University of Lincoln - Mechanical and Electrical Engineer …

Mechanical & Electrical Engineer (BMS) Candidate Brochure

Contents Page 04 About the University of Lincoln

06 11

The Estate and Estates Team

08 The Team Job Description 12 22 Equality, Diversity,

Working at the University of Lincoln

and Department

Person Specification 20 24 Application Process

and Inclusion Lincoln

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About the University of Lincoln Situated in the heart of a beautiful and historic city, we have established an international reputation for the quality of our teaching and research. Ranked TEF Gold, we were crowned Modern University of the Year in The Times and The Sunday Times Good University Guide 2021. We are listed in the world’s top 150 universities in the Times Higher Education’s (THE) Young University Rankings 2020, hold the maximum five-star score overall in the QS Stars rating system of global universities, and feature in the QS World University Rankings 2021 of the world’s top 1,000 universities. Our current Strategic Plan covers the period 2016-2021 and sets out the institution’s vision and mission, shaping the future direction of our development. One of the most important elements of the Strategic Plan is our University’s Mission – a statement which defines us as: “A university looking to the future where we serve and develop our local, national and international communities by creating purposeful knowledge and research, confident and creative graduates, and a dynamic and engaged staff team.” The Strategic Plan also articulates a Vision for the future that we will be: “… a global ‘thought leader’ for 21st Century higher education. We will be known for addressing the opportunities and challenges presented by the changing world by developing a new approach to education and knowledge development. We will build on our reputation for excellent student engagement which prepares our graduates for their future and we will work closely with our communities to ensure valuable impact from our research to make a meaningful contribution to our world.” 4


Our purpose is to be an outstanding small-city anchor institution, equally committed to excellence in teaching, research and knowledge exchange, with deep regional and international engagement. We are committed to broad civic engagement, exemplified by our role as a founding partner of the Greater Lincolnshire LEP, our contribution to the Local Industrial Strategy, our work with local and global employers and with voluntary and public sector bodies. We generate more than £420 million each year for the UK economy and one in six people of working age in our city of Lincoln are either students or work for the University, whether directly or indirectly. Lincolnshire contains deprived rural, industrial and coastal regions, which has shaped our “local to global” research themes, most notably, a particular focus on global rural challenges. Over the last decade we have opened a new academic school every year, culminating in the establishment of the Lincoln Medical School last year. At Lincoln, we have a broad academic portfolio, organised into four Colleges (Science, Social Sciences, Arts, Business); in the last six years Science has expanded significantly with the opening of new Schools in Chemistry, Mathematics and Physics, Geography and (jointly with the University of Nottingham, 2019) a new Medical School.


The Estate and Estates Department

The University estates comprises 130 buildings providing over 238,000m2 of Gross Internal Area (GIA). The University owns the freehold of 85.7% of the Estate, with the remaining 14.3% being leased. In 2014, the estate was valued at £217m and in 2020 a reinstatement cost assessment returned an overall figure of £340m.

The University has three campus locations: Brayford Campus – The Campus is located on a former railway marshalling yard which had become largely derelict by the 1970s. The site was remediated by the County Council in the 1990s and the Brayford Way flyover constructed

which improved access to the site. The first building was constructed in 1996 (Minerva Building). Since then a modern city centre campus has been constructed, which blends new buildings with the sympathetic restoration of two Victorian railway buildings –a goods warehouse (the University Library building)

and Engine Shed (Students’ Union building). The University has recently opened a purpose-built facility to house the Lincoln Medical School which will be carbon neutral in operation – the first building of its kind in Lincolnshire. 6


Riseholme Park Campus – This is a 400-acre campus to the north of Lincoln set in designated historic parkland devoted primarily to agricultural research. The site is home to the Lincoln Institute of Agri-food Technology (LIAT), a Barclays Eagle Lab and various agri-tech SMEs. It is also home to a working farm.

