University of Lincoln - Senior Building Surveyor

Senior Building Surveyor Candidate Brochure

Contents Page 04 About the University of Lincoln

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The Estate and Estates Team

08 The Team Job Description 12 22 Equality, Diversity,

Working at the University of Lincoln

and Department

Person Specification 20 24 Application Process

and Inclusion Lincoln

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About the University of Lincoln Situated in the heart of a beautiful and historic city, we have established an international reputation for the quality of our teaching and research. Ranked TEF Gold, we were crowned Modern University of the Year in The Times and The Sunday Times Good University Guide 2021. We are listed in the world’s top 150 universities in the Times Higher Education’s (THE) Young University Rankings 2020, hold the maximum five-star score overall in the QS Stars rating system of global universities, and feature in the QS World University Rankings 2021 of the world’s top 1,000 universities. Our current Strategic Plan covers the period 2016-2021 and sets out the institution’s vision and mission, shaping the future direction of our development. One of the most important elements of the Strategic Plan is our University’s Mission – a statement which defines us as: “A university looking to the future where we serve and develop our local, national and international communities by creating purposeful knowledge and research, confident and creative graduates, and a dynamic and engaged staff team.” The Strategic Plan also articulates a Vision for the future that we will be: “… a global ‘thought leader’ for 21st Century higher education. We will be known for addressing the opportunities and challenges presented by the changing world by developing a new approach to education and knowledge development. We will build on our reputation for excellent student engagement which prepares our graduates for their future and we will work closely with our communities to ensure valuable impact from our research to make a meaningful contribution to our world.” 4


Our purpose is to be an outstanding small-city anchor institution, equally committed to excellence in teaching, research and knowledge exchange, with deep regional and international engagement. We are committed to broad civic engagement, exemplified by our role as a founding partner of the Greater Lincolnshire LEP, our contribution to the Local Industrial Strategy, our work with local and global employers and with voluntary and public sector bodies. We generate more than £420 million each year for the UK economy and one in six people of working age in our city of Lincoln are either students or work for the University, whether directly or indirectly. Lincolnshire contains deprived rural, industrial and coastal regions, which has shaped our “local to global” research themes, most notably, a particular focus on global rural challenges. Over the last decade we have opened a new academic school every year, culminating in the establishment of the Lincoln Medical School last year. At Lincoln, we have a broad academic portfolio, organised into four Colleges (Science, Social Sciences, Arts, Business); in the last six years Science has expanded significantly with the opening of new Schools in Chemistry, Mathematics and Physics, Geography and (jointly with the University of Nottingham, 2019) a new Medical School.


The Estate and Estates Department

The University estates comprises 130 buildings providing over 238,000m2 of Gross Internal Area (GIA). The University owns the freehold of 85.7% of the Estate, with the remaining 14.3% being leased. In 2014, the estate was valued at £217m and in 2020 a reinstatement cost assessment returned an overall figure of £340m.

The University has three campus locations: Brayford Campus – The Campus is located on a former railway marshalling yard which had become largely derelict by the 1970s. The site was remediated by the County Council in the 1990s and the Brayford Way flyover constructed

which improved access to the site. The first building was constructed in 1996 (Minerva Building). Since then a modern city centre campus has been constructed, which blends new buildings with the sympathetic restoration of two Victorian railway buildings –a goods warehouse (the University Library building)

and Engine Shed (Students’ Union building). The University has recently opened a purpose-built facility to house the Lincoln Medical School which will be carbon neutral in operation – the first building of its kind in Lincolnshire. 6


Riseholme Park Campus – This is a 400-acre campus to the north of Lincoln set in designated historic parkland devoted primarily to agricultural research. The site is home to the Lincoln Institute of Agri-food Technology (LIAT), a Barclays Eagle Lab and various agri-tech SMEs. It is also home to a working farm.

Holbeach Campus – The Holbeach campus is c.50 miles to the south of Lincoln and is currently comprised of four buildings: Minerva House and the National Centre for Food Manufacturing (NCFM) on Park Road and on the Food Enterprise Zone (FEZ) – the newly completed Centre of Excellence for Agri- Food Technology and Institute of Technology.


