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.
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