Holbeach Campus – The Holbeach campus is c.50 miles to the south of Lincoln and is currently comprised of four buildings: Minerva House and the National Centre for Food Manufacturing (NCFM) on Park Road and on the Food Enterprise Zone (FEZ) – the newly completed Centre of Excellence for Agri- Food Technology and Institute of Technology.


Contracts - Manages our major Hard / Soft FM contracts and host of smaller contracts for performance against agreed standards and improving performance. Projects - This team delivers the major capital works conducted around the Estate, including new buildings and large-scale refurbishments. Space Strategy, Planning & Sustainability - This group comprises three smaller teams. The Space team oversee the allocation of all space. They undertake design work and lead on the upkeep of key property information, including floor plans. The Property Team oversee all landlord and tenant relationships on behalf of the University and provide commercial property advice as required. The Sustainability Team work on environmental management across the Estate. This includes a strong focus on energy management and meeting the University’s objectives for the reduction of carbon emissions. Riseholme Park – this team comprises 5 full time staff; the team manages the livestock, oversees the arable land via a farm business tenancy, supports Bishop Burton College staff and student access to the shared facilities / land and maintains the grounds.

The Team and Department

There are currently 50 people directly employed in the Estates Department with other resources contracted-in (e.g. to deliver facilities management, provide legal advice etc.). The outsourced on-site Hard FM and Soft FM contractors employ 31 and 141 staff respectively. The Department is divided into the following teams: Maintenance – manage all aspects of the repair and maintenance of the built estate, i.e. building fabric, mechanical and electrical systems, plant and machinery. Facilities – Manage cleaning, portering, security and car parking. Business Support – Provides administration and finance to the department, manages Planon and customer services including the Estates Help Desk and leads on customer service improvements. Compliance – Manages compliance with property related health and safety legislation and contractors working on the site.

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Interview with Roger Ward, Deputy Director of Estates


Planning a Sustainable Estate to Support a New University Strategy During the next few months, the team will continue to gather the data needed to inform a new Estates Strategy which will complement the new University Strategy. New masterplans will be required for all three campuses and work to scope opportunities and constraints with local planning authorities, other key stakeholders and landowners will start in early 2022. The team will work with colleagues from across the university to shape our estate to support new ways of learning, teaching, carrying out research and working while at the same time providing the best possible student, staff and visitor experience. Take of tour of the city campus by watching the video below.

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Working at the University of Lincoln

At the University staff have access to an attractive and extensive reward and benefits package that enhances both their professional and personal lives. Professional services staff are afforded a generous annual leave entitlement of 30 days that is offered in addition to 14 bank holiday and concessionary days. The University of Lincoln offers the industry-leading range of pension schemes with generous employer contribution levels and a range of extra benefits. Pensions – Human Resources (

The University provides a varied and comprehensive offering to aid staff in personal and professional development.

The University provides a varied and comprehensive offering of lifestyle and financial wellbeing schemes to staff. You can learn more about the comprehensive and diverse range of benefits here Benefits – Human Resources (




Job purpose Working within the Maintenance function of the Estates Department, the post holder will manage the day to day operation of the Building Management System (BMS), which aids activities such as Building Maintenance, Energy Management and Client Control. The role will require using knowledge to identify and implement changes to ensure that buildings are functioning at optimum performance and efficiency. Using stakeholder management skills and implementing behaviour change, the role aids the reduction of energy and the improvement of environmental conditions within buildings across the campus. In addition, they will be able to convey complex technical information clearly to building users and Estates colleagues. The post holder will also use their technical knowledge to take the lead or advise as required in wider department projects such as boiler installations, whole building BMS upgrade projects and new build project work. The Building Services Engineer will play a crucial role in achieving the objectives of the Maintenance and Sustainability teams, as well as the wider Estates Department. The University has challenging carbon reduction targets in place to reduce greenhouse gas emissions. The post holder will be central to implementing an estate-wide building services strategy and identifying opportunities to improve building services provision within the resources available. They will also use 12