Contracts - Manages our major Hard / Soft FM contracts and host of smaller contracts for performance against agreed standards and improving performance. Projects - This team delivers the major capital works conducted around the Estate, including new buildings and large-scale refurbishments. Space Strategy, Planning & Sustainability - This group comprises three smaller teams. The Space team oversee the allocation of all space. They undertake design work and lead on the upkeep of key property information, including floor plans. The Property Team oversee all landlord and tenant relationships on behalf of the University and provide commercial property advice as required. The Sustainability Team work on environmental management across the Estate. This includes a strong focus on energy management and meeting the University’s objectives for the reduction of carbon emissions. Riseholme Park – this team comprises 5 full time staff; the team manages the livestock, oversees the arable land via a farm business tenancy, supports Bishop Burton College staff and student access to the shared facilities / land and maintains the grounds.

The Team and Department

There are currently 50 people directly employed in the Estates Department with other resources contracted-in (e.g. to deliver facilities management, provide legal advice etc.). The outsourced on-site Hard FM and Soft FM contractors employ 31 and 141 staff respectively. The Department is divided into the following teams: Maintenance – manage all aspects of the repair and maintenance of the built estate, i.e. building fabric, mechanical and electrical systems, plant and machinery. Facilities – Manage cleaning, portering, security and car parking. Business Support – Provides administration and finance to the department, manages Planon and customer services including the Estates Help Desk and leads on customer service improvements. Compliance – Manages compliance with property related health and safety legislation and contractors working on the site.

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Interview with Roger Ward, Deputy Director of Estates


Planning a Sustainable Estate to Support a New University Strategy During the next few months, the team will continue to gather the data needed to inform a new Estates Strategy which will complement the new University Strategy. New masterplans will be required for all three campuses and work to scope opportunities and constraints with local planning authorities, other key stakeholders and landowners will start in early 2022. The team will work with colleagues from across the university to shape our estate to support new ways of learning, teaching, carrying out research and working while at the same time providing the best possible student, staff and visitor experience. Take of tour of the city campus by watching the video below.

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Working at the University of Lincoln

At the University staff have access to an attractive and extensive reward and benefits package that enhances both their professional and personal lives. Professional services staff are afforded a generous annual leave entitlement of 30 days that is offered in addition to 14 bank holiday and concessionary days. The University of Lincoln offers the industry-leading range of pension schemes with generous employer contribution levels and a range of extra benefits. Pensions – Human Resources (

The University provides a varied and comprehensive offering to aid staff in personal and professional development.

The University provides a varied and comprehensive offering of lifestyle and financial wellbeing schemes to staff. You can learn more about the comprehensive and diverse range of benefits here Benefits – Human Resources (




Job purpose • The main purpose of the role is to manage the delivery of a comprehensive planned and reactive building maintenance service to the University including line managing the Building Surveyors in the maintenance team. • The post holder will undertake systematic surveys of building fabric and the built environment from which they will establish and manage asset registers and life cycle cost plans for all properties in the University’s property portfolio. They will prepare,update and maintain a five year programme of maintenance works, based on the condition surveys, to maintain the building fabric, service systems and external works in a good and serviceable condition. These will be used to establish budget plans for reactive and planned maintenance. • The post holder will oversee budgets in conjunction with the Head of Maintenance and Facilities and assist with long term maintenance and budget planning. This will include prioritisation and scheduling of works to meet operational and business needs. They will in addition, prepare and keep up to date an implementation plan detailing all time-scales and key dates associated with agreed programme of works which can span over a significant period of time. • The post holder will also under take regular inspections of premises to identify areas of statutory non-compliance or unacceptable quality, 12


