FACILITIES MANAGER CANDIDATE INFORMATION PACK
FACILITIES MANAGER
Contents 1.
Our Vision &Values
2.
Introduction
3.
The History of the Estate
4.
About the role of Facilities Manager
5.
Person Specification
6.
Organisation structure and benefits
7.
Application process
FACILITIES MANAGER
Our Vision To maintain and enhance the excellence of the Club in providing members their families and guests, with first class social and sporting facilities in an elegant and congenial environment both for today and for tomorrow. Our Values Excellence Prudence Integrity Courtesy
Our Vision To maintain and enhance the excellence of the Club in providing members, their families and guests with first class social and sporting facilities in an elegant and congenial environment both for today and for tomorrow. Our Values Excellence, Prudence, Integrity and Courtesy
FACILITIES MANAGER
Our Vision To maintain and enhance the excellence of the Club in providing members their families and guests, with first class social and sporting facilities in an elegant and congenial environment both for today and for tomorrow. Our Values Excellence Prudence Integrity Courtesy
INTRODUCTION
Bordering the Thames in Fulham and set in 42 acres of magnificent grounds, The Hurlingham Club is a green oasis of tradition and international renown. Recognised throughout the world as one of Britain’s greatest private members’ clubs, it retains its quintessentially English traditions and heritage, while providing modern facilities and services for its members. The Club continually looks at ways in which it can improve, for both current and future generations, the first-class social and sporting facilities within an elegant and congenial ambience.
FACILITIES MANAGER
THE HISTORY OF THE ESTATE
In 1869, The Hurlingham Club was formed ‘as an agreeable country resort’ with pigeon shooting matches at the heart of proceedings. The introduction of polo in 1874 then saw the Club become, and remain until the Second World War, the headquarters of Polo for the British Empire and the scene of major competitions. The estate was extended during the polo era with the acquisition of the Mulgrave House property (comprising the lake and the area to the north and west of the lake) in 1879 and the Broom House property (the present cricket field and the lawns to the east of the Clubhouse) in 1912. In 1906 the Club embarked on a considerable scheme of improvements to the house and its precincts, for which Sir Edwin Lutyens was the architect. This was also the year that saw the end of pigeon shooting at Hurlingham. Tennis began in 1877 with a ‘lawn racquet ground’ and the first ‘All England’ (Wimbledon) tournament, and croquet was introduced to the Club in about 1900. 1933 saw the building of the outdoor swimming pool. Squash courts were constructed in 1934 and the bowls began a year later. The Club was then opened in the winter with the re-establishment of a nine-hole golf course. 1945 saw the end of polo at Hurlingham but tennis continued to flourish and the first of the annual ILTC (eve of Wimbledon) Receptions was held in 1946. The cricket field, formerly the pony exercise track, was opened in 1951. The Croquet Association had its headquarters here from 1959 to 2002 and top-ranking international competitions continue to be regularly held on the lawns.
A scheme of modernisation of the East Wing, carried out in 1949 to 1954, enabled the adaptation of these rooms to every kind of social or charitable occasion, whether Club or private. Development carried out between 1989 and 1992 included the rebuilding of the conservatory on the original site of Byfield’s 1798 conservatory; new bars in the west end of the Clubhouse and a modern fitness centre with a half-size Olympic indoor pool, gymnasium and other facilities. An initial phase of development within the grounds yard took place in 1999 and a new ladies dry change facility was also in- troduced. Work initiated in 1999 saw the completion in 2001 of a new gymnasium and maintenance area, together with a rebuilt and extended Harness Room kitchen and servery. 2002 introduced covered tennis courts and saw preparations for the reconstruction of the East Wing, with 2003 bearing the brunt of the work. The new events facilities, bowls and croquet locker rooms, and staff offices, within the newly developed East Wing, were unveiled in the spring of 2004. The younger members benefited in 2008 from an all-weather multi-use sports pitch and improvements in the surrounding playground, and a new main reception was also completed in the Clubhouse. The second phase of improvements for the grounds yard was also accomplished. Additional projects have included: a Gym extension, a new Racquet centre, an outdoor adventure playground, a padel tennis cour t and a sizeable revamp of the outdoor swimming pool.
FACILITIES MANAGER
JOB DESCRIPTION
1. OVERALL PURPOSE a. To assist the Estate Executive in all aspects of maintaining the buildings and facilities on the Estate and in particular, to manage the maintenance of the Clubhouse, outbuildings and hard surfaces, within cost and time restraints. b. To proactively organise, maintain, repor t on, and be responsible for, the day-to-day maintenance and its administration; ensuring the necessary legislative and regulatory compliance is met in a timely manner, and records are always readily available and up-to-date.
c. To ensure that planned preventative maintenance (PPM) is carried out as required, utilising either in-house maintenance staff or external contractors, and carrying out checks to ensure compliance d. To lead and manage the maintenance team and supervise external contractors, ensuring a high standard of work is delivered. e. To monitor contractor performance to ensure quality of work, compliance with Health and Safety and completion of works on time. Ensuring all RAMS and permits to work are in place and correct before the commencement of work. Carrying out Health and Safety checks, ensuring compliance and accurate records are maintained.
