Surrey - Head of Estate Services

Head of Estate Services Candidate Briefing Pack

Contents

4 The University in numbers

6 Why Surrey?

8 Our Estate

10 Priorities, Benefits and The Structure

12 Job Description

Key responsibilities.................................. 13 Elements of the role................................ 14 Person Specification................................ 16

18 Selection process

How to apply.............................................20

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The Times/Sunday Times Good University Guide 2015

University of Surrey

Estates and Facilities Management Department | 2016

The University in numbers

4TH INTHE GUARDIAN LEAGUE TABLE2016

£400M INCAMPUS INVESTMENT * * SINCE2000

125YEARS OF SHAPING THE FUTURE

12,000+ LOCAL JOBS SUPPORTEDBY THEUNIVERSITY

GLOBALMARKET LEADER IN SATELLITE TECHNOLOGY

STUDENTS FROMOVER 120COUNTRIES

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The University in numbers

140 COMPANIES AT SURREY RESEARCHPARK

£1.5BN CONTRIBUTION TONATIONAL ECONOMY

£70M 5G INNOVATION CENTRE

5TH INNSS FOROVERALL STUDENT SATISFACTION

2ND FORGRADUATE EMPLOYABILITY

2,300+ PLACEMENT PARTNERS

University of Surrey

Estates and Facilities Management Department | 2016

At the University of Surrey, we ask and answer important questions that create new insight and understanding. More than any other British university, we actively share our knowledge through innovative teaching, professional training and business collaborations. We inspire people to do wonderful things, and also help them to acquire the tools they need to build better lives in a better world. Why Surrey?

5TH FOR STUDENT SATISFACTION

Surrey entered the league-table elites with a top- four ranking in The Guardian University Guide 2016, a climb of two places from sixth in 2015. The Times/ Sunday Times Good University Guide 2016 and The Complete University Guide 2016 also put us in the top ten for the first time. TOP4 INTHE GUARDIAN UNIVERSITY LEAGUE TABLE

2ND FORGRADUATE EMPLOYABILITY

Surrey rose three places to fifth in the 2015 National Student Survey, achieving a 92% overall student satisfaction rating.

The University of Surrey is second for graduate

employability when compared with other chartered universities in England. According

Read more at: surrey.ac.uk/pl2

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Education

Surrey encourages students to be the best they can be.

Jennifer Jacobsen BSc (Hons) Business and Retail Management

ATOP UNIVERSITY FOR SPORT

NEW£45M SCHOOLOF VETERINARY MEDICINE

GUILDFORD SCHOOLOF ACTING (GSA)

Surrey was named one of the twelve best universities for sports teams, clubs and facilities in the Which? University Student Survey 2014. Surrey Sports Park is one of Europe’s leading sports venues. This £36- million centre features world-class facilities and plays host to a number and sports events. Surrey Sports Park is also home to Team Surrey, which offers 46 sports clubs for students to join. The Park was the official training base of the Irish and Italian national teams during the 2015 Rugby World Cup. of professional teams, athletes

The establishment of a new £45-million School of Veterinary Medicine – one of only eight in the UK – has put Surrey on the map as a pioneering centre for interdisciplinary research to improve animal and human health. School’s alliances with an extensive network of partners in clinical practice, research and industry provides an outstanding training environment for our students, as well as for practising veterinary surgeons, veterinary nurses, para- Opened by HMThe Queen, the new

The University of Surrey’s Guildford School of Acting (GSA) is one of the most highly regarded theatre schools in the UK, and arguably the foremost musical theatre school in the world. GSA’s distinguished alumni include performers such as Brenda Blethyn OBE, Michael Ball, Bill Nighy and Celia Imrie.

professionals and clinical scientists.

University of Surrey

Estates and Facilities Management Department | 2016

THE NEW DE PARTMENT OF E S TAT E S AND FAC I L I T I E S MANAGEMENT

I N T RODUC T I ON

Estates & Facilities Management (E&FM) at the University of Surrey is changing. We are in the process of transforming our services into a customer focused and professional service aligned to the mission of the University. A new senior management team is in place and a number of other senior and professional roles are in the process of being recruited. This is an exciting time to join a dynamic team where change is being driven, to meet the needs of a modern and successful University. E&FM is a large multi-disciplinary department responsible for the long term planning, development and maintenance of the University’s estate. We also provide a variety of facilities related services to all University faculties and departments. E&FM is made up of a number of service focused teams (some 285 staff) which are responsible for providing services that are essential for the smooth running of the university as a whole. We aim to provide a coordinated and customer oriented approach to developing, maintaining and adapting the University’s estate and a wide range of support services to create an environment which supports the University’s academic mission. The University of Surrey are delighted to have been named The Times and Sunday Times Good University Guide 2016 University of The Year. Learn more about our league table success and discover why our students, staff and alumni are proud to be part of the University of Surrey – wonderful things happen here.