identification of areas of building fabric failure and investigation of day- to-day repair requests from inception to completion. The post holder will be responsible for the design, specification and delivery of building maintenance and minor construction related projects to the University satisfying appropriate legislation, rules and standards to sites, university policies and arrangements to buildings owned, leased or controlled by the University. This will include providing professional advice and positive engagement with internal/external stakeholders and management of external consultants and contractors as necessary. • The post holder will effectively manage external building contractors working for the University and ensure that all policies and procedures are followed. This will include negotiation with university clients, contractors, consultants, etc. and providing alternative solutions as necessary to minimise interruption to business operations. In addition, the Senior Building Surveyor will ensure any disputes and/or conflicts are managed and effectively resolved. • The post holder will make decisions which may have long term implications and be of a complex nature. Maintenance planning, survey, inspection and audit • In conjunction with the compliance team, establish, maintain and manage an audit of all premises by the surveyors and prepare reports on areas of the Estate which are not compliant with legislation. Prepare budget costs for inclusion in future budget planning. • Undertake and maintain detailed annual condition surveys of the University Estate to identify failure and unsatisfactory elements, compile backlog maintenance and provide long term cost planning. Prepare, maintain a fully costed 5-year maintenance plans for the estate. • Undertake surveys and inspections, diagnose defects and instigate repairs for minor building works.

• Prepare maintenance schedules for the planned preventative maintenance of building fabric and the built environment. Report/schedules to be presented to Head of Maintenance and Facilities. 13

• Maintain and develop asset registers and life cycle cost plans. • Maintain and develop computer based (Planon CAFM) information and management systems to support the above including processes to ensure the team follow university policies/arrangements and best practice. To have the ability to resolve and deliver complex matters that arise from the information produced. Manage maintenance and minor projects • Undertake the duties of a Project Manager, where applicable, in multi- disciplinary teams during the management process of minor maintenance works. • Prepare detailed estimates and advise clients on the most cost-effective approach to deliver their requirements. • Prepare detailed specifications, pre-construction information and contract documentation (NEC4) to ensure cost effective delivery of maintenance and refurbishment tasks whilst looking for ways to improve the quality of the estate. • Obtain competitive quotations and/or tenders for construction and related works in accordance with university policies and procedures. • Oversee, liaise with and work alongside external consultants and contractors appointed by or working with the University. • Liaise with and work alongside colleagues within the Estates Department to ensure all maintenance activities are planned and scheduled to cause as little interference with the efficient operation of the University. Communicating agreed dates in a clear and suitable manner to all concerned. • Manage and oversee all building fabric related PPM works to ensure completion on time. In addition, ensure all remedial works are identified with a planned approach for remediation including obtaining quotations and managing works on site. All records to be updated accordingly – e.g. fire door inspections, fire compartmentation, etc.

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• Review performance of contractors against PPM plans and instruct accordingly. Make recommendations for improvements and develop and maintain action plans where appropriate. • Provide and/or ensure that the team provide, day-to-day supervision of works on site, instructing and agreeing variations to the work and undertaking quality control for the university to ensure works are undertaken to the highest industry standards within the prescribed expenditure, health and safety procedures and time limits. • Authorise payments for materials, contract labour and external contractors. • Ensure that records (including PPM asset data) are kept up to date and recorded on the Planon CAFM system including day to day repairs, minor projects and PPM reports, tasks, plans and certificates. Ensuring that remedial works and recommendations are identified, actioned and completed in a timely manner. Provide specialist technical support to the Estates Department • Ensure compliance with statutory requirements (including Building Regulations, Planning and CDM Regulations) and where required prepare, submit and comply with the appropriate requirements. • Prepare reports and provide information and advice to the Head of Maintenance and Facilities on all construction related matters. • Prepare, monitor and update programmes of work. • Provide information and data to technical colleagues within the Estates Department as required. • Implement the University’s policies and procedures regarding health and safety, control of contractors, control of assets. • Consistently achieve high standards, despite the constraints imposed on the team and manage the expectations of the customer of what can be delivered in an appropriate timescale.


