Head of Property Candidate Pack
Contents
Introduction
Kent Fire & Rescue Service (KFRS)
The KFRS Property Portfolio
Job Description and Person Specification
Equality and Inclusion
Application Process
Introduction
Kent Fire & Rescue Service (KFRS) is seeking to appoint at Head of Property Services to take the lead role for the provision and management of our crucially important estate portfolio. KFRS provides a wide range of services to our customers, whether in their homes, on the roads or out in the community, by assisting to bring about behaviour change and providing a high quality, rapid operational response. Our vision is to help everyone to be safer by working towards a future where no one is killed or seriously injured by a fire or other emergency.
Our Fire & Rescue Service portfolio of consists of 56 fire stations, 24 residential associated properties, our headquarters building and a site housing our training centre, distribution centre and technical rescue centre. Our diverse portfolio spans the length and breadth of the county of Kent and with some properties originating in the late 1800s/early 1900s through to modern facilities delivered in the last 5 years. Reporting to the Assistant Director Corporate Services, the Head of Property Services leads a team responsible for the full spectrum of property and estates management provision, including
portfolio asset management, capital programme delivery, strategic maintenance management and facilities management. The Head of Property will work closely with the Assistant Director Corporate Services on the development and implementation of the new Asset Management Plan and will drive the delivery of strategic maintenance and improvement projects across the KFRS estate portfolio. We are seeking an individual with proven experience of leading an estates management function across a diverse, heavily utilised, multi-site property portfolio that requires significant recurrent investment. We require someone
who can lead a wide-ranging property function at a senior level, but also who is an individual that relishes leading strategic maintenance programmes across complex estate portfolios and who is adept in the prioritisation of investment to give the best value and improvement of assets. The role offers the opportunity to take the lead role across a diverse estate portfolio which plays a hugely important role in supporting a crucial service across the county.
Kent Fire & Rescue Service
Kent Fire & Rescue Service (KFRS) is one of the leading fire and rescue services in the country, committed to keeping more than 1.8 million people safe across Kent and Medway. KFRS is well respected by the people of the community it serves, who appreciate the dedication and commitment of our staff. Our residents appreciate that these courageous people truly are ‘there when you need them’ and that the range of their activity goes far beyond fires, to road crashes, floods, explosions, cliff rescues and so much more. We exist to help keep people and communities safe whether at work, home or as you move around Kent and Medway. We deliver services for everyone working and living in our changing community. We aim to give people advice and support in order to reduce the risk of fire and other emergencies as they go about their daily lives.
Our vision Helping everyone to be safer by working towards a future where no one is killed or seriously injured by a fire or other emergency. Our aim Working together, saving lives, reducing harm We provide a wide range of services to our customers, whether in their homes, on the roads or out and about in the community, by assisting to bring about behaviour change and providing a high quality, rapid operational response.
The KFRS Property Portfolio
Our property and estate portfolio is crucially important in supporting and enabling the work of our operational teams. Our Fire & Rescue Service portfolio of consists of 56 fire stations, 24 residential associated properties, our headquarters building and a site housing our training centre, distribution centre and technical rescue centre. Our diverse portfolio spans the length and breadth of the county of Kent and with some properties originating in the late 1800s/early 1900s through to modern facilities delivered in the last 5 years.
Facts and Figures
࢝ We have 56 fire stations across the county ࢝ Our headquarters building based in Maidstone originates from the 1890s and is set in a conservation area. ࢝ Also in Maidstone we have a campus our housing our training centre, distribution centre and technical rescue centre. ࢝ We have 24 residential properties linked to fire stations using the “day-crewed” duty system. ࢝ Current budgets for the property portfolio are c. £4.1m p.a. operational and c. £0.5m pa capital. ࢝ Our portfolio is held entirely on a freehold basis and we have not delivered any of our assets via PFI. ࢝ We share our estate free of charge with other public services partners including police, ambulance and health and social care. ࢝ We have delivered four new build stations (free of borrowing) in the last five years – Rochester, Ramsgate, Chatham, Ash-cum-Ridley. ࢝ We have a major redevelopment project planned at Ashford including provision of live fire training facility. ࢝ We have recently completed a full conditions survey across the portfolio and are now prioritising forward asset investment.
Job Description
Post Title: Head of Property
Section/Location: Service Headquarters
Reports to: Assistant Director - Corporate Services
Job Purpose The post-holder is responsible for ensuring all Authority properties across Kent and Medway are safe and fit for purpose. The post holder will deliver customer focused and effective Facilities, Property and project management services in an efficient and cost effective manner, in accordance with current regulatory requirements; as and where applicable. They must forge strong working relationship with other teams in the Authority primarily Finance, Procurement and the Business Services team. They must take a long term and strategic view of the current and future needs of the Authority.