energy management data systems to identify energy saving opportunities and make the business case for investment in energy efficiency projects. The post holder shall use their knowledge in mechanical, electrical and building services systems to fault find building services systems where required and work with the maintenance team to improve both energy efficiency and occupant comfort across our estate. Significant energy savings across the estates are possible by carrying out condition surveys of existing M&E plant. The post holder shall undertake these where required and report findings to others within the department. The post- holder will be expected to develop and manage a BMS asset register and to keep logs of building performance. In addition, the post-holder will take responsibility for ensuring that all PPM’s related to HVAC equipment and BMS controls are undertaken on time, remedial works identified and addressed on time and within available resources. The post holder will also support the provision of a highly effective, efficient and customer focused mechanical and electrical engineering maintenance and minor works / projects service to the University. KEY RESPONSIBILITIES Management of the BMS and associated Planned Preventative Maintenance • The post-holder will lead on the management of the BMS within the Estates Department. The post holder will ensure the BMS operates and controls plant and equipment in line with the University’s environmental and energy policies and relevant mechanical and electrical strategy documents. This will involve implementing a systematic approach to the review of systems within buildings and effectively influencing and managing change in relation to how buildings are used. • The role will involve regular checks of set points, time schedules, alarm reports, etc – checking for deviations from the normal conditions. A key element of the job will be working with and identifying issues for the BMS maintenance contractors, as well as providing assurance for BMS reliability and performance. This will require the ability to translate advanced technical information to both non-technical and technical staff at all levels of the organisation. 13

• The post-holder will be focussed ensuring that PPM’s are carried out on time, remedial works addressed and on identifying savings in energy consumption and maintenance costs and preparing business cases for changes that will improve energy efficiency. • The post-holder will be responsible for the implementation of standard maintenance tasks, ensuring that they are completed in an accurate and timely manner to meet the contract requirements and University operational procedures and undertake audits on tasks on a regular basis. This will include ensuring that that M&E asset PPM records are kept up to date and recorded on the Planon CAFM system including PPM reports, tasks, plans and certificates. Management of reactive maintenance • The post-holder will monitor the performance of the maintenance contractors against service level agreements, identify areas of failure and implement action plans to resolve in a timely manner. The role will also involve support to the wider team for appropriate response to other reactive M&E maintenance across the estate. • The role will be responsible for ensuring that the maintenance contractors have suitable and sufficient spares management systems and that materials purchased for maintenance are providing value for money and an inventory of spares is maintained and allocated appropriately. • The role will be responsible for ensuring that suitable and sufficient callout and out of hours procedures are in place for M&E maintenance contracts – both for existing and new installations. • The role will be responsible for ensuring that access to web based maintenance records is in place and remote access to the University BMS system is available for both University engineers and the maintenance contractors. Operation of M&E Assets • The post-holder will possess technical knowledge of building services including but not restricted to boiler systems, air handling units, chillers, air conditioning systems, forced and passive ventilation, to be able to collaboratively develop operational strategies that improve sustainability and client comfort.

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• The role will involve preparing tender/quotation documentation for the execution of works or the supply of goods or materials based upon a definite specification or on descriptions contained in a quantified specification in line with university policies and procedures. This will include negotiating prices for specialist parts etc with manufacturers and/or the university’s external maintenance contractor to obtain the best value. • Where required the post-holder shall provide advice and training on building services systems to both the contracted-out maintenance team and the in- house maintenance engineers. They shall also use their knowledge and experience to lead or assist as required on technical projects across the department where required. • The role will involve carrying out annual condition surveys on HVAC plant and keeping records up to date. • The post-holder shall appraise and critique external design proposals, challenging where necessary to ensure that the university is purchasing schemes which truly deliver value for money and energy savings across their lifetime. • The post-holder will contribute to the design and development of new installations and refurbishments, leading on HVAC and BMS related specifications for projects and making recommendations to the Estates Projects team. • This work will involve working with maintenance and compliance teams to develop and refine the standard specifications for building services installations in new builds and refurbishments and will require influencing change in relation to project specifications. The post-holder will therefore be an active and knowledgeable participant in project design teams in order to ensure successful outcomes relating to the building services and the energy efficiency of new builds. • The post-holder will have knowledge and experience of Government Soft Landings and its application to the University estate and experience of defining M&E specifications, M&E system commissioning and the handover of building services at practical completion for operation and maintenance.


