Contracts and Compliance Manager Candidate Information Pack
Contents
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. They are proud of their international student and staff community, creating a vibrant, multi‐cultural environment.
Background
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Accommodation Services Pages 6-7 Job Description & Person Specification Pages 8-13 The Recruitment Process Pages 14-15
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University of the Arts London • University of the Arts London is in the top 2 universities in the world for art and design. • They offer an extensive range of courses in art, design, fashion,
• Over two thirds of the winners of British Designer of the Year are UAL alumni. • 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.
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.
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Accommodation Services
UAL Accommodation Services is a vibrant multidisciplinary and diverse team, priding themselves on innovation, high standards, customer focus and student experience. They currently accommodate over 3,200 students in 12 halls of residence located throughout London on fixed term tenancies. The department is comprised of Central Accommodation, Residential Operations, Communications and Marketing, Finance, a Social Programme and a Commercial Summer Business.
They are excited to welcome Archwood House to their halls’ portfolio in September 2022. Built exclusively for UAL students, the building is a new development, with modern features and furnishings throughout. It is located in Camberwell, which is an ideal location for students studying at Camberwell College of Arts, and London College of Communication. It is also a short bus ride or cycle into the centre of London.
Further information can be viewed on their website at: https://www.arts.ac.uk/study- at-ual/accommodation/halls-of-residence/archwood-house
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Job Description (1)
• Conduct interviews and surveys to ensure hall’s teams are aware of and act in accordance to current legislation, undertaking investigations to discover the root cause of any compliance issues as and when they arise putting in place practices to reduce the chances of reoccurence. • With relevant stakeholders, examine and improve internal auditing processes to resolve compliance issues expeditiously or to reduce the probability of their occurence. • To be instrumental in the continued development, implementation and delivery of high quality, customer focused Facilities Managed services in the Residential Operation in line with customer’s and stakeholder’s expectations. • Contribute to the procurement, mobilisation and establishment of new contracts of services in or affecting the Camberwell Hub ensuring that any variations to contracts are agreed in advance with the Residential Operations Manager, signed by Associate or Director level staff at UAL, are recorded, documented and stored centrally. • Lead in the development, improvement, coordination and maintenance of the infrastructures required to deliver in-house and third party services both by hall’s staff and other resources within agreed budget(s). Determine and agree with the Residential Operations Manager in keeping with contractual obligations the work to be undertaken in-house or to be externally provided ensuring that accurate records are kept and are available for reporting purposes. • Be fully conversant with the contracts managed with the Estates Department in relation to the Camberwell Hub, obtaining and maintaining reports and systems to ensure core systems are serviced in accordance to legal requirements, KPIs and SLAs such as life safe systems, heating, lighting hot & cold water, plant & equipment, etc. • Be fully conversant with the tenancy and lease agreements (both landlord and tenant) and gain an in-depth knowledge and understanding of each, identifying UAL’s legal obligations, and ensuring that site Residential Managers are kept informed of any major maintenance issues that may impact students’ accommodation, wellbeing and mental health simulataneously applying the knowledge of third party liabilities taking action or escalating as apporpriate. • To report any known Health and Safety concerns and/or statutory non-compliance on the part of the service provider to the Accommodation Services Health and Safety Advisor and to the Residential Operations Managers. • To meet with the Residential Operations Managers on a regular basis and provide updates on current relevant building & tenancy management issues, with a focus on the needs and demands of residents in providing a service level consistent with Accomodation Services standards and students’ expectations. • To conduct all financial matters associated with the role in accordance with the University’s policies and procedures, as laid down in the Financial Regulations and be responsible for operational expenditure for overall nominated sites and account monthly for any variance against the itemised budgets. Process invoices and raising purchase orders for payments of local / operational expenditure. • In conjunction with the Residential Operations Managers and UAL Accommodation Services, plan annual programmes of in-house redecoration, asset replacement and life cycle works that may be required, ensuring minimum disruption to residents. • In conjunction with the Residence Managers, Managing Agents or landlord, ensure that all planned works in the Camberwell Hub are properly planned and risk assessed; monitor the progress of works, reporting any problems to the Residential Operations Manager.
Job title:
Contracts and Compliance Manager Residential Operations Manager
Accountable to: Contract length: Hours per week: Weeks per year:
Permanent
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Who are Accommodation Services? The University of the Arts London is a higher education institution specialising in art, design, fashion and media, which is comprised of Camberwell College of Arts, Central Saint Martins, Chelsea College of Arts, London College of Communication, London College of Fashion and Wimbledon College of Arts. It is Europe’s largest provider of education in art, design, fashion, communication and the performing arts which brings together over 19,000 students from over 100 different countries, including 2,250 further education students, 14,000 undergraduates and 2,700 postgraduate and research students. Accommodation Services currently accommodates over 3,200 students in 12 halls of residence located throughout London on fixed term tenancies. The department is comprised of Central Accommodation, Residential Operations, Communications and Marketing, Finance, the Social Programme and a Commercial Summer Business. We are a vibrant multidisciplinary and diverse team, priding ourselves on innovation, high standards, customer focus and student experience. Purpose of Role: The post holder will have overall responsibility for the safe and effective management of any designated UAL Facilities Managed Halls of Residence, leading on areas of continuous improvement, helping to ensure compliance with Health and Safety legislation and pastoral care to residents. You will lead a small team managing all matters relating to student welfare, conduct, discipline and finances whilst ensuring a safe and supportive environment for students, guests, contractors and colleagues working closely with the Maintenance Manager to resolve maintenance issues in a timely manner. The role holder will be expected to work flexibly between the core hours of 08:00 – 20:00, Monday to Friday, with occasional weekend working as required, and travel to other Halls of Residence across London to provide cover from time-to-time. Duties and Responsibilities • Manage, maintain and develop the delivery of outsourced Facilities Managed services in the Camberwell Hub, building professional relationships with service providers whilst managing performance against set KPIs & SLAs and stakeholder feedback taking remedial action to rectify, learning and developing steps to improve services where necessary concerning all related activities. • Ensure Facilities Managed services in the Camberwell Hub meets its legal and statutory obligations, including but not limited to Health and Safety inspections, both with internal stakeholders and third party service providers as part of their contractual obligations, ensuring any issues identified are swiftly acted upon.
