HEAD OFTECHNICAL SERVICES CANDIDATE BRIEFING PACK
Welcome to The University of Kent Dear Applicant Thank you for your interest in the role of Head of Technical Services at the University of Kent. This is a new role, reporting to the Assistant Director of Estates (Maintenance & Technical Services), accountable for the development and management of the University’s mechanical and electrical services, infrastructure and building fabric. Following a restructure within the Estates Department, this role will head up a new Technical Services team of professional specialists, providing consultancy and expertise for strategic planning, technical design and compliance. Working with internal customers, colleagues and external stakeholders, the role-holder will be part of a team providing a seamless service for the delivery of projects, setting standards for reactive and planned maintenance, and the long-term development of the Estate. Yours sincerely, Ron Moore Assistant Director of Estates.
About The University of Kent Established in 1965, the University of Kent – the UK’s European university – now has almost 20,000 students across campuses or study centres at Canterbury, Medway, Tonbridge, Brussels, Paris, Athens and Rome.
A consistent strong performer in the league tables, it was also awarded in 2017 a gold rating,
It has world-leading research in all subjects and 97% of its research is deemed by the REF to be of international quality. In the National Student Survey 2016, Kent achieved the fourth highest score for overall student satisfaction, out of all publicly funded, multi-faculty universities. Along with the universities of East Anglia and Essex, Kent is a member of the Eastern Arc Research Consortium (www.kent.ac.uk/about/partner- ships/eastern-arc.html).
The University is worth £0.7 billion to the economy of the south east and supports more than 7,800 jobs in the region. Student off-campus spend contributes £293.3m and 2,532 full-time-equivalent jobs to those totals. Kent has received two Queen’s Anniversary prizes for Higher and Further Education. Website: www.kent.ac.uk
the highest, in the UK Government’s Teaching
Excellence Framework (TEF). In the Times Higher Education (THE) World University Rankings 2015-16, Kent is in the top 10% of the world’s leading universities for international outlook and 66th in its table of the most international universities in the world. The THE also ranked the University as 20th in its ‘Table of Tables’ 2016. Kent is ranked 17th in the UK for research intensity (REF 2014).
About The City of Canterbury
The University’s main campus is in Canterbury. This world-famous cathedral city was one of medieval Europe’s great places of pilgrimage and knowledge. Today – with its international visitors and two universities – it still has a distinctly cosmopolitan feel. Less than an hour from London, it takes little more than that to visit France.
People come here from across the globe for world-class heritage, for culture and festivals, to visit and to study, to shop and visit some of the best restaurants in the region. The extraordinary Cathedral dominates the medieval streets within the city walls. Among the listed buildings, a boldly modern theatre – named after the city’s famous son Christopher Marlowe – has been built on the river bank, and an art museum has been restored and doubled in size. To the south of the city is St Augustine’s Abbey, part of the World Heritage Site, and England’s first seat of learning. Canterbury’s student population contributes to the city’s buzz and the Experian Inner City Vibrancy Report (2013) ranked Canterbury as the 3rd most vibrant city in England and Wales. However, it’s still easy to find areas of peace and quiet within the City walls. Kent is known as being the Garden of England and you will find local produce in cafes, pubs and restaurants: Romney Marsh lamb, cherries, ale from local hops and awardwinning wine from Kentish vineyards. To the woodlands, the Blean and a few miles away there is the seaside town of Whitstable, renowned for its oysters. north of the city is one of England’s largest ancient
Canterbury and its immediate area have an increasingly rich cultural offer. Turner Contemporary, the nationally-acclaimed art gallery, is within easy reach and the Canterbury Festival, the Whitstable Biennale and the Folkestone Triennial are just some of the regular events taking place in the region.
