolution over the next decade, whilst acknowledging the current challenges faced by the University. When implemented, this Estate Strategy will deliver a lasting legacy that will ensure that the University is well positioned to deal with the challenges that now confront the higher education sector. To support our strategic aims we have an ambitious capital development programme which includes: • £30m refurbishment of residences • £6m refurbishment of library/academic space • £4m investment property refurbishment • A long-term programme of projects at feasibility stage which have been included in our recent Master Plan.
JOB DESCRIPTION
Job Title: Section:
Department:
Head of Estates Operations Estates Operations
Property and Facilities Management
Level:
9
Job Purpose The Head of Estates Operations is a key leadership position in the management of the University of London Estate and reports to the Director of Property & Facilities. The post holder will be responsible for defining and executing the hard and soft facilities management strategy and operational service ensuring that the services are efficient, effective and tailored toward the evolving business requirements of a diverse stakeholder and customer base across the University Estate, whilst in support of the organisational direction and initiatives. A key part of the role will be developing key strategies and visions whilst ensuring there is effective budget management, management of risk and management of the teams that deliver these services. The role covers buildings, outdoors spaces and the Bloomsbury precinct and surrounding areas. Job Content 1. To be responsible at all times for the efficient management of the university’s facilities and operations, both in-house and out-sourced. 2. Ensure successful and compliant delivery of hard and soft facilities and operational services in a cost-effective manner, ensuring a proactive environment and fostering good customer relations at all levels. 3. Develop and manage facilities and operational contracts and consultant frameworks as an integral part of the delivery team and effectively manage all contracts, consultants, contractors and suppliers ensuring that they carry out all the duties they have been contracted to provide. 4. Advise on the most efficient and cost-effective ways of procuring relevant facilities and operational services whether using directly employed or contract staff, and prepare and review all relevant contract documentation, specifications, feasibility studies, budgets and other information as appropriate. 5. Monitor services and management accounts on an ongoing basis to ensure full financial, health and safety and environmental compliance with service level requirements. 6. Develop university wide procedures to rationalise contracts and processes and to establish agreed standards across university premises, ensuring responsibilities are fully defined. 7. Develop and implement policies and procedures to meet legislative requirements and to ensure a safe and secure environment for all staff, students and visitors.
Reports to:
Director of Property and Facilities Management.
Responsible for:
Head of Facilities Services. Facilities Services Manager. Head of Technical Services (vacant – role will be renamed as Estate Maintenance Contract Manager). Technical officer.
It is anticipated that the current Head of Facilities Services will remain reporting to the Director till the Summer of 2018 when he retires, but will work closely with the new Head of Estates Operations to enable the new post holder to devote sufficient time to develop the processes and systems for managing the Hard FM services. By the Summer of 2018, it is expected that the new Head of Estates Operations would have developed a new organisational structure for their department.
PERSON SPECIFICATION
Additional demands of the role: Occasional out of normal hours working may be required to fulfil the duties of the role and/or in emergency situations. Some cross department working may also be required in relation to project work. EXPERIENCE & PERSONAL QUALITIES Essential: • Experience, Knowledge • Senior leadership experience in this field is essential. • Strong understanding of and passion for hard and soft facilities management, with the ability to spot potential opportunities. • Strong ability to communicate complex/technical concepts and opportunities to a business and academic audience. • Demonstrable experience of managing teams and improving customer service. • Excellent ability to manage ambiguity and undertake planning whilst being decisive. • High level of engagement to develop effective working relationships at all levels across the organisation, simplifying complex messages and acting as an advocate of estates both externally and internally. • Ability to drive outstanding performance and gain commitment through coaching, motivating, energising and inspiring team members. • Successful record of engaging with estates service suppliers, negotiating and managing contracts. • Experience in developing and managing quality, financial, health and safety and environmental performance indicators for contracted out and in house soft and hard FM services. • Advanced working knowledge of Microsoft Word/Excel/Outlook/PowerPoint and databases. Desirable: • Experience of managing operational FM services across a comparable diverse multi-site portfolio. TECHNICAL KNOWLEDGE & SKILLS Essential: • Proven experience of managing a range of external contracted services including regular review of perfor- mance and contracts. • Operational project management and strategic planning and organisational skills. • Proven financial management of operational and project budgets.
PERSON SPECIFICATION
EDUCATION & PROFESSIONAL QUALIFICATIONS Essential: • Relevant Professional qualification e.g. BFIM, RICS
• Leadership or management qualification (or demonstrable equivalent experience) • Educational attainment at higher education level (or demonstrable equivalent experience) Desirable: • Continuing Professional Development (CPD) Competency Requirements Essential: • Academic Community focus • Adapting to change • Creativity and innovation • Interpersonal understanding • Leadership • Managing resources • Organisational commitment • Proactivity and planning • Problem solving and decision making • Performance Management • Resilience • Working collaboratively with others
For further information on each of the competencies and relevant levels, please refer to the University’s Competency Model http://www.london.ac.uk/5258.
EMPLOYEE BENEFITS AND HOW TO APPLY
Pension – The University operates the Universities Superannuation Scheme Limited (USS) final salary pension scheme. The University will contribute a sum equal to 18% of your salary with employee contributions of 8% on the career revalued benefits scheme. Holiday – 30 days paid leave per annum plus statutory public holidays. In addition, the University is normally closed for six days a year over Easter and Christmas/New Year.
For a confidential discussion please contact our retained advisors Michael Hewlett and Robbie Hodder of The Management Recruitment Group on; Michael Hewlett - michael.hewlett@mrgpeople.co.uk or on 020 8892 0115 Robbie Hodder - robbie.hodder@mrgpeople.co.uk or on 020 8892 0115 Applications should consist of a comprehensive CV and covering letter outlining key matching experience. Closing date for applications is Sunday 20th May 2018.
Other benefits include: • Travel season ticket loan • Childcare voucher scheme • Life Cover
• Enhanced maternity/paternity and adoption pay • Health – free bi-annual eye tests and discounted private medical insurance
68 King William Street London
Regal House 70 London Road Twickenham TW1 3QS Tel 020 8892 0115
111 Piccadilly Manchester
EC4N 7DZ Tel 020 7959 2368
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