University Of Liverpool,Maintenance Compliance & PPM Manager

Maintenance Compliance & PPM

Manager Candidate Information Pack

Executive Summary

Contents Executive Summary The University of Liverpool The Estate and Estate Masterplan Facilities, Residential and Commercial Services Maintenance Compliance & PPM Manager – Job Description Maintenance Compliance & PPM Manager – Person Specification Benefits of working at the University of Liverpool Application process

The University of Liverpool is seeking to appoint an experienced Maintenance Compliance Manager to take up a significant role to manage the co-ordination of statutory compliance within Estates Management. The Estates Management Department have a key role to play in the management of the estate, maintenance, and soft services of buildings of the University to support academic and professional services departments, students and other campus users, based in approximately 300 buildings (460,000 m2), across a 255- ha site and other campuses. The diverse Estate includes many listed buildings from the Georgian and Victorian periods as well as contemporary buildings and conservation areas coupled with complex research laboratories. The campus and the many operational activities undertaken provides many challenges in the management of statutory and mandatory obligations. Reporting to the Head of Maintenance and Engineering your principal role will be to provide ongoing assurance via proactive and reactive management, co-ordination, monitoring and review of all compliance and PPM activities, to demonstrate statutory obligations within all operational activity have been effectively satisfied across the university’s multi-site operations which comprise of academic, office, residential, grounds and public realm space. The postholder will be responsible for optimising compliance against statutory requirements and guidance for technical risks including, but not limited to, air hygiene, asbestos, control of legionella, electrical safety, fire safety systems, gas safety, lifting equipment (Lifting Operations and Lifting Equipment Regs), lifts, local exhaust ventilation, COSHH, fume cupboards, DSEAR, F-Gas, machinery, maintenance, pressure systems, work equipment, workplace and health safety and welfare etc. The role will include the development of effective service delivery, risk management and live risk register, policy update, safe systems of works, method statements, construction safety documents, compliance recording systems, resource planning, effective communications, and training and development. With excellent interpersonal, communication and presentation skills, the appointed candidate will possess the proven ability to operate successfully with a multitude of internal colleagues and external stakeholders.

The University of Liverpool At the University of Liverpool we are proud of our rich history and heritage and of our place in this fantastic, vibrant city. We are known as the original redbrick university, now used as the collective term for the civic universities founded in the 19th century. From our earliest days our mission and achievements have been inextricably linked to our estate, and the iconic Victoria Gallery and Museum is emblazoned with our founding vision, “For advancement of learning and ennoblement of life”. As one of the UK’s leading research-intensive higher education institutions, we are known for our excellent teaching and research, our global outlook and our continued civic commitment. “Our vision is to be a connected, global University at the forefront of knowledge leadership”. “Our strategy places our global activities as central to our distinctive vision for the future”. “Our plan will lead to transformation as we seek to build on our existing strengths and those aspects of our University that are truly unique.”

https://www.liverpool.ac.uk/strategy-2026/

The Estate and Estate Masterplan Liverpool is consistently voted one of the friendliest cities in the UK. Our campus is located within the city centre and in the heart of the Knowledge Quarter, meaning the campus is well connected to the wider city network and is an integral part of the maritime city. Our campus is composed of an eclectic range of buildings from the identifiable ‘red brick university’ Victorian style to post-war Modernist buildings. Our campuses and facilities are an important enabler of our Strategy and, whilst our estate boasts some world-class facilities and wonderful spaces, we need continued investment to best support our ambitious future plans, up to Strategy 2026 and beyond. This £1 billion Estate Masterplan articulates a clear and coherent long-term vision for the future of our university campuses so that they best support our strategic priorities. Following extensive consultation with staff and students in early 2016 and building on the resulting Estate Strategy 2026+, we have placed the issues that matter most to our university community and to our wider stakeholders at the very heart of our plan.

Facilities, Residential and Commercial Services Facilities, Residential and Commercial Services (FRCS) contains 5 reporting areas, Business Development (including Ness Botanic Gardens), Capital Projects & Estates Strategy, Estates Management, Residential & Commercial Services and Sport. Overall FRCS employs over 15% of the University workforce, accounts for about 10% of the total turnover (excluding capital expenditure) and delivers a wide range of key support services. The FRCS Vision We will play a key role in enhancing University of Liverpool life by delivering a professional and high-quality service to all our community. https://www.liverpool.ac.uk/facilities-residential-and-commercial- services/

https://www.liverpool.ac.uk/facilities-residential-and-commercial- services/masterplan-estate-strategy/