Principally E&FM is responsible for: o Long term strategic planning, development and management of the University’s estate o Delivery of the University’s capital development and refurbishment programme. o Maintaining the University’s teaching, research, administrative and residential buildings. o Delivering a comprehensive security and facilities management service to the University. o Maintaining and developing the University’s landscaped grounds and sports pitches. o Promoting the University’s environmental sustainability initiative, particularly with regard to reducing carbon emissions.

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THE E S TAT E

E S T A T E S AND F AC I L I T I E S D E P AR TME N T S E R V I C E S

T H E D E P AR TME N T O F E S T A T E S AND F AC I L I T I E S MANAGEME N T

The University estate comprises a significant portfolio of land (approximately 92 hectares) which is largely made up of its two main campus areas (Stag Hill and Manor Park) and also a significant amount of agricultural land and Surrey woodland. The value of the estate is approximately £1Bn (total insurance replacement value). Located across Stag Hill and Manor Park campuses are some 295 buildings providing 270,000 m2 of space (GIA), accommodating all teaching, learning, research and support activities of the University and also 5150 residential bed spaces. The estate is a key element of the marketability of the University and we are extremely proud of our campus. We also have ambitious plans to continue to develop both our campuses to accommodate projected significant student growth.

The Planning and Development team is responsible for the project management of new build development and refurbishment and upgrading of existing buildings and infrastructure. This team also takes on the ‘custodial’ role ensuring that the estate is planned and managed with the long term in mind including managing all town planning matters, land and property management, space management and health, safety and compliance management. The Systems and Operations team carefully manages the University’s estate and facilities to ensure that staff, students and visitors benefit from excellent facilities within which to study, work and live. A broad range of facilities services are provided including: Security, Maintenance, Cleaning, Waste and Recycling, Portering, Distribution and Post, Fleet Management, Landscape and Horticulture. A Customer and Business Services team and Systems and Business Support team ensure that departmental processes and systems are carefully managed to ensure that E&FM as a whole is able to provide excellent levels of customer service to all of its customer groups.

Significant funding has already been secured to deliver this ambition.

University of Surrey

Estates and Facilities Management Department | 2016

PR I OR I T I E S AND BENE F I T S

B E N E F I T S

E S T A T E S AND F AC I L I T I E S MANAGEME N T D E P AR TME N T P R I OR I T I E S

• Generous leave - 25 days Annual Leave + 7 University Days University Closure days + Bank holidays • Family Support - Whether you choose to take advantage of our campus nursery, benefit from tax and national insurance savings on your child care fees, or need to take time off work for maternity or paternity leave, the University of Surrey is there to support you. We believe that all employees should have a healthy work life balance and where possible support flexible methods of working. • Sports, Leisure & Wellbeing - As an employee you will have access to reduced price membership of the spectacular Surrey Sports Park, which is located on our Manor Park Campus. Offering a full range of exercise and wellbeing classes, a first class gym, Olympic sized swimming pool, climbing wall, tennis and squash courts and a whole range of activities for children, Surrey Sports Park is a great place to spend time with both family and friends. • Staff Development - Our experienced in-house team offer a broad range of courses, workshops and bespoke sessions for individuals and groups, covering induction, personal development, organisational performance and development, leadership and management and many more.

To meet the changing patterns of research and teaching activity that result from changes in the size and shape of the University. To improve the utilisation of space through new buildings designed for flexibility and shared use, and the effective sharing of existing teaching and research facilities. To improve the condition and functional suitability of the estate by re-purposing existing buildings which are vacated when new ones are built.

To reduce running costs and carbon emissions across the estate.

• Pension – USS pension scheme with employer contributions of 18%

• Child care- Campus Kids Day Nursery provides childcare for children aged 3 months to 5 years. It is open daily from 0800hrs to 1830hrs, 52 weeks per year, not including bank holidays. The nursery is managed on behalf of the University by Bright Horizons, who provide high quality care in a friendly and stimulating environment.