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Job Description (2)
• Coordinate reporting in the Camberwell Hub ensuring there is consistency of approach, that datas is full, accuate and that deadlines are met; such reports not limited to but including repairs, PPM Calendar, ANUK compliance reports, monthly performance reports, and maintenance and compliance related data gathering; meeting with the Accommodation Projects Coordinator, the Health & Safety Adviser and the Residential Operations Manager (Business Standards and Compliance) and other stakeholders in relation to compliance management. • Undertake minor project work, commensurate with the role and previous experience when tasked by the Residential Operations Managers, or the Associate Director of Catering, Retail & Accommodation Services. • Deputise for the Residential Operations Manager in the Camberwell Hub as and when required. General • To perform such duties consistent with your role as may from time to time be assigned to you anywhere within the University. • To undertake health and safety duties and responsibilities appropriate to the role. • To work in accordance with the University’s Dignity at Work Policy and the Staff Charter, promoting equality and diversity in your work. • To personally contribute towards reducing the University’s impact on the environment and support actions associated with the UAL Sustainability Manifesto (2016 – 2022). • To undertake continuous personal and professional development, and to support it for any staff you manage through effective use of the University’s Planning, Review and Appraisal scheme and staff development opportunities. • To make full use of all information and communication technologies in adherence to data protection policies to meet the requirements of the role and to promote organisational effectiveness. • To conduct all financial matters associated with the role in accordance with the University’s policies and procedures, as laid down in the Financial Regulations.
• Maintenance Manager • Finance Team • Marketing & Communications Manager • Student Experience Manager • UAL Health & Safety team • Risk and Compliance Manager, Estates Deptartment • Head of Hard Facilities Management, Estates Deptartment • Procurement Category Manager (Estates) • Landlords and Managing Agents • Account Managers (Outsourced Services)
Specific Management Responsibilities Budget: £1m Staff: Maintenance Manager
Other: Due to the nature of the role, the role holder will be required to work during the months of August and September and therefore it is very unlikely that extended leave (one week’s duration or more) will be granted during this period, except in exceptional circumstances of a personal or medical nature. The role holder may also be asked to provide cover for other member of staff’s annual and/or sick leave when required. This will sometimes be at other accommodation sites.
Key Working Relationships: • Associate Director, Catering, Retail & Accommodation Services • Residential Operations Manager (Facilities Management Lead) • Residential Operations Manager (Business Standards & Compliance) • Residential Operations Team • OOH Group Residence Manager
• OOH/Residence Managers • Accommodation Manager
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Person Specification
Specialist Knowledge/ Qualifications
• Degree or equivalent experience. • Senior Management qualification or relevant qualification in Facilities Management. • Demonstratable experience of delivering facilities managed services and contracts within a higher education and/or further education institution. • Previous experience of managing compliance and third party agreements and or tenancies. • Knowledge of accommodation management software, including allocations, configuration and finance interface (knowledge of UAL’s KX system or TCAS are desirable). • Communicates effectively orally, in writing and/or using visual media, adapting the message for a diverse audience in an inclusive and accessible way. • Motivates and leads a team effectively, setting clear objectives to manage performance. • Demonstrates ability to deliver focused support to team members as required. • Self-motivated with a positive and professional approach and can when required, work under pressure to tight deadlines with limited support. • Must possess excellent organisational and planning skills with a wide degree of creativity and latitude. • Membership of a recognised professional body is preferable; i.e. Institute of Facilities Management. • Works collaboratively in a team and where appropriate across or with different professional groups. • Continually develops own area of specialist knowledge. • Manages resources effectively and with financial caution to ensure delivery of a high quality but cost -effective service. • Plans, prioritises and organises work to achieve objectives on time. • Uses initiative or creativity to enhance the qualities available within a team. • Works collaboratively in a team and where appropriate across or with different professional groups.
Relevant Experience
Communication Skills
Leadership and Management
Professional Practice
Planning and Managing Resources
Teamwork
Student Experience or Customer Service Creativity, Innovation and Problem Solving
• Builds and maintains positive relationships with students or customers.
• Suggests practical solutions to new or unique problems. • Demonstrates ability to think laterally and imaginatively when dealing with challenges. • Ability to make decisions and find solutions using own initiative within the constraints of the role and given policies and procedures.
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The Recruitment Process For a confidential conversation please contact our advisor Hannah Searle of The Management Recruitment Group.
Applications should consist of a comprehensive CV and a covering statement.
Applications should be sent to hannah.searle@mrgpeople.co.uk Closing date for applications is Sunday 19th June 2022.
The Management Recruitment Group
15 Bishopsgate, London EC2N 3AR
Tel: +44 203 962 9900 www.mrgpeople.co.uk
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