HEAD OF MAINTENANCE CANDIDATE BRIEFING PACK OCTOBER 2017
Welcome to The University of Kent Dear Applicant Thank you for your interest in the role of Head of Maintenance at the University of Kent. Reporting to the Assistant Director of Estates (Maintenance & Compliance) you will manage the full range of maintenance services at the University’s Canterbury and Medway campuses which includes over 50 directly employed maintenance staff. This is an exciting opportunity to join a forward looking department which is committed to delivering an outstanding student experience and which puts our customers at the heart of the everything we do. If you feel you are up to the challenge then we would welcome an application from you. Yours sincerely,
Ron Moore Assistant Director of Estates (Maintenance & Compliance)
About The University of Kent Established in 1965, the University of Kent – the UK’s European university – is one of the country’s leading academic institutions producing world-class research, rated internationally excellent and leading the way in many fields of study. Having recently celebrated our 50th anniversary, we have 20,000 students studying at Canterbury, Medway, Athens, Brussels, Paris, Rome and Tonbridge.
Kent’s reputation as being a good place to work is reflected in its top ranking in the 2014 Times Higher Education’s (THE) Best University Workplace Survey. Worth £0.7 billion, the University is also an important economic force in south-east England, supporting innovation and enterprise across the south-east. Website: www.kent.ac.uk.
The University of Kent has been ranked 23rd in The Guardian University Guide 2017, The Times and Sunday Times University Guide 2016 and in The Complete University Guide 2017. Kent is ranked 17th in the UK for research intensity (REF 2014). 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. Kent has also developed relationships with many leading overseas universities outside Europe, including Hong Kong and China.
In 2013, the University joined with the universities of East Anglia and Essex to form the Eastern Academic Research Consortium: www.kent.ac.uk/about/partner- ships/easternarc .html. In 2014, Kent received its second Queen’s Anniversary Prize for Higher and Further Education. The University of Kent is a major employer with around 3,000 members of staff, including more than 900 academic and research staff, and a full range of commercial services and administrative staff.
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 AND VALUES The Estates Department has circa 260 staff and an annual revenue budget of circa £25 million, it 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”
Our core functions are: The Estates Department provide a number of essential services to the University at both the Canterbury and Medway Campuses. These services include: • 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 Helpdesk.
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 • 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.
Our Values are: Customer Focused - 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. Values govern the way that we interact with each other on a daily basis and recent research has demonstrated that values-driven organisations are the most successful. Members of the Estates Department are encouraged to adopt the spirit of our core values into their working life.
University of Kent Estate Department Maintenance and Compliance Sept 2017 University of Kent Estate Department Maintenance and Compliance Sept 2017
Assistant Director of Estates (Maintenance and Compliance) Dr Ron Moore Assistant Director of Estates (Maintenance and Compliance) Dr Ron Moore
Head of Maintenance
Estates Health and Safety Estates Health and Safety Advisor
Deputy Maintenance Manager Deputy Maintenance Manager
Head of Maintenance
Building Manager
Mechanical Manager
Electrical Manager
Building Manager
Mechanical Manager
Electrical Manager
Compliance Co-ordinator Compliance Co-ordinator
Approved Electricians x10 Approved Electricians x10
Carpenters x8 Carpenters x8
Approved Plumber/ Fitters x10 Approved Plumber/ Fitters x10 Maintenance Plumber x3 Maintenance Plumber x3 Maintenance Assistant x 2 Maintenance Assistant x 2
Store Supervisor Senior Store Person tore Supervisor Senior Store Person
Medway Maintenance Medway Maintenance
Multi-Trade Builder
Electricians x 2 Electricians x 2
Legionella Team x3 Legionella Team x3
Multi-Trade Builder
Painter
Re-lamping x 1
Painter
Re-lamping x 1
PAT Tester x 2 PAT Tester x 2
Maintenance Assistant x 2 - Maintenance Assistant x 2 - Building/Carpenter Apprentice Building/Carpenter Apprentice
Maintenance Assistant
Maintenance Assistant
Electrical Apprentice
Plumber/Fitter Apprentice - Plumber/Fitter Apprentice -
Electrical Apprentice
The Role
The Role The Head of Maintenance will work with and deputise for the Assistant Director of Estates (Maintenance and Compliance) in managing the full range of Maintenance services at the Canterbury and Medway campuses which includes, building maintenance and the safe operation of all building related plant and equipment.