BMS System and Maintenance • The post-holder will be responsible for the implementation and management of the BMS system and will use systems to identify problems and trends, to reduce the potential reasons for breakdowns and system failures. The post- holder will develop a programme of regular checks and monitor the results. They will offer valuable expertise and findings to the Maintenance Team on how the various mechanical and electrical systems are working, including condition and failure. This will involve the use of strong problem solving skills and the use of initiative to identify problems and propose solutions. • The post-holder will work with the M&E Service Provider to monitor performance and identify areas of improvement with the BMS software and hardware. The role will involve management of contractors associated with the maintenance and installation of the BMS and associated systems. • The role will provide advice and support to both Estates staff and contractors by effectively delivering technical information in an understandable format. They will also develop and deliver training on BMS management to other members of the Estates team. • Building performance and daily energy use will be controlled and monitored by the post-holder. Key variables, which may impact on the energy use of a building (such as time schedules and set points) will be monitored and optimised. The Environmental Monitoring System will also be used to monitor energy consumption trends and used alongside the BMS to monitor the impact of any adjustments made. • The University has a funding stream from Salix Finance, which can be used to fund energy saving projects, including BMS works and further control measures. The post-holder, alongside the Energy Manager, will identify opportunities & projects to save energy and develop the BMS and energy management system.

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BMS Systems Asset Register There is a need for a thorough review of the various BMS solutions that are currently installed at the University. The post-holder will be responsible for developing and implementing an audit system for the BMS to identify sensor and controller locations. This will form an asset register for the BMS, which will be expanded as the BMS develops. The asset register will identify systems that are not currently controlled by the BMS and potentially could be added to the system in the future. The asset register will be held on the University’s CAFM system – currently Planon and communicated to key stakeholders. Management of M&E health & safety policies. • The post-holder will take responsibility for M&E systems as allocated to them through the Estates procedural documents and be responsible for the management of approved M&E contractors working on the University estate. • The post-holder will have the technical knowledge and experience to review and approve, or otherwise, the contractor RAMS and Approved Contractor status application. The role will manage safe systems of work including risk assessments, method statements, permits to work and appropriate procedures and ensure that the requirements of the CDM regulations are met. • The role will undertake audits of maintenance works and M&E systems ensure that the works undertaken are carried out within agreed safety, qualitative, contractual, and financial parameters. To undertake audits with the University Health & Safety department, providing guidance and management where appropriate. • The role will ensure that all M&E systems are recorded on the estates compliance risk register and that these systems are being maintained in accordance with Legislative requirements.


Financial Responsibility • The post-holder will be responsible for financial budgets as allocated to them by the Head of Maintenance and Facilities and highlight variances. • The role will support the Head of Maintenance and Facilities in the preparation and submission of annual budget requests through identifying all areas that will require future investment. • The role will comply with the University Procurement and Financial Regulations and have sufficient knowledge and experience of obtaining quotations and tenders for maintenance project works along with management of contracts (NEC). Planning and Delivering Long Term Maintenance projects • The post-holder will have the technical knowledge and experience to provide guidance and advice in the development and maintenance of M&E asset condition surveys and have the ability to review and query existing surveys. • The role will use the condition surveys to develop a coherent and practical ten year M&E long term maintenance plan and undertake periodic reviews and reforecasts of the plan for current and future years, selecting projects to be proposed each financial year. • The role will develop and produce specifications for an M&E framework of contractors to undertake small to medium sized M&E revenue project works resulting from planned, reactive and long term maintenance. • Resource Management • The post-holder shall be an active member of a professional engineering institution appropriate to the position and role and ensure that they keep up to date with new legislation, industry standards and best practice through continuing professional development.