Line management • Responsible for leading others and providing effective line management including the scheduling of the teams workload, setting objectives and monitoring performance. • Responsible for their ongoing appraisal and development. • Chair regular team meetings with the building surveyors and wider maintenance team. Financial responsibility • Responsible for financial budgets as allocated to them by the Head of Maintenance and Facilities. • Preparation of regular reports highlighting variances and recommending options to manage works within the budgets available. • To support the Head of Maintenance and Facilities in the preparation and submission of annual budget requests through identifying all areas and costs for works required by utilising and updating the 5-year maintenance plans. • To fully comply with the University Procurement and Financial Regulations. Management of Estates health & safety arrangements • To be responsible for the management of approved contractors working on the University estate. To have the technical knowledge and experience to review and approve, or otherwise, the contractor RAMS and approved contractor status application and manage safe systems of work including risk assessments, method statements, permits to work and appropriate procedures. • To manage the team and undertake audits of maintenance works ensuring that the works undertaken are carried out within agreed safety, qualitative, contractual, and financial parameters. To support audits with the University Health & Safety department, providing guidance and management where appropriate. 16


• To ensure that all building safety systems are recorded on the estates compliance risk register and that these systems are being maintained in accordance with Legislative requirements Building Champion • Undertake the role of Building Champion for designated properties across the University estate. • Establish where required or maintain building user groups for a number of properties and act as the main point of contact for staff, students and members of the public. To undertake regular reviews with the users, recording actions identified and completed. Other Responsibilities • To be an active member of a professional Institution appropriate to the position and role. To ensure that you keep up to date with new legislation, industry standards and best practice through continuing professional development. • Be an active participant in internal and external networks and share best practice with the Estates department and wider university. • To be able to effectively manage their work on their own initiative and as part of a multi-disciplinary team. • To provide on-call cover and support to the University on a goodwill basis in the event of incidents that initiate the assembly of the University Incident Management team as detailed in the University Business Continuity Plans. • Provide great customer service, including understanding and managing multiple client priorities, managing and meeting client expectations and employing outstanding communication skills. • To monitor the industry and be aware of best practice and developments to ensure maximisation of resources in response to departmental requirements. • Maintain all records and archives as required by legislation, University requirements and good practice.


• Engage in the University’s performance development review and undertake appropriate training programmes both internal and external to the university. • Provide great customer service, including understanding and managing multiple client priorities, managing and meeting client expectations and employing outstanding communication skills. In addition to the above, undertake such duties as may reasonably be requested and that are commensurate with the nature and grade of the post. ADDITIONAL INFORMATION Scope and dimensions of the role • The Senior Building Surveyor will undertake these duties under the direction of the Head of Maintenance and Facilities who will set priorities to meet the University’s strategic goals. • The Senior Building Surveyor may be required to represent the Head of Maintenance and Facilities both internally and externally when required and report accordingly.

Key working relationships/networks



• Director of Estates • Estates Senior Leadership Team • Head of Maintenance and Facilities • Maintenance Team • Projects Team • Space Team • Health and Safety Department • College Management Teams • University academic / admin staff as appropriate • Students & Students Union

• Contractors • Suppliers • Consultants • Statutory Bodies • Commercial Partners • Professional Bodies e.g. RICS • Local Authorities • University Associations

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Person Specification Selection Criteria

Essential (E) or Desirable (D)

Qualifications: Minimum Degree in Building Surveying or equivalent qualifications Membership of relevant professional institution, e.g. Full membership of the Chartered Institute of Building [MCIOB] or The Royal Institute of Chartered Surveyors (Building Surveying) [MRICS] Continued professional development in building related topics Experience: Extensive experience in managing planned and reactive maintenance Extensive experience of undertaking and use of condition surveys, asset registers and life cycle cost plans. Experience of large-scale building work in a Building Surveying role. Proven experience in project management experience (contracts up to £500K). Training in specialist compliance topics Experience of line managing a team of specialist surveyors Ability to manage maintenance contracts and contractors Be experienced in working in and the management of a maintenance environment and public buildings. Experience of working in the Higher Education sector Skills and Knowledge: A working knowledge of current construction statutory legislation (Building Regulations, CDM, DDA, Planning etc). IT proficient in Microsoft Office suite and have a working knowledge of CAD and Microsoft Project (or similar). Technical knowledge of building technology with a proven track record in fault finding and dealing with incident management














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Knowledge and understanding of financial budget management Competencies and Personal Attributes: Be a team leader and team player but be equally capable of working independently, proactively and confidently with minimum supervision. Customer focused including managing the expectations of customers given the constraints imposed on the department. Be self-motivated, responsive and be able to work under pressure with competing demands to meet the needs of the University. Ability to communicate effectively at all levels. Business Requirements: Ability to travel between campuses and externally. Be able to work occasionally outside of normal University business hours. Able to climb stairs on a daily basis, access confined spaces and be willing and able to work at heights








Flexible hours to meet business needs


Essential Requirements are those, without which, a candidate would not be able to do the job. Desirable Requirements are those which would be useful for the post holder to possess and will be considered when more than one applicant meets the essential requirements.