The Estates Department
OUR STRATEGIC VISION, CORE FUNCTIONS AND OBJECTIVES The Estates Department has circa 300 staff, an annual revenue budget of £26.8 million and is one of the largest Professional Services Departments in the University. Our strategic vision is: To provide, maintain and enhance the facilities, services, built environment and grounds of the University in a professional and effective manner which supports the University’s strategic plan and delivers an environment which benefits students, staff and visitors. The Department’s core values are: • Customer Focussed – we will put our customers first and deliver the best empathetic service we can with the resources we have available. • Honest – we will be honest with our staff and customers. • Ownership – we will take responsibility for our actions and behaviour and will not evade responsibility or pass it to someone else. • Inclusive – we will not exclude individuals from using our services or tolerate any discrimination in the workplace. • Competent – we will be professional, skilful, assured and polite in all our interactions. • Empowered – we feel empowered and have the confidence to solve problems, make decisions and take responsibility for our work. Our core functions are: The Estates Department provide a number of essential services to the University at both the Canterbury • management, development and maintenance of the estate • delivery of capital building projects and major refurbishments • space planning and management • acquisition and disposal of buildings and land • asset management • grounds maintenance • procurement of utilities and energy management • environmental and sustainability management and legal compliance as part of the stewardship of the estate • cleaning, waste management and recycling services • campus security • interior services and internal/external signage • travel, parking and transport management • telecom services • postal services • print and design services • an Estates Customer Service Centre. Our key objectives are: • the development and implementation of the Master Plan for the University’s Estate • to support the University’s Institutional Plan in providing suitable facilities for the delivery of teaching, research and staff and student engagement and Medway Campuses. These services include:
• to promote environmental sustainability in all aspects of the delivery of the Estates function • to procure and deliver value for money capital projects, assets services and facilities which enhance the University’s brand and the student experience • to effectively manage risk and ensure compliance with all legislative requirements • to ensure the Estates Department is the provider of choice for internal customers across the University • to explore innovative opportunities to enhance Estates services and where possible promote revenue generation • to promote and provide relevant staff development opportunities to achieve the objectives of the Estates Department • to enhance the student experience and provide stakeholder focussed services • to optimise the utilisation of teaching, research, social and office space across the estate • to work in collaboration with Schools, Professional Services Departments, the Students’ Union and other internal and external stakeholders to achieve common goals.
The Role
Job family:
Job Purpose Guardian of the development and management of the University’s mechanical and electrical services, infrastructure and building fabric, ensuring they are planned and delivered in a timely and economic manner that mitigates business risk and complies with legislation.
Administration, Professional & Managerial
Reference:
EST0021 Grade 9
Grade:
Salary Scale: Contract: School/Dept: Location: Line manager:
£50,132 to £58,089 per annum
Ongoing, Full time Estates Department
University of Kent, Canterbury campus Assistant Director of Estates (Maintenance & Technical Services) or their nominee Technical Manager, Building Services Engineers (Mechanical & Electrical), Building Surveyor
Immediate line reports:
Key accountabilities This section details the main accountabilities (or responsibilities) of the job, together with a selection of indicative duties. Other duties, commensurate with the grading of the post, may also be assigned from time to time. 1. To take responsibility for the current and future supply of high quality electrical, mechanical and site infrastructure to meet the growing needs of the University. Frequency: Daily Example duties: 1.1 Undertake long term strategic planning, including cost development, for major services infrastructure across the University to mitigate business risk. 1.2 Advise and lead on major strategic engineering infrastructure and technical change programmes, including option appraisals and life cycle costing analysis. 1.3 Lead on the production of long-term maintenance plans for all mechanical and electrical building services and infrastructure to be delivered by the Maintenance team, the Technical Services team and the Capital Projects team. 1.4 Lead on all matters electrical and mechanical including policy formulation and application, standards and philosophies and ensure these are adopted throughout the Department. 2. Ensure the Technical Services team provides an expert consultancy service in relation to mechanical and electrical services and building fabric to inform and facilitate the work of the Estates Department. Frequency: Daily Example duties: 2.1 Provision of advice and guidance to the Capital Projects team and external design teams on the specification and design of building services (mechanical & electrical), building fabric and fixtures and fittings for new constructions, refurbishments and minor works. 2.2 Custodian of the building condition survey for the Estate, ensuring it is kept up to date and can be used to inform the Long Term Maintenance Plan and estate returns to HESA. 2.3 Provision of maintenance programmes and advice for electrical and mechanical services, plant and equipment to the Head of Maintenance who is responsible for the delivery of maintenance services and the in-house maintenance team. 2.4 Failure investigation, root cause analysis and resolution of complex engineering problems.