Role Purpose and Responsibilities

ROLE OVERVIEW: This role will manage the robust co-ordination of statutory compliance within Estates Management. Reporting in to the Head of Maintenance and Engineering your principle role will be to provide ongoing assurance via proactive and reactive management, co-ordination, monitoring and review of all compliance and PPM activities, to demonstrate statutory obligations within all operational activity have been effectively discharged across the university's multi-site operations which comprise of academic, office, residential, grounds and public realm space. The postholder will be responsible for optimising compliance against statutory requirements and guidance for technical risks including, but not limited to, air hygiene, asbestos, control of legionella, electrical safety, fire safety systems, gas safety, lifting equipment (Lifting Operations and Lifting Equipment Regs), lifts, local exhaust ventilation, COSHH, fume cupboards, DSEAR, F-Gas, machinery, maintenance, pressure systems, work equipment, workplace and health safety and welfare etc. The role will include the development of an effective service delivery, risk management and live risk register, policy update, safe systems of works, method statements, construction safety documents, compliance recording systems, resource planning, effective communications, and training and development. UNIVERSITY CONTEXT: The Estates Management Department have a key role to play in the management of the estate, maintenance and soft services of buildings of the University to support academic and professional support departments, students and other campus users, based in approximately 300 buildings (460,000 m2), across a 255 ha site and other campuses. The diverse Estate includes many listed buildings from the Georgian and Victorian periods as well as contemporary buildings and conservation areas coupled with complex research laboratories. The campus and the many operational activities undertaken provides many challenges in the management of statutory and mandatory obligations. Principal Duties and Responsibilities • Ensure statutory requirements are identified and systems are in place so that compliance obligations are fully met and that the uptime, condition and value of the item is optimised. • To provide regular reports, and present data via dashboards, on performance for all building maintenance statutory compliance and planned maintenance contracts. • To develop and maintain up-to-date and accurate asset lists and associated detail on the planned maintenance system of items requiring statutory maintenance, inspection, testing, and remedial works in accordance with SFG20, manufacturers recommendations, CIBSE, BSRIA, etc. • To develop and update systems, procedures, processes and to ensure up to date live record of comprehensive evidence documentation is in place and that they are logically and securely archived allowing full access when required. • To ensure a regular programme of suitably robust internal auditing is undertaken to provide assurance that compliance with legislation is demonstrated, via monthly reports and dashboards. • To ensure technical specifications and supporting documents are developed and regularly updated for statutory and planned maintenance work and included within contracts and work requests. • To ensure, and retain evidence, the supply chain and DLO are competent etc for the scope and type of work, by obtaining and assessing qualifications, professional associations, references, insurances, and environmental, equality, modern slavery and health and safety policies. • To ensure that the supply chain and DLO has suitable risk assessments and method statements developed and they are both followed and regularly updated for undertaking statutory compliance related work.

• To support with the appointment of and work closely with highly competent authorising engineers, consultants and contractors to support the robust development of systems, policies and processes to assess progress against action plans and for continuous improvement. • To attend and pro-actively contribute to the various statutory compliance meetings, H&S meetings, departmental meetings and other meetings where compliance is considered. • To contribute towards the effective management and optimisation of assets and ensure accurate compliance information is available for BIM, Building Management System, the PPM system (Planon) and Smart Campus. • To ensure that relevant Health and Safety policies, legislation and appropriate codes of practice are followed, regularly reviewed and updated accordingly. • To keep abreast of changes to legislation and understand the implications of changes to University Policy as they impact the compliance work plan, and to ensure policy remains compliant. • To undertake effective contract management and contract administration meetings with the supply chain. • To develop Service Level Standards in order to provide levels of service appropriate to the different needs across the university. • To work with capital colleagues to influence optimum design specifications, to develop and agree content of accurate and well timed handover documents and to understand the scope and scale of compliance obligations and associated budget costs. • To appoint competent external technical consultants as authorised engineers where there is a statutory requirement, ensuring robust scrutiny and challenge of the implementation of policy, development of action plans to remedy deficiencies or defects to ensure compliance, to undertake audit and record continuous progress. • To develop the production of performance indicators, statistical information and benchmarking exercises to demonstrate current position and determine how to to introduce enhanced value for money and compliance with best practice within the sector. • To develop and periodically review action plans, policies and safe systems of work for all areas of technical risks. • To develop and maintain comprehensive record systems to demonstrate compliance for statutory and planned building maintenance and estates technical risk areas. • ln conjunction with colleagues to agree standards and costs for planned maintenance services provided to Faculties, Schools and departments for planned works carried out on their behalf, e.g. pat testing etc. • Assist with ensuring that Health & Safety files, record drawings and O&M manuals emanating from projects, are incorporated into compliance and PPM systems.