It also includes the management of building related statutory compliance including electrical safety, asbestos and legionella; to ensure all operational effectiveness of the physical estate and will assist in the setting of the strategic direction of the University’s Hard FM service within current and future developments. The Head of Maintenance will take part in improvement, quality assurance and ensure the adoption of a variety of technological processes required in the contemporary age of Maintenance Management. The post holder will undertake delegated duties on behalf of the Assistant Director. The Maintenance Operations group comprises; • Mechanical Maintenance • Electrical Maintenance • Building Maintenance • Maintenance Stores Operations • Legislative Compliance • Vehicle Fleet Management • Central Boiler House/ District heating • Medway Campus Hard FM
Salary: Grade 9: £49,149 - £56,950 per annum Department: Estates Location: University of Kent, Canterbury and Medway Campuses Responsible to: Assistant Director of Estates (Maintenance and Compliance)
The post holder will take full responsibility for the line
management of the teams as well as relevant and substantial tender processes for contracts for services within the Hard FM remit. This will involve drafting and issuing tender bid documentation co-ordinating the tender process, negotiations with contractors and service providers and key decision making for final selection, as well as any subsequent post tender negotiations, trouble shooting and settlement of final accounts.
Key Accountabilities / Primary Responsibilities The post holder plays a key role in managing the delivery of Maintenance operations with specific management responsibility for; • Supporting and guiding section managers in the daily line management of staff, providing advice, guidance and support, as well as deputising for managers in their absence. • Undertake the duties of Deputy Responsible Person in meeting the requirements of the Health & Safety Executive’s Approved Code of Practice L8: Legionnaires Disease. • Implement works funded in the Long-Term Maintenance programme to address compliance and condition priorities identified in the Condition Appraisal. • Providing information, input, and recommendations to the Assistant Director of (Maintenance and Compliance) in identification and progression of the continual development of section
managers and staff. • Assisting, and collaborating with the Assistant Director of Estates (Maintenance and Compliance) in strategic planning to meet the demands of an expanding estate. • Ensuring quality standards and compliance monitoring and enforcement are maintained through setting and monitoring use of SLA’s KPI’s and agreed outputs. • Requesting, collating, analysing and providing data, advice and guidance to inform strategic financial planning and monitoring. • Full responsibility for contract tender processes within the entire Hard FM remit. • Maintenance planning and management across University campuses. • Pro-actively building and fostering effective relationships across the University in con junction with other Estates section heads or as part of specific working groups or discussion forums.
• Deputising for the Assistant Director of Estates (Maintenance and Compliance) as required. Leadership and Management • Provide leadership and management of the Estates Department Maintenance teams, including the monitoring and involvement in the decision making of allocation of resources for identified teams/ services within the overall resource plan for Estates. • Act as a key point of reference and support for all Maintenance section managers and staff, ensuring a visible presence and acting as a key role model. • Provide daily support and guidance for all section mangers and their related activities within Estates and across the wider University. • Actively support the development of staff to include undertaking RPD appraisals as delegated by the Assistant Director of Estates (Maintenance and Compliance) or in the absence of section managers.
• Work with section managers to identify relevant training and development needs, prioritising training areas and assessing future requirements. • Provide staff training in respect of maintenance activities to support managers in developing their teams embedding change to policies, systems, software and techno logical advances. • Advise, guide and support section managers in monitoring and managing staff performance and where necessary undertaking performance management processes in the absence of the relevant manager. • Actively promote and engage in collaborative working across Estates, working with management colleagues to progress excellent working practices and processes. • Establish and lead internal working groups that discuss, plan and agree Maintenance services to support the development of the University campuses. • Proactively build effective relationships across the University in conjunction with other service and academic/ academic related managers/ teams. • Work with the Assistant Director of Estates (Maintenance and Compliance) to contribute to change and development projects, which support the strategic development of the University. • Ensure that managers and their teams operate and work towards agreed targets and objectives, providing feedback
as required. • Ensure effective operational regimes are established which support University and Estates Department objectives and are clearly communicated to all Maintenance staff. • Provide 24/7 52 weeks per year callout service to maintain Maintenance operations essential to the University’s business and student experience, be available to advise personnel by telephone or email when requested during out of hours periods and to attend site when required to direct emergency operations to ensure business continuity. • Be part of the out of hours on-call arrangements on a rota basis for both Canterbury and Medway Campuses. Strategic Responsibilities • Provide input to the development of individual Maintenance section strategies in collaboration with the Assistant Director of Estates (Maintenance and Compliance) and relevant section managers in support of the University’s Institutional Plan. • Provide advice and input in the development of systems, strategies, policies and plans
• To gather and analyse data on Maintenance operations to
measure performance against bench marks.