3. Ensure statutory and regulatory compliance in relation to the University’s physical estate and engineering assets to avoid significant legal and financial costs and health and safety implications. Frequency: Daily Example duties: 3.1 Ensure compliance of all electrical and mechanical plant, equipment, infrastructure supply systems, distribution and procedures with legislative requirements. 3.2 Responsible for critical areas and services including the High Voltage power network, district heating system, laboratories, data centres and foul drainage. 3.3 Ensure standards, operational requirements, statutory and regulatory compliance is maintained across the Estates Department by regular auditing of the Maintenance service and Capital Projects activities by the Compliance Auditor. 3.4 Show leadership, commitment, management and maintenance of high standards of health and safety, personally and through the effective management of the Health and Safety function. 4. Produce and own technical standards, specifications and operational requirements and document/record management for the Estates Department to ensure a consistent and cost-effective approach. Frequency: Monthly Example duties: 4.1 Prepare standard specifications and design briefs for plant, equipment, infrastructure and fixtures and fittings. 4.2 Create and maintain a technical library and provide regular updates to estates staff on changes in legislation. 4.3 Custodian and management of the Estate’s Asset Register, Building Information Modelling (BIM) system, O&M/H&S manuals, building records and drawings. 4.4 Provide guidance and specialist advice regarding developments and innovations in new installation methods, materials, testing and diagnostic techniques.
5. Lead and manage the Technical Services team to ensure a high performing team and optimum delivery of services. Frequency: Daily Example duties: 5.1 Excellent people management of the Technical Services team including performance management, appraisal (RPDs) and development in line with best practice and University procedures. 5.2 Ensure all staff have a Personal Development Plan and talented staff are recognised, rewarded and retained and ensure that suitable succession plans are in place. 5.3 Embed the Estates Department’s core values: Customer Focussed, Honesty, Ownership, Inclusive, Competent and Empowerment into all activities delivered by the Technical Services team. 5.4 Promote and represent the Estates Department to stakeholders, internal and external in pursuit of the objectives of the Estates Department, undertaking presentations and chairing meetings as necessary. 6. Take responsibility for compliance with Procurement and Financial regulations and for performance management of service contracts, consultants and contractors to minimise risk and maximise value for money. Frequency: Weekly Example duties: 6.1 Implementation and monitoring of service contracts for a range of plant, equipment and infrastructure to ensure value for money. 6.2 Produce specifications and develop standards and output criteria to ensure appropriate monitoring and performance of external contractors, consultants and other service providers. 6.3 Ensure agreed budgets are managed and adhered to and all works and purchases are made in accordance with the University’s procurement regulations. 6.4 Lead on the preparation, management and monitoring of budgets for Technical Services producing regular reports for the Estates Directorate.