Role Purpose and Responsibilities

• To ensure orders are raised for remedial works resulting from compliance activity in good time and that adequate progress is made to appropriately manage risk.

• Ensuring a compliance risk register is developed and updated on a regular basis. • To deliver a pro-active and high quality service that is positively supportive and delivering continuous improvement in all areas. • To generate performance data and reports to support decision making in the choice of specification, delivery, planning, managing, reviewing and hand over of minor building alterations, improvements, refurbishments and construction projects by the capital team. • To ensure effective communication and liaision for optimised access with minimum impact across the university, and to arrange regular liaison meetings with client departments to ensure a customer oriented service is provided. • To develop, monitor and oversee a comprehensive statutory training matrix and training programme for FRCS staff. • Pro-active and comprehensive coordination, monitoring and review of the ongoing remedial works programme. • Proactively working with university colleagues to manage statutory compliance obligations. • Ensure the co-ordination of post inspection assessment of works by contractors to ensure adherence to specifications and work orders and compliance with statutory and regulatory requirements and the University policies and standards. • Obtaining and scrutinising statutory certification from contractors including checking, processing, communicating to appropriate stakeholders, storage and anniversary planning. • Seek assurance that adequate 52 week statutory compliance plans are in place and that they are communicated to wider university stakeholders. Budget and Supply Chain Management • To oversee and manage the financial and budgetary planning, profiling and day-to-day ordering processes and procedures within areas of responsibility. • To plan and profile budgets over 5 years to ensure suitable and sufficient budget is allocated for the full scope of compliance works and any associated remedial work, and to monitor expenditure as a way of demonstrating compliance is being undertaken appropriately or to seek additional budget funding if a risk of non compliance due to cost presents itself. • To procure contracts for statutory and planned maintenance in-line with financial regulations including obtinings quotations, tendering, sourcing suppliers through frameworks and purchasing consortiums. • To manage the timely generation of works orders and approval process for contractors and consultants. • To support the development, planning and management of the forward programmes of planned maintenance to assist the financial planning and monitoring. • To manage and review work packages to secure best value. • Ensure that expenditure is being undertaken in accordance with the budget plan, making clear to line management when and why there are budget pressures and risks. • Support with the planning, profiling and forecasting the statutory compliance budget. In line with University’s financial regulations, and throughout the year in line with the University’s planning and accountability cycle. • To proactively support with the management and administration of supplier and service contracts, regularly reviewing content, competency, performance, ensuring KPI’s are met and contracts represent value for money.

Leadership • To proactively challenge where compliance isn’t being met and to escalate risk to line manager. • Constructively support the promotion of a positive health, safety and risk management culture. • To proactively develop a strong national and regional profile and establish effective networks internally and externally. • Work in collaboration and partnership with internal and external stakeholders to support with the proactive management of statutory compliance arrangements. • To support with the annual FRCS and contractors health and safety seminars. Health, Safety, Risk and Business Continuity • Actively participate in FRCS and University health and safety committee as appropriate. • Actively participate in FRCS compliance meetings and other associated meetings commensurate with the post. • To identify existing and potential strategic and operational compliance risks and record on the risk register to manage, minimise, mitigate or remove those risks. • To investigate where non-compliance is identified by using root cause analysis and implementing improvements as appropriate and ensuring reportable levels of performance are raised with senior managers. • To promote a positive culture of health, safety and welfare, ensuring full compliance with University and departmental health & safety policies and codes of practice. Other Duties • Support the Residential Team with University UK (UUK) audits for residential properties in relation to statutory compliance. • Work in collaboration with colleagues to seek assurance from commercial outlets, that suitable arrangement and evidence is available for statutory compliance. • Work in collaboration with the University Insurance Manager and Safety Advisors Office to provide assurance of statutory insurance inspections. • Member of an on-call rota to support incidents impacting on operational activity of the university. • Undertake any other reasonable duties considered relevant to the post, and commensurate with the level of responsibility.