• Undertake research and provide reports, presenting information to inform the strategic project work of the Assistant Director of Estates (Maintenance and Compliance). Quality • Actively support the Assistant Director of Estates (Maintenance and Compliance) on the internal and external quality enhancement of Maintenance operation delivery. • Work with section managers to ensure operational objectives are set and understood by all staff including SLA’s, KPI’s and ensuring these are clearly identified and delivered. • Ensure that the quality of consistent with the reasonable expectations of stakeholders. Finance • Monitoring significant revenue budgets associated with the provision of efficient Maintenance services; working with section managers to effectively utilise budgets and taking full responsibility for areas of budget as delegated by the Assistant service provision meets acceptable standards
to support business goals performance targets and agreed service levels.
• Monitor and report on management of resources in order to plan, estimate and carry out work to time, budget and quality targets and in accordance with appropriate standards.
Director of Estates (Maintenance and Compliance).
• Provide relevant data and information to assist with the formulation of annual budgets. • Implement the principles of business focused Maintenance to deliver a quality service consistent with value for money. Service Delivery • Take the lead in ensuring that policies and procedures have been implemented to deliver the appropriate quality of service. • Undertake regular reviews and informal audits of service delivery. Identify and implement remedial action and highlight significant areas of concern or success to the Assistant Director of Estates (Maintenance and Compliance). • Actively build relationships with stakeholders, ensuring that they receive the information that they need and are able to feedback views regarding the Maintenance service provision. Contract Management • Responsible for the specification, tendering and award of contracts to external service providers. • Review the performance of maintenance contractors ensuring compliance and timely service delivery. • Throughout the procurement process follow the University’s financial regulations liaising with the Head of Procurement as required. • Lead negotiations to resolve contractual issues and where necessary determine contracts in accordance with terms and conditions.
• Support continuous improvement programmes with supplies/contractors, jointly developing strategies and incentives to enhance performance and promote local supplier participation. Other Duties • Represent the Maintenance section and Estates Department more widely on relevant internal committees and working parties and on external forums / networks as agreed with the Assistant Director of Estates (Maintenance and Compliance) ensuring that Kent has a positive high profile, especially within the local community and Higher Education sector. • Regularly attend Health and Safety Committee meetings for multiple occupancy buildings bringing together key stakeholders from across the University as well as representations from external contractors where required. • Chair regular meetings with external contractors so matters relating to service provision and
• Deputise for the Assistant Director of Estates (Maintenance and Compliance) as required at meetings, committees and on specific projects. Such other duties, commensurate with the grade of the post that may be assigned by the Head of Department or their nominee. Health, Safety & Wellbeing Considerations and Responsibilities The post holder undertakes Health, Safety and Wellbeing duties including; • Management representation on the Estates Local Safety Committee and for multiple occupancy buildings • Undertakes regular inspections of facilities for which Estates is responsible. • Undertakes risk assessments of Maintenance operations to establish safe working practices. • Conflict resolution using good HR practice.
quality of service can be discussed, agreed and implemented. • Lead training events or
workshops for Estates staff, and where required University staff, relating to the responsibilities of the Maintenance teams, and
when implementing new procedures, software or processes. • Proactively promote
innovation and development in carbon initiatives required for relevant accreditation, including ISO 14001 and the Carbon Trust Standard.
Internal & External Relationships Internal: • Senior managers and colleagues within Estates department • Direct line management reports • Heads of Schools and Departments and other senior managers, building informal relationships and formal networks to ensure that the University’s Maintenance services are strategically aligned. • Estates and Maintenance staff: advising, directing, supporting and managing; chairing meetings; managing and sponsoring projects, organising and driving working groups.