• Childcare Vouchers

• Season ticket loan

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S T R UC T U R E

ESTATES & FACILITIES MANAGEMENT DEPARTMENT ORGANISATION CHART SENIOR MANAGEMENT TEAM (AS AT 01/06/2016)

DIRECTOROFESTATESAND FACILITIES MANAGEMENT

PA TO DIRECTOR

TREVOR HUMPHREYS

LOUIZE LAW

MANOR PARKDEVELOPMENT DIRECTOR

DEPUTYDIRECTOR,PLANNINGAND DEVELOPMENT

DEPUTYDIRECTOR, SYSTEMS AND OPERATIONS

HEAD OF SECURITY SERVICES

JACQUI LIPINSKI

STEVE BAKER

TBA

PETERBRINKLEY

SENIORPROJECT MANAGER / PROJECT MANAGERS

HEAD OF SYSTEMSAND BUSINESS SUPPORT

CLERKOF WORKS

PRINCIPALENGINEER

HEAD OF MAINTENANCE SERVICES

DEPUTY HEAD OF SECURITY SERVICES

HEAD OF SURVEYING AND PLANNING

HEALTH, SAFETYAND ASSURANCE MANAGER

HEAD OF CUSTOMERAND BUSINESS SERVICES

HEADOF HORTICULTURAL SERVICES

BUSINESS CONTINUITYMANAGER

HEAD OF CENTRALAND RESIDENTIAL SERVICES HEAD OF ESTATE SERVICES

ADMINISTRATIONAND FINANCE MANAGER

PRINCIPALBUILDING SURVEYOR

CLERKOF WORKS

COMPLIANCEADMINISTRATION

HEAD OF SPACEPLANNING

University of Surrey

Estates and Facilities Management Department | 2016

JOB DE SCR I P T I ON

K E Y R E S PON S I B I L I T I E S

J OB P UR POS E S T A T EME N T

The purpose of this role is to be responsible for leading, managing and developing a team of up to 200 staff, ensuring the continuous development and delivery of high quality “soft” facility services across the University campus, including Stag Hill, Manor Park, and Surrey Sports Park. Maintaining a responsive operation and efficient structure for general activities, conference, events and dealing with emergencies across the year. The post holder will develop the department’s strategic plan, in line with the University’s strategies, providing services which are Student, Staff and Customer focused, in line with all relevant legislative requirements.

1. To contribute to the strategic and operational planning, development and management of Estates and Facilities department, including advising the Deputy Director, Systems & Operations of E&FM on operational performance and provide regular reports on events and common issues, and contribute to relevant committees and Operational Working Groups within the University. 2. To develop and implement strategic plans for the Estate Services department which includes cleaning services, porter services, teaching room preparations, reception services and waste management services. These plans will provide continuous evaluation of existing services, identifying and implementing changes where necessary. 3. To effectively manage all budgets (approx. £4 million) assigned to the Estate Services department and ensure compliance with University procurement process, whilst monitoring internal expenditure and income generation, and identifying areas of potential savings and value for money creation. 4. To provide effective and proactive leadership across all the Estate Services teams with the objective of providing a customer driven service, by developing productive working relationships between Estate Services, Accommodation services, Conference services, Marketing, all academic Faculties and Professional Services Departments. 5. To manage a diverse group of approximately 200 operational staff across the Estate Services team, by establishing appropriate management structures and ensure the appointment of suitable staff with appropriate experience and skill. Also through conducting annual staff development reviews through the Appraisal system and embedding a continual improvement process within the sections.

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J OB D E S C R I P T I ON

K E Y R E S PON S I B I L I T I E S

6. To assist and advise in the design and development of FM services with regard to new builds and refurbishment projects across the University campus. 7. To ensure that the Estate Services Department’s operational activities and their contractors fully comply with all relevant legislation and guidance. 8. To provide specialist knowledge in soft services to provide solutions across University collaborations. Undertake benchmarking of performance and evaluation of other similar activities both within and outside of the sector.

All staff are expected to:

• Positively support equality of opportunity and equity of treatment to colleagues and students in accordance with the University of Surrey Equal Opportunities Policy. • Work to achieve the aims of our Environmental Policy and promote awareness to colleagues and students. • Follow University/departmental policies and working practices in ensuring that no breaches of information security result from their actions. • Ensure they are aware of and abide by all relevant University Regulations and Policies rele- vant to the role.

