Kew - Head of Facilities Management

Head of Facilities Management Candidate Information Pack

Welcome Note

Royal Botanic Gardens, Kew is a global resource for plant and fungal knowledge and the world’s leading botanic garden. We are a major visitor attraction and a UNESCO World Heritage Site. We inspire and educate people to value plants using our science, gardens and collections. We do this because we want a world where plants are understood, valued and conserved – all our lives depend on plants. We need passionate and talented individuals to help solve some of the critical challenges facing humanity today. We have two sites, one at Kew Gardens near Richmond in London and one at Wakehurst in Sussex and over 800 employees and 500 volunteers. Our staff work and collaborate across the world. We are about to embark on a period of significant capital investment aimed at improving our existing capability, a mix of renovation and new build. These investments are a first step to addressing a long period of under-investment in our estate. Alongside this programme of capital investment we need to significantly improve our approach to maintenance. This will require more investment in planned maintenance and building robust log-term relationships with our Facilities management providers. We look forward to discussing your plans on how we can transform our sites both at Kew and at Wakehurst.

Richard Deverell Director



We CARE about the future of the planet and its biodiversity


We cherish the DIVERSITY of our plant collections and we seek diversity in our workforce and audiences


Our Story


We work in COLLABORATION and build trusting relationships with each other and our partners


We have CONFIDENCE and believe we can succeed

Our Story


We strive for EXCELLENCE and try to improve continuously


We have AMBITION. We will be bold with a strong desire to innovate and inspire

Our Mission

Our mission and strategy We want a world where plants and fungi are understood, valued and conserved - because our lives depend on them. Our mission here at the Royal Botanic Gardens Kew is to build an understanding of plants and fungi and contribute to solving some of the most critical challenges facing humanity today. Our strategy We use the power of our science and the rich diversity of our gardens and collections to provide knowledge, inspiration and understanding of why plants and fungi matter to everyone. Loss of biodiversity, climate change, rapidly-spreading pests and diseases, human population growth and the associated challenges of food security are causing unprecedented stress on human societies around the world. Plants and fungi hold the key to help solve these challenges through the fundamental life-giving processes they drive, the properties they contain, and the materials and food they provide. Through increasing understanding of why plants and fungi matter, we can unlock their potential. This is an urgent task. We face unprecedented losses of biodiversity and rapid environmental change, and risk losing the precious secrets that plants and fungi can give us before we discover them.

This is an exciting time in our history.

We are stewards of this organisation and the accumulated knowledge of our collections, data and people. By delivering this strategy successfully, our organisation will be stronger, we will reach and inspire more people, and contribute to solutions to our planet’s most serious contemporary challenges.

Organisation Structure

Organisation Structure 2017

Board o Dir Richar


Director of Science Kathy Willis

Di C

Director of Wakehurst Tony Sweeney

Director of Marketing & Commercial Enterprise Sandra Botterell

Director of Horticulture, Learning & Operations Richard Barley


Wakehurst Horticulture & Landscape

Biodiversity Informatics and Spatial Analysis

Glasshouses, Nurseries & Display Horticulture


Commercial Activities

Design & Production

Arboretum, Gardens & Horticultural Services

Wakehurst Marketing & Communication Wakehurst Programmes & Learning


Leg Hea


Comparative Plant and Fungal Biology


Media Relations

Garden Design & Collection Support


Digital Media

School of Horticulture

Wakehurst Visitor Services

Identification and Naming

Sales & Marketing

Wakehurst Commercial Enterprises

Temperate House Project

Natural Capital

Office of the Science Directorate

Learning & Participation

Library, Art and Archives

Visitor Operations

Kew Constabulary

Trustees ctor Deverell

e Board

ector of rporate ervices cLaughlin

Director of Strategy and External Affairs David Cope

Chief Information Officer Ian McKetty

Director of Estates & Capital Development

Director of Kew Foundation Meredith Pierce Hunter

Estates & Facilities Management



Operations & Support



External Affairs

Membership, Marketing & Communication

Capital Programmes

Business & Commercial Systems

l, Risk and th & Safety

Strategic Portfolio Office


Science & Horticultural Applications

n Resources

Programmes & Projects

Job Description

Job Title:

Head of FacilitiesManagement Estates and Capital Development

Directorate: No. of Direct Reports: 4 No. of Indirect Reports: 15-20 approx Reports to (Position):

Director of Estates and Capital Development

Job Purpose: The Kew built estate is within the landscape, the Facilities role is responsible for all buildings, paths and services and must work closely with Horticulture, Science, Operations and Events to ensure effective care of the living landscape, the collections, science work, our visitors, staff and volunteers. As Kew embarks on a major period of investment in its estate and recognising the significant shortfalls in the standard of reactive and preventative facilities management in recent years the purpose of this role is to establish a Facilities management service that meets the needs of Kew in the coming 5 years. The role will be responsible for further developing the service, working closely with the Director of Estates and Capital Development and the Interim Capital Programme Director. This role is responsible for the set up of a safe and sustainable “business as usual” operation for the buildings and infrastructure at both Kew and Wakehurst. It is particularly focused on establishing a high quality outsourced FM preventative and reactive maintenance service without our current provider Engie, or for developing the procurement option to replace the provider should the contract fail. Responsible for ensuring that the organisation plans and implements robust and effective maintenance and repair regimes to ensure that the estate facilities are safe and effective for use. All assets should have a plan of maintenance and replacement. The role works closely with the capital projects team and business users to ensure that Kew meets its responsibilities, including that of a Unesco world heritage site. Kew understands and meets its statutory responsibilities

Job Context:

• To establish the team within the new Estate and Capital Development team. The E & C Development team covers business as usual, replacement and repair and strategic development of our built estate. • Responsible for ensuring that the FM service providers are properly procured and managed, achieving the new high levels of service required in the contract • Responsible for developing systems and training personnel to ensure that contractors on site are properly managed • Responsible for ensuring that there is effective use of Kew’s estate, ensuring that there are accurate and current records on the use of the estate and the location of assets and individuals. • In collaboration with Kew Enterprises and festival teams provide technical expertise to problem solving, obtaining planning permission for fund raising events at both Kew and Wakehurst Place – currently 700 events p.a. approximately 12-15 being high profile and lasting over 3 days.