2. DUTIES AND RESPONSIBILITIES General
a. To design, implement and maintain reliable, organised systems for filing of, and producing reports for, compliance and documentation as both digital and hard copies e.g insurance, service visits, warranties, manuals, contact details, risk assessments, proper ty and asset registers etc. b. In conjunction with the Estates Executive, planning, budgeting, resourcing, executing and reporting on, the planned maintenance and short term development of the building fabric, fixtures, fittings, services and equipment. c. Ensuring that within budget, cost and time constraints, the buildings, plant and facilities are kept in an adequate state of repair, operability and decoration to ensure their fitness for purpose and structural integrity. Whilst supervising staff and/or contractors to ensure compliance and to provide regular reports to support this work as required. d. Supervising the Maintenance team on a day-to-day basis.
e. Monitoring of contractor performance to ensure quality of work, compliance with Health and Safety and completion of works on time. Ensuring all RAMS and permits to work are in place and correct before the commencement of work. Carrying out Health and Safety checks, ensuring compliance and accurate records are maintained. f. Ordering the necessary stock and parts through the raising, receiving and forwarding, of PO’s and invoices to complete the spectrum of maintenance work. En- suring good systems of ensuring value for money and quality fit-for-purpose work. g. Providing hands-on, technical suppor t and advice for resolving maintenance issues, for Club events, activities and other departments in the Club, to enable them to fulfil their departmental functions. h. Managing and monitoring the Trend Building Management System. i. To be responsible for writing briefs, specifications and tenders for planned and ad-hoc projects, managing these projects (including contract administration) through to timely completion and bringing deviations to the attention of the Estates Executive as they arise. j. Responding to out-of-hours emergencies, attending the site and resourcing relevant staff and contractors as required.Working weekends on a rota basis with the Maintenance Team. Some evening work may also be required.
k. To lead, attend and minute the required management and technical meetings. l. Any other duties that may be reasonably required by the Estates Executive. ADMINISTRATIVE DUTIES a. Management of the day-to-day administrative duties of the Maintenance depar tment. b. To inspect paperwork before and at the end of contracted jobs to ensure full and adequate completion. c. To keep a log of any site related activities, which may delay the progress of ongoing projects and report them to the Estates Executive. d. To keep databases and records of contract end dates, insurance policies, relevant contractor cer tification, warranties etc, and overseeing pending renewals and expiry dates. e. To obtain quotations for jobs, projects and services from different contractors.
f. To write and review risk assessments. g. To collate and maintain asset registers. h. To produce relevant Maintenance reports for stakeholders upon request. i. To monitor the day-to-day diary of the Maintenance team, deliveries and service visits. j. To take minutes and provide other committee support where required. k. To assist the Estates Executive in preparing consultant and contractor briefs – including researching and collating information, pulling the brief and repor ts to- gether and tendering and appointment.
PLANNED MAINTENANCE a. Managing the execution of routine scheduled and planned maintenance, by in-house and contract staff, and maintenance term contractors, carrying out checks to ensure compliance, and ensuring proper records are maintained. b. Identifying requirements for future maintenance, making recommendations for adequate provision to be included in the short and long term Maintenance Plans, and for thcoming annual budget allocations. c. Investigation, design (where necessary), planning and supervision of such programmed maintenance projects as delegated by the Estates Executive, ensuring their timely completion to plan, within budget, bringing any significant deviations to the attention of the Estates Executive as they arise. d. Ensuring that all statutory checks are properly carried out and adequate records are maintained thereof. e. Ensuring that sufficient tools and equipment are made available to the Maintenance Team to enable them to carry out their duties in a safe and effective manner, and that such items are properly secured, maintained and operated. f. Ensuring that all access equipment is stored, operated and maintained in a safe condition. g. Ensuring that vehicles and plant are maintained and operated safely. h. Ensuring that Plant Rooms and Stores are secure at all times. i. To ensure that all service visits are booked in, coordinated and followed up. REACTIVE MAINTENANCE a. Investigation and evaluation of unforeseen damage, technical problems and breakdowns as they arise, to ensure the most cost effective resolution thereof, using the exper tise of the Club’s appointed consultants where relevant. b. To take the lead in allocating, overseeing and checking the works generated by the Maintenance Helpdesk inbox: i. Producing daily and weekly task lists and delegating them to the appropriate team member. ii. Closing down completed jobs. iii.Carry out audits and completion reports.