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• The post-holder will be able to manage their work on their own initiative and as part of a multi- disciplinary team and act as one of a number of Estates Building Champions - a point of contact between the building users and the Estates Department - with responsibility for a number of buildings as appointed by the Head of Maintenance and Facilities. This will include undertaking regular reviews with the users, recording actions identified and completed. • The role will provide on-call cover and support to the University on a goodwill basis in the event of incidents that initiate the assembly of the University Incident Management team as detailed in the University Business Continuity Plans. BMS and Energy Management Strategy • The role will involve working with colleagues from across the University to plan the longer term development of building services, the BMS and EMS, including the development of the ISO50001 Energy Management Standard. The role will create and lead a building services Strategy Group with representation from relevant departments to develop a long term vision for the BMS at the University of Lincoln. This will include updating the BMS and utilising it in new areas. • The post-holder will lead on increasing the awareness of the BMS across the University and on identifying opportunities for data sharing and research with a range of stakeholders; including academic staff, professional services and external consultancies. This will involve building and maintaining internal and external networks and effectively manage resources required to deliver such a strategy. In addition to the above, undertake such duties as may reasonably be requested and that are commensurate with the nature and grade of the post.


Scope and dimensions of the role The postholder will: • Maintain confidentiality in respect of all areas of the job responsibilities and to be aware of current University policy on GDPR and Data Protection. • Comply with the health and safety and equality and diversity policies of the University in the undertaking of the job responsibilities, and to observe other University requirements relevant to the duties of the post. • Undertake any staff development deemed necessary for the effective performance of duties assigned to the post. • Undertake any other duties as directed by the relevant line manager, commensurate with the level of the post. Key working relationships/networks Internal External • Head of Maintenance & Facilities • Maintenance Team • Director and Deputy Director of Estates • Maintenance Contractors • Facilities Managers • Equipment suppliers • Commercial Partners • Consultants

• Estates Services Team • Sustainability Manager • Energy Manager • Projects Team • ICT Department • Estates Support Desk • Academic Schools and Colleges

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Person Specification Selection Criteria

Essential (E) or Desirable (D)

Qualifications: HND or equivalent in mechanical, electrical or building services engineering Degree or equivalent experience in a Mechanical or Electrical Engineering subject Membership of relevant professional institution Continued development in mechanical, electrical or building services engineering Experience: Experience in mechanical and electrical planned and reactive maintenance Experience in M&E asset management Experience of using Building Management Systems to control a site or building Experience of using a BMS to identify energy saving opportunities Professional study in Controls Engineering Ability to manage maintenance contracts and contractors Experience of managing a BMS system over a wider ICT network Skills and Knowledge: Detailed knowledge of building services and HVAC systems Experience of working in HE sector Proven track record in fault finding and dealing with incident management Skilled in data analysis with ability to analyse trends Knowledge of plant control strategies to influence energy use and carbon emissions in buildings. Knowledge of Schneider, Delta and Trend BMS systems Computer literate – Microsoft office suite and CAFM system to be used for reporting











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Effective problem-solving skills


Working knowledge of current Health & Safety legislation Competencies and Personal Attributes: Customer orientated approach to work The ability to work independently and effectively within a team Ability to communicate and influence effectively at all levels in a clear and concise manner Enthusiastic and flexible approach to work Business Requirements: Flexibility to occasionally work outside normal working hours and/or work flexible hours to meet business needs




Ability to travel between sites


Essential Requirements are those, without which, a candidate would not be able to do the job. Desirable Requirements are those which would be useful for the post holder to possess and will be considered when more than one applicant meets the essential requirements.


