JOB DESCRIPTION
JOB TITLE
Head of Maintenance & Facilities
demonstrating team performance and delivery. Key responsibilities will include strategic and tactical planning of maintenance investments in the Estate and the provision of an outstanding service to a de- manding and growing complex customer base. The post holder will have responsibility and will be held accountable for the monitoring and delivery of annual revenue maintenance and facilities budgets, expenditure plans and key performance indicators, working closely with the Finance Department. The post holder will report to senior University com- mittees on performance, progress and future plans. The postholder will be a member of the Estates Senior Leadership Team and be the nominated Duty Holder for specific statutory compliance areas on behalf of the University. Decisions made will be complex and far reaching and can affect areas out- side of work remit. The postholder will work with the Contracts Manager to develop the cost reporting for the Hard and Soft FM contracts ensuring that the core KPIs and SLAs are monitored, managed and delivered on a month-by-month basis. The postholder will be responsible and accountable for the strategic management of all University maintenance and facilities operations and planning processes. They will be responsible for delivering maintenance and other related projects to pre- scribed briefs, budget, on time and to the highest quality standards. They will be responsible for the co-ordination of all maintenance programmes within new build and refurbishment capital works programme and must ensure that soft landings practices are consistently delivered. The post holder will have direct responsibility for the line management of a team of M&E Engineers, Building Surveyors, Facilities Managers and a Con- tract Management team. Responsible for the delivery and co-ordination of the planned preventative, routine, backlog and long-term maintenance programmes using internal and external resources. • Be the nominated Duty Holder for specific statu- tory compliance areas on behalf of the Universi- ty. Allocate resources accordingly to ensure full compliance is maintained. KEY RESPONSIBILTIES Strategic Management •
• Ensure all Statutory maintenance tasks are identified & delivered within the planned main- tenance programme. • Ensure that projects are delivered to brief, budget, on time and to the highest quality stand- ards • Own and develop strategies to identify and re- view the needs of internal and external custom- ers and ensure operations reflect needs and changing requirements. • Work with the Director of Estates to deliver the Maintenance and Facilities elements of the Es- tates Strategy. • Oversee the undertaking of complex thorough evaluations and improvements of standards of service delivery SLAs, implementation and monitoring of action plans. Utilise the database of information from the Support Desk and the CAFM system to drive future improvements. • Generate infrastructure-related reports and pa- pers for the Estates SLT, SLT, Board of Gover- nors and Director of Estates as required. • Ensure that the Maintenance team contribute toward managing the University’s CAFM system effectively, maintaining good system hygiene. • To lead the maintenance and facilities contribu- tion toward wider department responsibilities, including sustainability, major projects, property management and compliance. • Play an active role supporting the Estates Sen- ior Leadership Team, challenging assumptions and encouraging best practice, embedding the vision, mission and values of the department. Create the vision and set the direction for the Maintenance and Facilities team, ensuring that all team members are engaged and understand how they affect and impact on the • Estates and wider University strategic plans. • Motivate, develop and lead the Facilities Team. To challenge and support the Facilities Manag- ers to review develop and embed an efficient operating model which specifically meets the needs of the University. • Take responsibility for all people, performance and culture matters, ensuring that all aspects of staff management are effectively carried out. For example, recruitment and selection, induc- tion and training, performance management, absence management, record keeping, consul- tation and effective communication, in accord- ance with University policies and procedures. This will include conducting annual performance reviews using the University’s Performance Re- Team Management •
view Scheme.
• To lead and manage the maintenance and fa- cilities teams through the provision of expert advice, support and managerial expertise to ensure that agreed individual and departmental objectives can be achieved across the team. • To be held accountable for the performance and development of the maintenance and facilities teams. • Ensure and clearly demonstrate best value on all contracts through effective management of re- sources, monitoring of KPIs in the principal Hard and Soft FM contracts (NEC4) and by develop- ing KPIs across all other maintenance and facili- ties contracts, reporting formally as required on performance department wide. • Set a clear vision for outsourced services, con- duct regular review meetings with suppliers to review resources, ensure appropriate training is provided internally and University policies are implemented. Project Documentation & Financial Management • Provide monthly reporting on performance against budget to the Estates SLT, including analysis, forecasting and giving recommenda- tions. • Develop and support the team in the develop- ment of tender documentation, specifications and asset registers of all plant and equipment and input into the tender process in line with University procedures and statutory regulations. • Ensure that all financial management proce- dures are adhered to in accordance with Uni- versity policies. • Devise and implement good practice measures for ensuring robust cost control across all main- tenance and facilities activity. • Develop robust management information that clearly demonstrates contractor performance. • Develop effective budgetary control techniques to ensure optimum value for money is achieved and which will assist in the preparation of the Estates Department budget submissions. • Participate in regular commercial / contract re- view meetings. • Ensure cost certainty for the University. • Develop links with external organisations to ob- tain evidence of sector trends to ensure aware- ness of service delivery initiatives and reassur- ance that delivery methods provide best value for money. • Take an overview and lead specific depart- ment-wide projects as and when requested by the Director of Estates supporting or leading
DEPARTMENT Estates LOCATION
Brayford Pool Campus
GRADE
10
REPORTS TO
Director of Estates
CONTEXT The University of Lincoln is a high achieving centre of academic excellence which has been recognised nationally and internationally. It is an ambitious, fast-paced dynamic organisation with multiple stakeholders which strives always to improve the student and staff experience and engagement with the wider Lincoln community. The Estates Department comprises a high per- forming team of estate professionals that contin- ues to manage and develop a high-quality estate. The University has an ongoing commitment to in- vest in its Estate through Masterplans which entail the completion of a number of multi-millionpound projects both new build and refurbishment together with a host of minor capital and revenue projects. The Maintenance and Facilities function is well es- tablished with a wellresourced team and budget to support both recent and planned growth, for ex- ample the recent addition of a Medical School and c.3,000 new residential bed spaces. An opportunity has arisen for a Head of Maintenance and Facilities to lead and manage the Hard FM Maintenance Team and the Soft FM Facilities Team within the Estates department ensuring that service standards are delivered in a consistent manner across the estate and that maintenance and facilities activities within the estate continue to feed positively into the overall student and staff experience. JOB PURPOSE The Head of Maintenance and Facilities will be key in the design and delivery of the Estates Strategy and will be responsible for the effective and timely de- livery of all reactive & planned maintenance through the in-house team, all security, cleaning, portering, post, car parking, waste management, landscaping and pest control. The role will involve supporting the Contracts Manager in the management of the Hard and Soft FM contracts, ensuring compliance with health & safety legislation and good practice. The post holder will oversee the delivery of M&E, Building Fabric and Facilities activity across the estate with a budget spend of c.£15m per year. They will ensure that the Maintenance and Facilities Strategy is delivered through the teams and imple- ment robust measurement of performance metrics
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