N.B. The above list is not exhaustive.

• Undertake such other duties within the scope of the post as may be requested by your Manager.

• Work supportively with colleagues, operating in a collegiate manner at all times.

Help maintain a safe working environment by:

• Attending training in Health and Safety requirements as necessary, both on appointment and as changes in duties and techniques demand. • Following local codes of safe working practices and the University of Surrey Health and Safety Policy.

University of Surrey

Estates and Facilities Management Department | 2016

E L EMENT S OF THE ROL E

P ROB L EM SO L V I NG AND D E C S I ON MAK I NG

P L ANN I NG AND ORGAN I S I NG

• The Estate Services Team is a large and diverse group, demonstrating various levels of skills and knowledge. The post holder must take this into consideration when shaping the strategic direction of the department, prioritising how the delivery of the various services will occur, and when defining training needs and programmes and the priorities of the Customer and the staff resource. • The post holder will be an active member of various working groups, delivering longer term projects to the University. Therefore the ability to manage their time and varying workloads to work proactively is essential. • The post holder will be expected to provide effective management to the organisational structure for Estate Services to ensure the department can respond to emergencies in an organised fashion when required. • The post holder must be able to demonstrate an ability to identify, plan and manage change in a proactive manner, whilst engaging with the team, suppliers and the service users.

• The post holder is responsible for making decisions autonomously, and should work in an open and collegiate style. They will advise the Deputy Director, Systems & Operations on operational issues, but will use their experience and strategic thinking to make decisions and resolve problems. They are perceived to be the experts in their area of responsibility. The director will provide an overarching coordination of all EFM activities to ensure consistency. • The post holder will work with their immediate team in problem solving, encouraging them to participate and use their skills. • The post holder will solve problems and where appropriate will utilise the offices of central University functions, such as Finance, Human Resources and Procurement for advice and support in resolving issues and to ensure that decision making is in line with University policy. • The post holder will successfully interface with other Senior Managers to resolve and expedite decisions, and communicate these accordingly.

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E L EME N T S O F T H E RO L E

D I ME N S I ON S O F T H E RO L E

CON T I NUOU S I MP ROV EME N T

• The post holder will be expected to demonstrate clear and innovative thinking when they constant- ly review the services provided by Estate Services to identify potential areas of change and how these changes can be implemented effectively whilst taking into account any legislative changes. • The post holder will also identify opportunities and develop partnerships internally and externally to progress and enhance the service provided by • The post holder will be responsible for developing and planning training for all the Estate Services operational staff, to ensure the continuous improvement of the individual staff and service delivery and to engage with other operational sections to develop cross cutting training and events. the Department and to foster effective benchmarking of specific benchmarking.

• The post holder will manage an operational budget within the region of £4 million plus additional recharge costs based on other University Business (example Rugby and La Crosse World cup events). They will be responsible for the services delivered by up to 200 Operational staff. • The post holder will be responsible for delivering “soft” facility services to 15,500 Students and up to 2000 staff using the University facilities. • They will also provide a major support role for Open days, Degree days and catastrophic events (floods fires and snow). • The post holder will be responsible for the operational delivery of services but will also play a role in the project management of new developments within the University, such as capital development programmes. • The post holder will ensure that there are effective business continuity arrangements in place required in the event of a critical incident impacting service provision, including operational resilience of key staff who will be required to respond to such incidents. • The post holder plays an active part in various University Working Groups and Committees, appropriate to the role (Sustainability, Health and Safety etc.) • The post holder will operate within the guidance of the University Policies and regulations, ensuring Compliance with Statutory legislation such as Health and Safety.

• The post holder will also ensure the profile of the Department is developed and continually

ACCOUN T AB I L I T Y

• The post holder will be expected to deliver the allocated budget (£4m plus additional costs for conference and events) within the University’s financial expectations. • The post holder will manage Estate Services portfolio with minimal supervision but will have specific responsibilities to manage and deliver services to the University campus on behalf of the Deputy Director, Systems & Operations. • The post holder will report to the Deputy Director, Systems & Operations on a regular basis, and produce reports for the Estates Committee and University Executive Board when required to do so.

S U P P L EME N T AR Y I N F ORMA T I ON

• The post holder will engage with colleagues in other Universities to develop working relationships, share best practice and benchmarking processes.