Equality, Diversity, and Inclusion

We are One Community, with staff and students working together to create an environment in which all people can flourish based on their abilities and their diverse and rich experiences. Equality, diversity and inclusion are essential values for our University to deliver on its civic mission. We are a member of the Race Equality Charter and hold an Athena Swan Bronze Award. However we are not complacent; we know there is much more to do to tackle inequality, prejudice, and discrimination within our own community and wider society. Race Equality Charter The University of Lincoln, UK, has received the prestigious Race Equality Charter Bronze Award for its efforts to tackle racial inequality. The University of Lincoln is 1 of only 21 UK universities to hold the the Bronze Award status from Advance HE, which recognises the work the University is doing to identify and reflect on institutional and cultural barriers facing Black, Asian and Minority Ethnic staff and students. Staff and students from across the University have played a huge part in the University gaining this recognition, including the self-assessment team. The self-assessment team, led by Simon Parks, was comprised of staff and students from across the university community, who directed our approach and gathered intelligence for our submission. The Eleanor Glanville Centre has been instrumental in driving the REC forward and producing the University’s submission and action plan. Looking forward, the University will be establishing a formal committee, ensuring the hard work continues to tackle racial inequality. The University will also be consistently engaging with staff and students from across the University to ensure all voices are heard and all members of our One Community have the opportunity to contribute.

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The Lincoln Equality of Attainment Project (LEAP) We are committed to the equality of attainment amongst all of our students, regardless of background or circumstances. We strive to provide a nurturing and inclusive learning community and a high-quality educational experience for everyone. We, like other UK universities, have identified differential outcomes in student performance between different groups on the basis of race, gender, socio-economic background and disability. This is a University-wide initiative examining the differential outcomes (attainment gaps) and working to address these through a range of initiatives including more inclusive curricula. Access and Participation Our access and participation work reaches out into communities with traditionally low levels of access to higher education. We are a founding partner of LiNCHigher, the Lincolnshire outreach network which aims to raise awareness of, and aspirations to, higher education among local young people. We provide a Foundation Year for many of our undergraduate programmes and actively encourage applications from students from different backgrounds. Our sponsorship of the Lincolnshire Educational Trust (a family of Academy schools in southern Lincolnshire) works to raise educational aspirations and attainment in rural areas, while our involvement in the Lincolnshire Children’s University offers children from all backgrounds the opportunity to enrich their learning experiences. Find out more here Equality and Diversity | One Community | University of Lincoln 23 The Eleanor Glanville Centre The Eleanor Glanville Centre is our department for diversity and inclusion. Aligning with our motto, ‘Libertas per Sapientiam’ (‘Through Wisdom, Liberty’), our interdisciplinary research advances knowledge on critical issues of equality, diversity, and inclusion. The centre is named after Lincolnshire’s Lady Eleanor Glanville, a 17th Century pioneer – and ‘the first woman’ of British natural history. Our One Community Values define our One Community ethos and are a framework to ensure that respectful and inclusive behaviours are at the heart of all we do – for each other, our partners and our customers (internally and externally), both in our thoughts and our actions. Our One Community Values: Equality, Understanding, Listening, Kindness, and Acceptance. One Community Values At the University of Lincoln we are One Community and strive to be kind, patient and supportive of each other.

Application Process

The University of Lincoln is being supported on this recruitment campaign by the search consultancy MRG. To arrange a confidential briefing conversation please contact our advisors David Craven ( / 07932 717 438) or Ben Duffill ( / 07976 125 010) of MRG. Applications should consist of a comprehensive CV (of not more than 4 pages) and a covering letter (of not more than 2 pages, addressing the Person Specification). Applications should be sent to The closing date for applications is 16 th January 2022. Interviews will take place 8 th Febuary 2022.

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