Person Specification
Decision Making: • Decisions relating to contractor/supplier relations and problems. • Strategic level problem solving with associated obligations of conflicting information and analysis of. • Day to day decisions and longer term planning to deliver the Estates Operations & Maintenance team • Reacting to day-to-day problems (including emergencies), making decisions, and directing staff to resolve issues as they arise. • Delivers financial advice and solutions within the department, to Senior team and Director of Estates. • Strategic decisions relating to complex budgets. Typical decisions requiring approval by line manager/others • Escalates any significant variance or issue pertaining to financial operational and capital budgets out of their level of authority. • Escalates any emergency above their level of authority. • Significant decisions relating to external parties that could impact on Kew’s reputation Communication and Relationships: Internally • Director of Estates, other Heads of the Estates departement as part of the Senior Estates team, Director of Resources, and in addition a wide range of stakeholders and Departmental Heads and Directors across both sites, IT, HR, Information Governance, Safeguarding team, Sustainability, Energy management and with Finance and Procurement departments. Other Estates managers and operational staff. These are key relationships in terms of Facilities and Business Services provision, and to delivering Estates led and financial objectives. Externally • Include public, other institutes, government bodies, suppliers etc. • Local authorities, energy and utility providers, government bodies and other departments i.e., DEFRA, key to managing the estate administration and compliance of the department, estates maintenance providers for maintenance service delivery, professional services engaging experts to support the work of estates, and other professional services such as Auditors and Surveyors.
• Evidence of Continual Professional Development • Fact-finding, analysis and resolution of problems and issues • Give examples of typical tasks carried out to illustrate the day to day work and challenges encountered • Position must use sound reasoning and judgement in resolving day to day issues resulting from operational matters and apply the same to the implications of effective financial management. • Post holder needs to effectively manage the running of the Estates Operations & Maintenance team, leading and demonstrating clear reason behind adherence to best practice, financial/audit requirements, and regulations as specified within Kew’s policies and procedures. • Post holder must work strategically, giving time, advice, and support to all areas within the Estates services section and assisting to achieve overall business goals, however, must be objective and challenge bad practice and apathy which prevent departmental compliance and objectives. • Continuous improvement and development of processes, systems, and procedures to enable cost effective and compliant Estates services. • Post holder must be able to respond to emerging priorities and manage competing priorities, using technical expertise and assessing risks to determine the best course of action. • Post holder will be required to research and produce papers and project/budget plans, compile and present reports and interpret data from a range of sources, adapting their style to suit the audience. Autonomy How far is the job defined? What guidance and support are available? How closely is the role supervised? • This role works with a large degree of autonomy and follows Kew’s policies and procedures to effectively carry out duties, managing their own time dependent on priority/workload, and can take some direction from Director of Estates as required. • Workload is directed by business requirements, focussed objectives, and some annual cyclical objectives. • Role directs and mentors Estates Operations & Maintenance staff to deliver business objectives and to train and develop the team. • The role is highly collaborative with stakeholders across the business and external contractors and suppliers.
Education and Experience Essential • Degree in Building or Facility Management discipline or equivalent experience • Significant experience and a proven track record of being a recognised leader and manager of people and proven experience of managing the delivery of a medium to large maintenance operation, supporting both Building and Engineering infrastructures • Experience and knowledge of managing the performance of several contracted suppliers in the delivery of a high-profile maintenance or FM service. Also, the post holder should have experience of developing and managing customer services expectations, in particular where resources are constrained. • A natural consultative and cooperative approach with the ability to form strong working relationship through gravitas, direct engagement and subject matter credibility. • Proven track record of developing strategic solutions to operational functions. • Strong background in Estates/FM/Workplace/ Operations and proven track record of strategic operational delivery. • Extensive working knowledge and experience of managing Health & Safety in delivering maintenance and/or FM services. • Extensive working knowledge of statutory compliance, as it applies to a medium to large, diverse and complex building and engineering estates management assets. This experience should include development of robust maintenance regimes to support a wide range of diverse operations and business activities. In particular, effectively managing electricity, water, misting systems and cooling towers. • Knowledge and experience of maintaining buildings of historic, heritage important. • Proven successful experience and knowledge of recruitment and professional development of a facilities management/maintenance team. • Proven successful experience and knowledge of energy management and sustainability, in relation to estates maintenance operations. Desirable • Degree or equivalent professional qualification in a
recognised Building/FM or engineering discipline • A corporate member of the British Institute of Facilities Management or a Building/Engineering Institute e.g., RICS, CIBSE, IHEEM • Experience of delivering event support services for both major indoor and outdoor events and festivals. • Senior Management experience of managing Hard and Soft FM services. • Senior Management experience should include leading implementing energy/waste reduction programmes through monitoring and controlling techniques and education of building users. • Chartered Engineer. Job Specific Competencies – Skills and abilities specific to the job Essential • Proven ability to manage and deliver conflicting priorities in a logical and analytical manner. • Builds and maintains strong working relationships both internally and externally. • Negotiates, using logic and reason to persuade and influence others to find the solutions that everyone will accept. • Influences key stakeholders at all levels. • Works co-operatively with customers/stakeholders, maintaining regular, consistent and clear communications to produce innovative solutions • Utilises the principles of project management methodology to ensure operations-related projects are managed effectively. • Demonstrates leadership and management skills to motivate, coach and mentor team. • Demonstrates ethical behaviour at all times and promoting it in others within the department. • Understands how to plan financially and manage a budget. • Researches, writes and presents robust and comprehensive business cases. • Demonstrates ability to produce project plans using Microsoft Project. • Keeps abreast of latest changes and development in all aspects of building and engineering services, and maintenance and FM services and applies knowledge to ensure a continuing cost-effective service. • Deputise for the DoE as required and during absence / holiday periods.
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