Equality, Diversity, and Inclusion

We are One Community, with staff and students working together to create an environment in which all people can flourish based on their abilities and their diverse and rich experiences. Equality, diversity and inclusion are essential values for our University to deliver on its civic mission. We are a member of the Race Equality Charter and hold an Athena Swan Bronze Award. However we are not complacent; we know there is much more to do to tackle inequality, prejudice, and discrimination within our own community and wider society. Race Equality Charter The University of Lincoln, UK, has received the prestigious Race Equality Charter Bronze Award for its efforts to tackle racial inequality. The University of Lincoln is 1 of only 21 UK universities to hold the the Bronze Award status from Advance HE, which recognises the work the University is doing to identify and reflect on institutional and cultural barriers facing Black, Asian and Minority Ethnic staff and students. Staff and students from across the University have played a huge part in the University gaining this recognition, including the self-assessment team. The self-assessment team, led by Simon Parks, was comprised of staff and students from across the university community, who directed our approach and gathered intelligence for our submission. The Eleanor Glanville Centre has been instrumental in driving the REC forward and producing the University’s submission and action plan. Looking forward, the University will be establishing a formal committee, ensuring the hard work continues to tackle racial inequality. The University will also be consistently engaging with staff and students from across the University to ensure all voices are heard and all members of our One Community have the opportunity to contribute.

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The Lincoln Equality of Attainment Project (LEAP) We are committed to the equality of attainment amongst all of our students, regardless of background or circumstances. We strive to provide a nurturing and inclusive learning community and a high-quality educational experience for everyone. We, like other UK universities, have identified differential outcomes in student performance between different groups on the basis of race, gender, socio-economic background and disability. This is a University-wide initiative examining the differential outcomes (attainment gaps) and working to address these through a range of initiatives including more inclusive curricula. Access and Participation Our access and participation work reaches out into communities with traditionally low levels of access to higher education. We are a founding partner of LiNCHigher, the Lincolnshire outreach network which aims to raise awareness of, and aspirations to, higher education among local young people. We provide a Foundation Year for many of our undergraduate programmes and actively encourage applications from students from different backgrounds. Our sponsorship of the Lincolnshire Educational Trust (a family of Academy schools in southern Lincolnshire) works to raise educational aspirations and attainment in rural areas, while our involvement in the Lincolnshire Children’s University offers children from all backgrounds the opportunity to enrich their learning experiences. Find out more here Equality and Diversity | One Community | University of Lincoln 25 The Eleanor Glanville Centre The Eleanor Glanville Centre is our department for diversity and inclusion. Aligning with our motto, ‘Libertas per Sapientiam’ (‘Through Wisdom, Liberty’), our interdisciplinary research advances knowledge on critical issues of equality, diversity, and inclusion. The centre is named after Lincolnshire’s Lady Eleanor Glanville, a 17th Century pioneer – and ‘the first woman’ of British natural history. Our One Community Values define our One Community ethos and are a framework to ensure that respectful and inclusive behaviours are at the heart of all we do – for each other, our partners and our customers (internally and externally), both in our thoughts and our actions. Our One Community Values: Equality, Understanding, Listening, Kindness, and Acceptance. One Community Values At the University of Lincoln we are One Community and strive to be kind, patient and supportive of each other.

Application Process

The University of Lincoln is being supported on this recruitment campaign by the search consultancy MRG. To arrange a confidential briefing conversation please contact our advisors David Craven ( / 07932 717 438) or Ben Duffill ( / 07976 125 010) of MRG. Applications should consist of a comprehensive CV (of not more than 4 pages) and a covering letter (of not more than 2 pages, addressing the Person Specification). Applications should be sent to The closing date for applications is 1st February 2022. Interviews will take place on 24th February 2022.

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