Property Manager 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
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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.
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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
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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.
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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
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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 (lincoln.ac.uk)
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 (lincoln.ac.uk)
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Job Description JOB TITLE: DEPARTMENT: LOCATION: JOB NUMBER: GRADE: REPORTS TO
PROPERTY MANAGER ESTATES DEPARTMENT BRAYFORD CAMPUS EF5082 8 HEAD OF SPACE STRATEGY, PLANNING & SUSTAINABILITY
Job purpose • The post holder will be responsible for the University’s lease obligations, leases, property titles, property Service Level Agreements, Landlord and Tenant relationships, service charges, data analysis and property terrier. • The post holder will function as the estates property specialist. They will provide strategic advice to the University’s Senior Leadership Team and lead on complex contract negotiations with key external partners. They will be responsible for valuations, investment property lettings, management of marketing, negotiation and letting of a broad range of properties, operational reviews and investment appraisals. They will be responsible for instructing solicitors engaged by the University to prepare the relevant documents, for example Heads of Terms and leases. • The post holder will be an active member of the Estates Department and will be expected to deliver high standards of service across the portfolio, plan redevelopment work for the long-term future of the portfolio and support the Director of Estates and the Head of Space Strategy, Planning & Sustainability in the production of an Estates Strategy consistent with the University-wide strategic objectives. • To consult with other stakeholders and lead on cross-department working/ project groups as required. 12
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• To lead the development of strategic business cases to inform major investment decisions by senior management, for example new build, freehold and leasehold acquisitions and disposals. • To provide innovative solutions to often complex problems in a fast paced environment where the information available may be incomplete or conflicting. • To manage complex stakeholder relationships and be able to reconcile differing opinions where necessary for the long-term benefit of the University. To support the Head of Space Strategy, Planning & Sustainability in the determination, development and delivery of complex projects that sit within the strategic estate planning environment. KEY RESPONSIBILITIES Property Acquisition & Disposal • To develop short, medium and long term strategies for individual campuses and the wider estate and lead the acquisition and disposal of property assets, ensuring this is in accordance with the University’s financial and legal regulations. • To evaluate and assess business case options relating to the acquisition of property, space utilisation and relocation/consolidation, providing detailed appraisals of relevant savings or cost implications. Asset Management • To have strategic responsibility for the development and management of a corporate asset management database and its long term integration with other key University-wide systems. • Working with the Space Planning Manager, regularly review and undertake detailed analysis of the efficiency of asset and space utilisation, providing the Director of Estates and Head of Space Strategy, Planning & Sustainability with detailed reports/proposals and strategies for improvements and any likely cost implications. 13
• To work with the Space Planning Manager to plan for and repurpose vacant space across the estate. Financial Management • To be responsible for the development, delivery and effective management of relevant financial plans and budgets, including the development of expenditure forecasts and financial monitoring systems. • To deliver high quality, efficient and cost effective systems and services which are uniformly applied and are in line with best practice across the sector, whilst maintaining and improving agreed levels of service. • To work collaboratively with Finance, ICT and other key departments to develop, improve and integrate systems across the University, promoting a culture of continuous improvement. Consultant Management • To work with the Procurement Team to produce tenders for essential services and Framework Contracts. For example, legal, planning and valuation services. • To develop and maintain strong working relationships with contract managers and framework partners and monitor performance and value for money. • To appoint and manage additional specialist advisors as required. Health & Safety Management • To ensure that team members work in a safe environment and to manage work or processes accordingly. • When the University acquires new assets, the Property Manager has a responsibility to check that the property is compliant and functional in the following areas: Health and Safety, Mechanical Services, Electrical Services and Fire Safety.
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Legal Compliance Management • To take full management responsibility for all legal documents relating to the university’s Estate and be the lead contact for advice in respect of legal title and land contract issues affecting the estate. • To manage all property leases held and granted by the University, ensuring that the University and its tenants remain fully compliant with lease obligations, statute and regulation. • A knowledge of planning law is desirable although not essential. Landlord & Tenant Management • Take full management responsibility for all leased space utilised or let by the university. • Manage university contracts for leased space with landlords and tenants ensuring that all obligations are met. • To manage and undertake property valuations for rating, insurance and financial accounting purposes, including appointing and managing consultants when applicable. • To compile pre-occupancy schedules of condition and inventories for residential and commercial lettings. • To manage all relationships with clients and develop customer service levels and identify trends to ensure that improvements take place to match changing requirements. • To liaise with consultant surveyors, solicitors and statutory planning specialists about property rights and legal obligations in relation to investment property. • To advise the Head of Space Strategy, Planning & Sustainability and the Director of Estates on dilapidations claims, defects reports, rent reviews, lease renewals, service charges and the production of demise plans. • To ensure, in collaboration with the Head of Maintenance that an appropriate consultation process is initiated for maintenance work with tenants, interested third parties and other departments.