7. Deliver minor works for electrical, mechanical and building works projects below the capital projects threshold (as agreed from time to time by the Director of Estates) and other specific projects as identified by the Assistant Director of Estates (Maintenance & Technical Services). Frequency: Weekly Example duties: 7.1 Responsible for overseeing the management and delivery of minor works to programme and budget, providing regular management reports and financial forecasts. 7.2 Allocate and monitor staff workloads to ensure coordination and economic utilisation of all resources. 7.3 Oversee the management of asbestos across the Estate, including removal as necessary. 7.4 Work collaboratively with colleagues across Estates to ensure a joined-up planning and service delivery of electrical, mechanical and building services projects. 8. Demonstrate active stakeholder management in order to ensure customer satisfaction in the delivery of technical services. Frequency: Weekly Example duties: 8.1 Develop and nurture effective relationships with all key University and external stakeholders, consultants and contractors. 8.2 Ensure effective stakeholder consultation at the inception of and throughout all projects to completion and provide expert advice to a variety of stakeholders to facilitate the development of project briefs. 8.3 Ensure the impact of projects on staff, students, visitors and other users of the estate is closely monitored and ensure the team liaise with and brief relevant stakeholders to minimise the impact of works. 8.4 Ensure customer expectations are met in terms of timescales, cost targets, quality standards and value for money and works are coordinated in a manner that meets business need whilst maintaining the student experience. Internal & external relationships This section indicates with whom the job holder comes into contact and liaises/ communicates with on a regular basis, and for what purpose. Internal: Deans of Faculties, Heads of Schools and Departments, Academic and Professional Services Departments, Kent Union, Finance Department, other Estates Department sections. External: Contractors and professional design and management construction consultants, other stakeholders, statutory authorities. Health, safety & wellbeing considerations This job involves undertaking duties which include the following health, safety and wellbeing considerations: • Regular use of Screen Display Equipment • Potential exposure to asbestos or other dusts • Working in confined spaces • Working at heights • Vocational driving on & off campus (includes use of cars, vans, ride-on mowers, buggies)
Person Specification
The person specification details the necessary skills, qualifications, experience or other attributes needed to carry out the job. Applications will be measured against the criteria published below. Selection panels will be looking for clear evidence and examples in an application, or cover letter (where applicable), which back-up any assertions made in relation to each criterion.
Qualification / Training
Essential Desirable Assessed Via*
Qualified to degree level in a relevant engineering subject.
Y Y
A A
Chartered Engineer and Corporate member of a relevant Institution eg: the Chartered Institute of Building Services Engineers, the Institute of Engineering and Technology, the Institution of Mechanical Engineers. Valid certificate for the CITB, Site Management Safety Training Scheme course
Y
IOSH Managing Safely qualification.
Y
A
Evidence of continual professional development
Y
A, I
Knowledge, skills and experience Extensive senior level practical experience and relevant technical knowledge of building services, their technologies and their impact on the work environment in a complex technical environment. Detailed knowledge of statutory health & safety and built environment legislation and how to ensure compliance across a diverse portfolio. A sound knowledge of best practice in the technical environment with significant experience of developing technical specifications and standards and maintenance strategies. Strong problem solving, influencing and negotiating skills. Experience of setting, managing and controlling capital and revenue budgets. Demonstrable experience of preparing and presenting technical and financial reports with options appraisal and recommendations. Proven management and leadership skills and ability to evaluate performance and motivate and manage a team. Confident user and adopter of IT tools, including specialist software and Microsoft Office. High level stakeholder management, communication and presentation skills. Additional attributes Commitment to the principles of equality, diversity and inclusion. Willing and available to be part of an on-call rota to respond to emergencies and issues outside normal working hours.
Y
A, I
Y
A, I
Y
A, I
Y Y
A, I A, I
Y
Y
A, I
Y
A, I
Y
A, I
Y Y
A, I A, I
*Criterion to be assessed via: A = application form or CV/cover letter I = interview questions T = test or presentation at interview
HOW TO APPLY For a confidential discussion to learn more about the role and opportunity, please contact the University’s appointed recruitment partner Michael Hewlett and Robbie Hodder of The Management Recruitment Group.
Michael Hewlett T: 020 8892 0115 M: 07972 579 938 E: michael.hewlett@mrgpeople.co.uk Robbie Hodder T: 020 8892 0115 M: 07530 680 159 E: robbie.hodder@mrgpeople.co.uk
Applications should consist of a comprehensive CV and supporting cover letter outlining key matching experience and rationale for applying for the post.
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