Team Structure
Dimensions Budget – Annual Premises budget (Revenue £4.1m pa, and Capital budget c£0.5 per annum) Human Resources – 1 Facilities Manager, 1 Property Programme Manager, 1 Safety, Health and Environment Advisor, 4 Building Surveyors, 4 Support Staff, 2 Apprentices - subject to review Job Context The post holder will be responsible for managing their day to day workloads and directing the workloads of their team. They will be expected to manage their own time and they will be expected to deliver their projects within set timeframes, in order to support delivery of the Asset Management Plan. They will be expected to produce business cases and proposals which they will be expected to present at Operations Group, Asset Management Groups and Management. The post holder will have the independence to make day to day decisions within their given framework. However in situations outside of this framework, they would be expected to consult with their Line Manager before taking any action. The post holder will lead the delivery of all property related services and will be expected to achieve continuous improvement through effective management of Authority’s property portfolio. The roll requires a personal commitment to and enthusiasm to drive change, with an ability to think strategically whilst working operationally. The post holder should have excellent communication and interpersonal skills and a determination to set high standards of performance and to challenge underperformance in a constructive fashion. The post holder will work with all levels of employees within the Authority including the Management Team and potentially Members. They will also work with external organisations such as the public, local authorities and suppliers. The role will be based at Service Headquarters in Maidstone, with the ability to regularly work from home. There will also be an expectation that the post holder may occasionally need to work outside of core hours.
Principle Accountabilities ࢝ To lead on developing and implementing estates works projects and programmes. Particular attention should be paid to programme delivery enhancement, regulatory and compliance requirements, quality, compliance with agreed specifications, timescales, and contractor safety; and ensuring that value for money can be evidenced in all works and contracts. ࢝ To lead, develop, manage and motivate the property and facilities team creating opportunities for the personal development of team members. Ensuring that they engage in cross team projects and are able to deliver their individual responsibilities effectively. ࢝ To provide robust and effective systems and processes to allow the monitoring of the property and facilities activities and performance. Provide regular reports on performance to the leadership team and, where appropriate, to board members. ࢝ To contribute to the preparation of a 10 year strategic Property plan for the Authority’s properties and be responsible for the planning and the implementation of the services property and facilities management at an operational level. To ensure the Authority is compliant and the Estate is fit for purpose and future proofed to meet the needs of the Authority within the next 5 -10 years. ࢝ To contribute to the Authority’s environmental strategy [as embedded in the Asset Strategy] to ensure compliance with legislation and to deliver best practice across our estate, and contribute to a reduction in the Authority’s environmental impact. ࢝ Responsible for the management of the Authority’s property portfolio, including the development and implementation of Property and Asset Management Plans and a property information and advice service. ࢝ Responsible for the delivery of the Authority’s property legislative compliance programmes, construction management, maintenance and repair services. ࢝ Responsible for the acquisition and disposal of properties as required by the Authority. ࢝ To oversee the delivery of Facilities Management services (including responsive maintenance works) through internal staff and/or external contractors ensuring that services are procured in accordance with the Authority’s financial/ procurement regulations.
Principle Accountabilities Continued ࢝ To create, develop and ensure maintenance of easily accessible and auditable records for asset maintenance and management, including records of inspections, maintenance requests, complaints, costs and repairs. Ensure that accurate and detailed property records are kept up to date and accessible. Coordinate and ensure that the service maintains compliance, health and safety statutory documentation. ࢝ To be responsible for all Property related health and safety compliance activities undertaken to ensure the service properly discharges its duties under its Health and Safety Policy; the Health & Safety at Work Act; COSHH regulations; and any other relevant statute, regulation or directive. Similarly, to ensure that contractors operate safely in accordance with these same statutes etc. ࢝ To ensure that fire risk assessments and other statutory and non-statutory testing and inspections are completed in a timely manner and by internal staff and/ or external contractors who are appropriately qualified. ࢝ To establish and keep up-to-date a risk register assessing potential risks in relation to our property and facilities activities and ways in which they can be mitigated. Establish and keep under review a disaster recovery plan for all property and facilities activities to ensure business continuity. ࢝ To develop and maintain positive strategic collaborative relationships with local services, authorities and other stakeholders, internally and externally. ࢝ As a member of the Management Team to play a full role in the management and future development of the KFRS and to work within the KFRS Leadership and Management Behaviours. ࢝ To undertake such other tasks as the role may reasonably require.
Person Specification
Knowledge
Essential
࢝ Understanding, knowledge and evidence of practical application of property Health and Safety practices and legislation across a portfolio. ࢝ Understanding and application of UK and local authority building regulations. ࢝ Evidence of extensive continuing professional development. ࢝ Experience in Property Asset Management, Landlord and Tenant law, including Telecoms and of delivering Strategic Asset Management plans. ࢝ Qualified experience of heading a 24/7 Property and Facilities service across a diverse and dispersed portfolio.