Job Description Accountabilities:

1. To ensure all buildings and infrastructure at Kew and Wakehurst Place meet all statutory standards as apply to building and engineering services, to ensure continuous business continuity and preserve the collections. To lead on the development and and provision of a cost effective and professional facilities management and estates support service to RBG Kew, Kew Enterprises, Festivals and Events, reducing business risk and maximising income (20%). 2. To ensure that all FM providers, especially the main contractors are properly managed to ensure high quality, cost effective service. Develop a procurement strategy to enable proper succession planning of contracts and effective use of Procurement professionals. Establish effective stakeholder and customer engagement with the service providers (20%). 3. Provide proactive leadership to develop the in-house team to deliver effective facilities management across both sites. This will include planning the size and nature of the team, retaining key personnel and ensuring that they have high levels of engagement, recruiting to the team, effective performance management, planning training and development activities and developing effective internal communications (20%). 4. To develop and implement a maintenance strategy and services to meet the needs of the business and provide value for money and optimal management of risk. To develop and maintain an accurate and current view of all estate buildings and infrastructure with a 5 year maintenance plan. Lead and support the development of business cases to secure funding from appropriate organisations including Defra, HLF (10%). 5. To develop an Energy Management Strategy to meet Kew’s sustainability agenda, Government carbon reduction standards and to minimise operating costs (10%). 6. To provide expert advice to the Estate capital programme, undertaking specific work packages to support the development of the strategy and delivery of assigned projects. Of particular importance will be support to the extensive minor critical works project work in 17/18 (10%). 7. To proactively participate as Estates representative in all appropriate projects as a member of the Project Board. Ensure that all facilities team led small projects are properly managed, calling on expertise from dedicated project team as appropriate (10%).

Management of Resources: Financial Responsibilities: All staff are responsible for management of their own time and resources. 1. To effectively manage the Estates operating budget £5m p.a., monitor internal expenditure and income generation and identify areas of potential saving and value for money opportunites. Management of People

1. Estates team – up to 20 directly employed staff 2. Maintenance contractors – on site teams 3. Other contractors and professionals Position within the Team -

Director of Kew

Director of Estates & Capital Projects

Interim Capital Programme Director

Head of Estates (Projects)

Head of Facilities Management

Person Specification

Experience and Education (Essential)

• Degree or equivalent professional qualification in a recognised Building/Facilities Management or Engineering discipline. • A Corporate member of the CIOB, RIBA, RICS or CIBSE. • A recognised H&S qualification such as IOSH Directing Safely or IOSH Managing Safely. • Proven knowledge and experience of managing Estate including building of significant historic importance (Grade 1 & II listed). Also these historic buildings need to be part of operation facilities supporting an organisation involved in public facing activities. • Demonstrate success in leading and managing a complex portfolio of buildings involving all aspects of Estates management and Facilities management. • Experience of successfully delivering high levels of construction projects and facilities management, safely and to environmental standards. • Significant experience of leading an estates and facilities team in a multi site environment. Desirable • A H&S qualification such as NEBOSH certificate or NEBOSH diploma or equivalent H&S professional manager qualification. • Experience of working with or for a World Heritage Site / significant listed buildings. Job Specific Competencies – skills and abilities specific to the job (Essential) • Robust, flexible management skills including established effective Estates management office and the contractor supply chain to support it. • Robust project management skills, project/programme control, cost control and budget management. • Leadership skills applied to direct and indirect team members at all levels of the organisation. • Effective management of professional services, contractors and suppliers. • Highly analytical in approach to problem solving and innovative in developing solutions. • Strong written, spoken and presentation skills. • Strong negotiation skills. • Effective facilitation and highly collaborative in terms of developing business solutions.

• Effective communication and capable of developing strong relationships with legislative and other representative bodies. Kew Competency Framework: The Framework identifies behaviours required for roles at different levels. Which are the key competencies for this job? Select up to four essential competencies. Competency Essential (E) 1. Seeing the big picture

2. Changing and improving 3. Making effective decisions 4. Leading and communicating 5. Collaborating and partnering 6. Building capability for all 7. Achieving commercial outcomes 8. Delivering value for money 9. Managing a quality service 10. Delivering at pace




Application Process

Along with a competitive salary there is a range of excellent benefits which includes an annual leave allowance of 30 days, plus bank holidays, rising to a maximum of 33 days after 5 years service, flexible working options, childcare vouchers and a range of other generous and comprehensive family friendly policies, memberships and discounts. An important part of the pay and reward package RBG Kew offers employees is the option to join the Civil Service Pension arrangements (details of the full range of benefits are available on request). For a confidential discussion to learn more about the role and opportunity please contact Kew’s appointed recruitment partners Michael Hewlett and of The Management Recruitment Group.

Michael Hewlett T: 020 8892 0115 M: 07972 579 938 E:

Applications should consist of a comprehensive CV (of not more than 4 pages) and supporting cover letter (of not more than 2 pages) outlining key matching experience and rationale for applying for the post. Applications should be sent to

The closing date for applications is Sunday 3rd September 2017.

Following the closing date, applications will be reviewed and The Management Recruitment Group will undertake preliminary meetings with selected applicants in early September 2017.

Regal House 70 London Road Twickenham TW1 3QS Tel 020 8892 0115

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