UTILITIES a. Ensure that the monthly recording of gas, water and electricity consumption are produced and given to the Estates Executive on, or as close to, the 1st of every month. b. Managing the safe disposal of refuse and other waste materials, and maintaining records. PROCUREMENT a. Local purchase on behalf of the maintenance activity to include placing of orders and raising of purchase orders, receipt of goods-in, storage, utilisation, verifying receipts, and monitoring expenditure to ensure it remains within budget. b. To order materials and hire plant equipment.
SUPERVISION a. Management of the Deputy Maintenance Manager in the day-to-day responsive maintenance and operational support of Club activity. b. Management and supervision of the Club’s directly employed maintenance team, and contractors, following the Club’s HR and other procedures where appropriate. c. Monitoring attendance, sickness, holidays and other absences, and ensuring they are properly recorded. d. To ensure that Focus is updated on a weekly basis and timesheets are completed correctly, in order to be signed off by the Estates Executive. e. Identifying requirements for and recommending specific training courses relevant to the department. Maintaining a record of staff training, and renewal dates. f. Liaison with contractors employed on major projects, to ensure they comply with the Club’s policy and minimise inconvenience to Club activity.
g. To coach and supervise the Maintenance Apprentices and to ensure that their working duties compliment their college learning. h. To oversee and conduct the team’s annual appraisals, as per the departmental Performance Development Review process. i. To motivate and lead the Maintenance Department in their day-to-day suppor t of Club values, policies and procedures.
LIAISON a. Par ticipation in the weekly Head of Department Meetings, ensuring that relevant information gleaned from those meetings is passed down the chain of com- mand where appropriate. b. Liaison with Executives and other Heads of Departments to ensure that Maintenance activity is conducted with minimum inconvenience to those concerned.
c. Work positively and proactively with other departments in particular, Grounds, Food & Beverage, Security and House Services - providing technical suppor t to Club events, activities and other departments in the Club, to enable them to fulfil their departmental functions. d. Liaison with Committee Members in relation to specific projects and requirements.
HEALTH & SAFETY a. To be responsible for Health & Safety compliance, ensuring risk assess- ments, asset registers and other statutory and legislative checks, proce- dures and systems are in place and carried out and updated in a timely manner. b. Monitor changes to Health & Safety legislation relevant to the Depart- ment, and ensure compliance by those concerned. c. Be conversant with the Health & Safety policy of the Club and report any hazards that may cause harm/injury to Members and Staff. d. Supervise the conduct of Risk Assessments and Method Statements relevant to the equipment and installations maintained by the Depar tment, and activities performed by those employed by it. e. Ensure compliance with safe systems of work by both directly employed and contract staff. f. To be alert to hazards at work and to be aware of responsibility for personal safety in addition to the Club’s legal responsibilities. g. To maintain up-to-date knowledge of health and safety and statutory requirements. OTHER a. Attend such personal development, supervisory, safety and technical skills and proficiency training as the Club might consider appropriate to the position. b. Under take such other tasks as the Clubs Management might reasonably consider appropriate to the job grade.
FACILITIES MANAGER
PERSON SPECIFICATION
QUALIFICATION / PROFESSIONAL EXPERIENCE / SKILL REQUIRED
ESSENTIAL / DESIRABLE
Educated to degree level or equivalent (ideally a hard services / engineering background)
Essential
Extensive experience in proper ty and facilities management gained within a commercial environment
Essential
Knowledge of overseeing mechanical and electrical services
Essential
Strong knowledge and experience of Mechanical and Electrical plant and equipment
Essential
Experience of effectively working Trend BMS systems
Essential
Excellent knowledge of health and safety statutory regulations, including risk assessments and safe systems of work
Essential
Experience of specification writing and contract management
Essential
Experience of setting and managing budgets
Essential
Excellent people management skills – proven experience of managing a multi-disciplinary team and working in cross-func- tional teams
Essential
Project management skills
Essential
Strong negotiation skills
Essential
Holding or working towards professional accreditation (BIFM, RISC CIBSE, etc)
Desirable
Experience of working with pool plant / catering equipment
Desirable
Health and safety qualification
Desirable
Membership of a building
Desirable
Good knowledge of managing JCT contracts
Desirable
ESTATES EXECUTIVE FACILITIES MANAG R
STRUCTURE
FACILITIES MANAGER
THE APPLICATION PROCESS
For a confidential and informal discussion, please contact the The Hurlingham Club’s appointed recruitment partners Michael Hewlett and Adam Spencer at The Management Recruitment Group (MRG).
Michael Hewlett T: 0203 962 9900| M: 07972 579 938 E: michael.hewlett@mrgpeople.co.uk Adam Spencer T: 0203 962 9900 | M: 07989 435 960 E: adam.spencer@mrgpeople.co.uk
The closing date for applications is Sunday 6th September 2020.
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