University of Surrey

Estates and Facilities Management Department | 2016

P ERSON S P EC I F I CAT I ON

QUA L I F I CA T I ON S AND P RO F E S S I ONA L MEMB E R S H I P S

Professionally qualified with a relevant degree/postgraduate qualification, plus significant relevant managerial experience and leadership experience, or substantial experience and proven success in a strategically important specialist area. Or: Extensive vocational and strategic management and leadership experience demonstrating professional development through involvement in a series of progressively more demanding and influential work/roles, backed up by evidence of significant development.

Member of the British Institute of Facilities Management Institute of Occupational Safety and Health Certification

T E CHN I CA L COMP E T E NC I E S ( E X P E R I E NC E AND KNOWL E DGE )

Essential/ Desirable

Level 1-3

This section contains the level of competency required to carry out the role (please re- fer to the Competency Framework for clarification where needed and the Job Match- ing Guidance). A significant number of years’ relevant leadership experience of a large and diverse staff group. Significant leadership experience within the Facilities Management sector IT Skills, report writing skills, production of business cases and use of statistical data to measure performance Understanding, knowledge and experience of HR issues relating to staff management, including team development, equal opportunities, and appraisals.

A proven ability to deliver change management initiatives.

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P E R S ON S P E C I F I C AT I ON

S P E C I A L R EQU I R EME N T S

Must hold a full driving licence

COR E COMP E T E NC I E S

3 3 3 3 3 3 3 3 3 3

Communication Adaptability / Flexibility Customer/Client service and support Planning and Organising Continuous Improvement Problem Solving and Decision Making Skills Managing and Developing Performance Creative and Analytical Thinking Influencing, Persuasion and Negotiation Skills Strategic Thinking & Leadership

This Job Purpose reflects the core activities of the post. As the Department/Faculty and the post holder develop, there will inevitably be some changes to the duties for which the post is responsible, and possibly to the emphasis of the post itself. The University expects that the post holder will recognise this and will adopt a flexible approach to work. This could include undertaking relevant training where necessary. Should significant changes to the Job Purpose become necessary, the post holder will be consulted and the changes reflected in a revised Job Purpose.

University of Surrey

Estates and Facilities Management Department | 2016

ORGAN I SAT I ONAL / DE PARTMENTAL I NFORMAT I ON

BACKGROUND I N F ORMA T I ON

Estates & Facilities Management is responsible for the planning, development and maintenance of the University Estate and provide Support Services to all faculties and departments in the University. The Estate is a key element of the marketability of the University. Estates & Facilities Management are responsible for the first impression of the organisation and managing the internal environment to ensure that staff, students and visitors have a positive experience. We also provide a variety of facilities related services to all University faculties and departments.

E&FM is made up of a number of service focused teams (some 285 staff) which are responsible for providing services that are essential for the smooth running of the university as a whole. We aim to provide a coordinated and customer oriented approach to developing, maintaining and adapting the University’s estate and a wide range of support services to create an environment which supports the University’s academic mission. Success in this role is heavily dependent on building successful and strong relationships, both within the University, as well as the wider business and FM community. The post holder is expected to build credible and productive relationships with a range of internal and external stakeholders and to ensure the development and preservation of

strong and effective links with other HE institutions and key professional bodies.

D E P AR TME N T S T RUC T UR E CHAR T

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KEY RE LAT I ONSH I P S

I N T E RNA L

E X T E RNA L

• E&FM, Accommodation Team, Faculty Facility Managers, Catering, Conference and Events Teams • Surrey Sports Park, CRC, PGMS • University colleagues

• Suppliers • Project Managers • Other Universities

University of Surrey

Estates and Facilities Management Department | 2016

Selection process

Selection process For a confidential and informal discussion, please contact the University’s appointed recruitment partners Michael Hewlett or Hayley Mintern at The Management Recruitment Group (MRG) on:

The closing date for applications is Sunday 15th January 2017.

You can also apply online through the MRG website by clicking HERE.

Michael Hewlett T: 020 8892 0115 M: 07972579938 E: michael.hewlett@mrgpeople.co.uk Hayley Mintern T: 020 8892 0115 M: 07530680184 E: hayley.mintern@mrgpeople.co.uk

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University of the Year 2016

4th in The Guardian league table 2016

Three Queen’s Anniversary Prizes for research excellence

5th for student satisfaction NSS 2015 92% overall satisfaction rating

68 King William Street London EC4N 7DZ

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

111 Piccadilly Manchester M1 2HY Tel 0161 638 0936

Tel 020 7959 2368

MRG-008

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