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Departmental Responsibilities • Line Management responsibilities for the Property Technician.
• Liaison with the City of Lincoln Council, Lincolnshire County Council, Environment Agency / Upper Witham Internal Drainage Board, the Canal & River Trust and Network Rail on property related matters. • Management of agricultural tenancies, arable contract and Estates Department property matters on the University farm at Riseholme. • To regularly review and analyse the effectiveness of functions and services within your relevant areas, providing the Head of Space Strategy, Planning & Sustainability with detailed reports/proposals on improvements and any likely cost implications. • Responsibility to engage with the University’s commitment to environmental sustainability in order to reduce its waste, energy consumption and carbon footprint. • Responsibility to promote high levels of customer care within your own areas of work. • To work closely with existing and future service providers in identifying synergies, technologies and processes, which will eliminate duplication, reduce administration and increase efficiency and service levels to customers. • To deliver high quality, efficient and cost effective systems and services which are uniformly applied and are in line with best practice across the sector, whilst maintaining and improving agreed levels of service. • To represent the Estates Department, leading and contributing to University- wide reviews, change initiatives, projects and groups/committees. Working closely with Heads of Service and Deans to understand their core activities and objectives. To produce service information reports that assess how they will impact the University of Lincoln’s property portfolio and the services provided by the Estates Department.
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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. ADDITIONAL INFORMATION Scope and dimensions of the role The role holder will lead on property matters across the University’s freehold estates in Lincoln, Riseholme and Holbeach. In addition to this they will lead on the University’s leasehold properties, the Lincoln Science & Innovation Park adjacent to the Brayford Pool campus and any other locations as directed. The role holder will be accountable for the Property non-pay budget currently in excess of £2m.
Key working relationships/networks
Internal
External
• Vice Chancellor’s Office • Director of Estates • Head of Space Strategy, Planning & Sustainability (line manager) • Head of Campus Services • Head of Maintenance • Head of Projects
• City of Lincoln Council • Siemens • Lincolnshire County Council • Landlords • University Tenants and Licensees • Director of Lincoln Science & Innovation Park • Property agents • Consultant Surveyors, Project Managers and Solicitors • NHS • Land owners • Local Planning Authorities
• Chief Finance Officer • Director of Enterprise • Head of Health and Safety • CEO of Student’s Union
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Person Specification Selection Criteria
Essential (E) or Desirable (D)
Qualifications: Good honours degree (or equivalent) in a property related discipline
E E
RICS Chartered Surveyor status Experience: Relevant post-qualification experience
E E
Experience of working in a multidisciplinary estates team (See competency requirements in job description). Demonstrate significant experience in management of landlord and tenant relationships. Experience in writing and presenting reports to senior management and Project Committees in relation to property management. Experience in monitoring and reporting on property management accounts and service charge accounts and advise on the budgetary implications of the financial performance of properties within the portfolio. Experience in the establishment and management of Property Terrier. Experienced in measurement and evaluation re: spatial data relating to University property for the purposes of producing letting details, income appraisals and project briefs. Cross functional collaboration on successful projects Demonstrate a sound knowledge and understanding of the law and practice relating to landlord and tenant and experience in negotiations with large residential and commercial organisations. Demonstrate knowledge and skills in the leasing/letting of all types of property and demonstrate practical experience re completion of commercial property transactions. Demonstrate experience and knowledge using appropriate standards and guidance to carry out valuations. Skills and Knowledge: Working knowledge of planning law and applications Microsoft Office (Excel, Outlook, PowerPoint and Word)
E
E
E
E E E
D E E
E
E
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Knowledge and understanding of the roles of owners and occupiers in the maintenance, repair and improvement of housing and landlord’s obligations particularly in regard to the Housing Health and Safety Rating System (HHSRS).
E
Research, data analysis and problem solving Competencies and Personal Attributes: Proactive and self-motivated.
E
E E E E E E E E E
Excellent communicator with a customer focused approach and people skills at the highest level. Well organised and able to project a professional image. A good team player who takes a positive role within the team.
Understands the needs and objectives of the team.
Requires minimal supervision.
Flexible and responsive to changing demands and conditions.
Professional credibility
Pragmatic and able to maintain effective work behaviour under a variety of pressures and potentially changing circumstances.
Business Requirements: Ability to travel between campuses and externally.
E E
Be able to work occasionally outside of normal university business hours.
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.
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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 21 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 advisor Stephanie Howe (stephanie.howe@mrgpeople.co.uk / 07932717431) 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 universityoflincoln@mrgpeople.co.uk The closing date for applications is 6th February 2022. Interviews will take place on 3rd March 2022.
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