Person Specification

Essential

ATTRIBUTES

CRITERIA

ESSENTIAL / DESIRABLE

SKILLS, GENERAL AND SPECIAL KNOWLEDGE

Ability to communicate at all levels and provide a clear understanding of the importance of compliance Ability to influence, persuade and robust negotiation skills Ability to work on own initiative and to make decisions within the framework of established policies, procedures and standards Computer literate: MS office, particularly word, Excel Excellent oral and written communication skills and proven ability to influence and persuade senior colleagues of the importance of fire safety Have a thorough, and up to date, understanding of compliance related safety legislation and associated standards/guidance and their practical application in a multi-functional, dynamic and complex organisation High levels of project & risk management skills Knowledge and experience of construction practice Knowledge and experience of chemical, engineering and science based research activity To be diligent and fastidious in the management of compliance activity and ensuring recording of evidence is undertaken in a highly consistent, accurate and efficient way Excellent inter-personal and networking skills and the ability to set up and lead bespoke working groups to achieve specific objectives To have levels of management and leadership drawn from experience and knowledge within a wide range of areas You will be naturally customer-centric in all aspects of your work, and fully engage with the FRCS cultural ethos High levels of integrity, self-motivation and proactive organisation whilst demonstrating professionalism, technical competence, the ability to manage projects within agreed timescales, budget and measurable outcomes Recogonise the importance of sustainability and the role it plays in the effective management of compliance activity Ability to analyse information and data relating to complex situations and to communicate findings clearly and precisely Ability to prioritise/organise personal workloads, meet deadlines and reach decisions quickly and accurately Able to build effective working relationships with a wide range of people both internally and externally i.e. with enforcement agency inspectors and officers of regulatory bodies Able to deal calmly and effectively with emergencies and potentially difficult situations, in some instances, without additional assistance Adopts a proactive approach to the management of health and safety, and is responsive to colleague’s health and safety queries, and requests for assistance, dealing with them in a helpful, informative and timely manner. Dependability, reliability, punctuality and consistent ability to produce a high quality/ quantity of work Self-motivated, able to work under pressure, and to work with minimal supervision to achieve agreed objectives & deadlines

EXPERIENCE

A proven track record of successfully managing the delivery of a maintenance compliance service Highly experienced in the provision of written and oral communication at all levels of the organisation Development and maintenance of an operational risk register Applying risk management techniques Analysing data and generating informative reports for senior colleagues Promoting a positive compliance culture and implementing continuous improvement as the norm Developing maintenance systems to support the management of statutory compliance through testing, inspection, examination and remedial work Management and associated development of maintenance compliance policy, procedures, process and codes of practice Managing and optimising effective application of risk management across a wide range of technical areas of maintenance compliance Experience of budget management Working with enforcement authorities and outside agencies

Essential

Essential Essential Essential

Essential

Essential Essential Essential

Essential

Desirable

Essential

Essential Desirable

PERSONAL ATTRIBUTES AND CIRCUMSTANCES

Essential

Desirable Desirable Desirable Desirable Essential Essential Desirable Desirable Desirable Essential Essential Essential

Essential

Working in the Higher Education Sector Developing governance arrangements Working within and implementing systems thinking Working with CAFM systems i.e. Planon

Essential

EDUCATION, QUALIFICATION & TRAININIG

Educated to degree level in a relevant degree NEBOSH General Certificate Evidence of commitment to continued professional development, ideally through a recognised professional body Holds chartered membership of a professional body NEBOSH National Diploma in Occupational Health and Safety NEBSOH Construction Certificate

Essential

Control of Noise You will work in an area where noise has been identified as a potential hazard. A system to control the risks is in place. You may be required to wear hearing protection or to undergo checks on your hearing. Appointment will be subject to Occupational Health screening and clearance must be received before exposure.

Working at The University of Liverpool Our University is a place where we inspire people to learn and achieve, enabling them to make the most of life. It is a place where people can do things that they never thought possible. Just like our city, we celebrate individuality and ingenuity, energy and enterprise, and we see how the ideas of one person can reverberate around the world. With a diverse mix of over 30,000 students and 4,700 staff, life on campus combines the excitement of an energetic, friendly and welcoming city, with the community feel of a self- contained, vibrant campus. The University of Liverpool is committed to providing an environment which recognises and values people’s differences, capitalises on the strengths that those differences bring to the institution and supports all staff and students in maximising their potential to succeed.

The University offers a range of generous staff benefits including

• A generous holiday entitlement • A market-leading pension scheme

• Relocation support. The University is able to offer financial and logistical relocation support to candidates that are seeking to move to the area to take up a role with the University. • Access to the University of Liverpool Benefits Plus. This is a collection of fantastic discounts, offers and promotions provided by local and national services and businesses for University Staff. • Support with further learning and development • Family friendly benefits and support including high quality childcare centre and holiday play schemes as well as a Childcare Voucher Scheme. The University also has a range of policies offering parents and carers a family friendly environment to work in including Flexible Working, Maternity and Adoption Leave.

For a briefing discussion please contact our advisor David Craven (david.craven@mrgpeople.co.uk) on 07932 717 438. Applications should consist of a CV and covering letter and should be sent to david.craven@mrgpeople.co.uk. Application Process

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