• Internal auditors reviewing the award of contracts, purchasing arrangements and stock control in the Maintenance store. • Kent Union staff and students explaining services, communicating plans and policies, dealing with issues and concerns and service development. • Committees, user panels, ad-hoc groups, representing Maintenance on University committees; presenting submissions on policy and planning; advising; influencing and discussing policy issues. External: • Representative on external groups consulting, communicating solutions. Dealing with complaints and concerns.
• Attendance at conferences and seminars, networking with counterparts and representatives of other organisations. • Partner Higher Education institutions in delivering Maintenance services. • Consultants undertaking feasibility studies, design and project work. • Apprentice training organisations. • Suppliers of goods and contract services. • External Auditors engages to review service delivery.
PERSON SPECIFICATION The person specification details the necessary skills, qualifications, experience or other attributes needed to carry out the job. Applications are assessed against each of the criteria either at application or interview stage. Applications will be deemed unsuccessful if an essential criterion is not met, this may also help you self-select if you are suitable for the role.
Qualification / Training
Essential Desirable Assess Via*
Educated to HND level or equivalent in a Mechanical or Electrical discipline Education to graduate level or equivalent experience
Y
A
Y Y
A A
Membership of relevant professional bodies Experience / Knowledge
A proven track record in a demanding maintenance service delivery role Proven experience in managing, developing, motivating and leading maintenance staff at all levels Extensive experience and understanding of issues and problem solving in maintenance service delivery A sound understanding of competitive tendering procedures, negotiating contracts to ensure value for money and contract management Previous relevant experience within a Higher Education environment Proficient in planning, organising, resourcing, directing, co-ordinating and monitoring ongoing everyday activities Experienced in the preparation and monitoring of budgets to achieve value for money Excellent written communication skills with experience of producing detailed reports and preparing policies, procedures and processes for operational activities. Proven analytical experience in: interrogating databases, manipulating and analysing datasets and presenting data and information effectively in management reports. Exceptional people management skills, with the ability to identify goals and lead others to achieve objectives Familiar with principles, methods, techniques and tools for the effective management of projects and programmes from initiation through to implementation. Familiar with partnership working with other organisations and external service providers Skills / Abilities
Y
IT
Y
I
Y
IT
Y
I
Y
I
Y
I
Y
I
Y
I
Essential Desirable Assess Via*
Y
I
Y
I
Y
I
Y
I
Skills / Abilities
Essential Desirable Assess Via*
Excellent interpersonal skills, establishing relationships and maintaining contacts with people from a variety of backgrounds. Strong customer facing, interpersonal and verbal communication skills with the ability to work confidently and diplomatically with people at all levels Familiar with methods and techniques for delivering effective presentations. Proficient in methods and techniques for running effective meetings and for understanding and influencing the roles played by other participants. Proven experience in the application of IT skills, particularly Microsoft products: Word, Excel, Power Point and Outlook and databases and ability to learn new systems. Additional Attributes Commitment to deliver and promote equality, diversity and inclusivity in the provision of services Ability to acquire an understanding of the underlying issues in complex problems or situations. Proactive in identifying opportunities and taking forward initiatives An ability to prioritise and to schedule workloads in the face of conflicting demands, and to be flexible in response to changing situations. Ability to work as a team player with other members of the management team, Estates staff and colleagues across the University Commitment to continuing professional development to stay up to date with developments in the provision of maintenance services, legislative compliance and people management Commitment to delivering a high quality maintenance service and excellent customer service
Y
I
Y
I
Y
I
Y
I
Y
I
Y
I
Y
I
Y
I
Y
I
Y
I
Y
A/I
Y
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 of The Management Recruitment Group.
Michael Hewlett T: 020 8892 0115 M: 07972 222 621 E: michael.hewlett@mrgpeople.co.uk
Applications should consist of a comprehensive CV (of not more than 4 pages) and supporting cover letter (of not more than 2 pages) outlining key matching experience and rationale for applying for the post. Applications should be sent to michael.hewlett@mrgpeople.co.uk. The closing date for applications is Sunday 22nd October 2017. MRG selection interviews will commence w/c Monday 23rd October 2017. The formal interview process will commence w/c Monday 6th November 2017.
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