Skills
Desirable
Essential
࢝ Able to manage and motivate individuals (including external contractors) and other teams through an open and honest approach, but willing to take hard decisions. ࢝ Strong persuasion and influencing skills and the ability to articulate technical information to a wide range of internal and external staff. ࢝ Excellent interpersonal skills, both verbal and written, which involve the ability to communicate to a range of audience, to deal with difficult situations and produce good quality written reports. ࢝ Ability to foster partnerships, work collaboratively across boundaries, and achieve performance and results through others. ࢝ Able to make appropriate decisions in response to unexpected problems and conflicting demands on time and resourcing. ࢝ The ability to analyse information, in order to make decisions that are based on relevant data, meet the needs of the team/organisation and evaluate potential risks/benefits. ࢝ Competent in relevant IT systems including Microsoft Office applications (WORD, EXCEL and POWERPOINT), SharePoint, Workforce Planning System, and budget management tools.
࢝ Ability to think strategically but work operationally. ࢝ Effective negotiation and problem-solving skills. ࢝ A determination to set high standards of performance and to challenge underperformance in a constructive fashion. ࢝ Strong leadership skills and the ability to motivate and inspire staff. ࢝ Ability to work under pressure and adapt to change. ࢝ Proven track record of developing and delivering facilities solutions in a complex, multi stakeholder environment. ࢝ Evidence of developing and implementing effective systems and processes. ࢝ Successful record in leading and engaging staff to deliver on their objectives and to embrace change.
Qualifications
Desirable
Essential
࢝ Evidence of continued development. ࢝ Member of Institute of Asset Management. ࢝ Prince 2 Project Management.
࢝ NEBOSH National Certificate in Health & Safety / IOSH Management Safely. ࢝ BSc Estates Management or Building Studies or a Building related degree. ࢝ Member of the Royal Institute of Chartered Surveyors or Chartered Institute of Building or IWFM.
Experience
Essential
࢝ Previous experience on advising customers on the optimal provision of estate management to make best use and maximise value of premises. ࢝ Previous experience of managing budgets and justifying spend to achieve value for money and deliver the aims of the service. ࢝ Experience of change management and specifically of implementing an improvement programme, to ensure properties and the organisation comply with all requisite health & safety regulations and standards. ࢝ Experience in a similar role managing buildings and estates and premises to a lawful standard. ࢝ Experience of implementing service improvements across a diverse portfolio. ࢝ Experience of Property Asset Management system implementation.
Working at Kent Fire & Rescue Service
Kent Fire and Rescue Service is a great place to work. We have good conditions and will provide training to help you deliver the best possible service to the public. We pride ourselves on having well-trained professional staff, and an open culture which values diversity and equality of opportunity in employment. Kent Fire and Rescue Service is a great place to work. We have good conditions and will provide training to help you deliver the best possible service to the public. In addition to excellent training and an inclusive and supportive environment our staff benefits are comprehensive and include: ࢝ Excellent annual leave provision – Annual Leave is 30 days, plus bank and public holidays and 1 concessionary Xmas day. ࢝ Generous pension - LGPS Contributory Pension Scheme. ࢝ National and local discounts exclusive to staff across a broad range of products and services including retail, holidays, leisure, health and transport. ࢝ A number of staff support mechanisms available through the Fire Fighters Charity including physical and mental health support.
Equality and Inclusion
Removing barriers, embracing difference, adding value
Kent Fire and Rescue Service is committed to providing services which are accessible to all sections of the community, and to protecting those who are most at risk. We pride ourselves on having well-trained professional staff, and an open culture which values diversity and equality of opportunity in employment. How we achieve this is set out in our Workforce Strategy taking into account of the requirements of the Equality Act 2010. Our Approach Knowing our communities and staff We produce detailed community profiles about the people and places of Kent and Medway at a county and local level which include statistical data on characteristics such as gender, age, race, religion, and disability. Setting objectives and priorities Our planning process makes sure the information we gather about the communities, service users and our own staff is used to help decide the direction the organisation takes. Taking action to make a difference Having analysed our equality information we focus our community safety activities towards people who are at greater risk. Evaluating our performance Understanding people’s needs and adopting a diverse approach and commitment to equality helps us to improve performance. Protected characteristics Recognising that different groups of people have different needs, we try to ensure that we identify any specific requirements or risk factors and address these in our operational work and in the workplace.
Application Process
Kent Fire & Rescue is being supported on this recruitment campaign by the search consultancy The Management Recruitment Group (MRG). To arrange a confidential briefing conversation please contact our advisors Stephanie Howe or Ben Duffill of MRG. Stephanie Howe stephanie.howe@mrgpeople.co.uk 0203 962 9900 Ben Duffill ben.duffill@mrgpeople.co.uk 0203 962 9900 Applications should consist of a comprehensive CV (of not more than 4 pages) and a covering letter (of not more than 2 pages). Applications should be sent to stephanie.howe@mrgpeople.co.uk
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