Estates Compliance Manager Candidate Information Pack
Annual Report on Widening Participation and Outreach (WP&O) | 2013–14
CONTENTS About the GDST
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The GDST Estate
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The Estates Vision and the Estates Programme
8
The Capital Investment Programme
10
The Role
12
Person Specification
16
Application process
20
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surrey.ac.uk
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University of Surrey
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About the GDST
The Girls’ Day School Trust is the UK’s leading family of independent girls’ schools. In all of our schools, academic excellence is a given – at the GDST we develop character beyond the curriculum. The GDST is a charitable trust which owns and operates 25 schools across England and Wales. Our schools are mainly girls only, with the GDST ethos to ‘reach as many girls as possible’ permeating everything we do. Most schools are Junior, Senior and sixth form, with some having nurseries as well; one of the school’s remains a boarding school. The Council of Trustees oversee the strategic direction of the Trust, with an Executive Board who run the day to day operations, based at the Trust Office in Victoria, London. The Heads of the schools report into the Chief Executive, and all have Directors of Finance and Operation (DFO’s) who help to run the 23 schools and 2 academies. The GDST owns most of its property freehold, although there are certain leasehold landholdings, plus other property retained for investment purposes. There is also an outward bound centre in north Wales. Each of the schools and academies are run separately, with central services including Estates, Finance, HR and IT located in Trust Office. This is also where the strategic Education and Innovation strategy is set, along with most of the teacher and staff training, reinforcing the GDST ethos.
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University of Surrey
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Annual Report on Widening Participation and Outreach (WP&O) | 2013–14
The GDST Estate
Our Estate is diverse, both geographically and chronologically, with buildings dating back to the 1800’s up to the present day. A significant number of the older properties are listed or locally listed and sit in Conservation Areas. Many of our properties are converted residential buildings, others are purpose built as schools. All of our current schools are in England and Wales and amount to over 200 buildings, predominantly owned by the GDST, plus also Trust Office in central London. Most of our properties are occupied for educational purposes, although some sites also have residential accommodation for staff, in addition to the one boarding school in Bath. Further investment properties are let out to external occupiers.
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A list of the main schools and sites are given below: 1. Blackheath High School, London 2. Brighton and Hove High School 3. Bromley High School, London 4. Croydon High School 5. Howells School, Llandaff, Cardiff 6. Kensington Prep School 7. Newcastle High School for Girls 8. Northampton High School 9. Northwood College, Middlesex
10. Norwich High School for Girls 11. Nottingham Girls High School 12. Notting Hill & Ealing High School 13. Oxford High School 14. Portsmouth High School 15. Putney High School
16. Royal High School, Bath 17. Sheffield High School 18. Shrewsbury High School
19. South Hampstead High School, London 20. Streatham & Clapham High School, London 21. Sutton High School 22. Sydenham High School 23. Wimbledon High School 24. Belvedere Academy, Liverpool 25. Birkenhead High School Academy, Birkenhead
University of Surrey
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Annual Report on Widening Participation and Outreach (WP&O) | 2013–14
The Estates Vision
Our Estate is the physical representation of the schools and the GDST; with the Estates Strategy a reflection of the Trust’s strategic vision. It is the responsibility of the Estates department to deliver against this context. Although primarily for educational purposes, our schools host numerous events for the school community plus for the wider public benefit within their local communities. We aim to provide an appropriate quality of environments, infrastructure and buildings to support the educational and recreational needs of our schools; working to deliver sustainable and innovative spaces for our students to enjoy, whilst enhancing the GDST’s reputation as a leader in girls education. The GDST is committed to ensuring all of its operations are as sustainable as possible. As such, it is now certified a carbon neutral organisation and currently progressing towards a carbon zero strategy, driven primarily by the Estates team. Sustainability is embedded in all property work, as the estate is evolved towards carbon net zero both in construction and operation.’
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The Estates Programme
Our mission is to provide an integrated customer service, providing strategic leadership and well as technical support and advice across the Estate, ensuring consistency of approach and critically ensuring compliance with all statutory requirements across the Estate at all times. The Estates department under the Director of Estates, hold the delegated responsibility from the Trustees to assure, maintain, enhance and develop the estate to ensure it is fit for purpose to provide innovative education and learning facilities as well as the breadth of functions that allow the schools to operate, including external spaces and sports fields. Our primary aim is to keep our Estate safe for our students, staff, visitors as well as members of the public. The Estates department run a continuous programme of maintenance programmes, minor works, refurbishment and new build projects, varying in scale from £100,000 to over £20 million. Each school also has a delegated maintenance budget, directly managed by the school, used to address minor repair and maintenance works. The Estates team act as the central Technical and Trusted Advisors for the schools, supporting them in all Estates related decision making, scoping and delivery.
University of Surrey
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Annual Report on Widening Participation and Outreach (WP&O) | 2013–14
The Capital Investment Programme
The GDST invests over £30 million annually in capital programmes across the Estate; based on a prioritisation of compliance and condition related works, educational need, as well as improvement and expansion of the Estate, as appropriate.
Examples of projects recently completed include:
• A new STEAM tower and dining room at Wimbledon High School; • A new Science and Arts facility at Oxford High School; • An extension to Bromley High School; • The refurbishment of Waterlow Hall at South Hampstead High School into a high quality performance space.
Significant projects currently underway include:
• A new integrated carbon net zero designed Junior School building at Notting Hill & Ealing High School, (see CGI images on the next page); • A programme of works at Sutton High School including an extension to the junior school, new refectory and improvements to sports facilities, which aims to target net zero carbon; • Major external refurbishment of Howell’s School listed buildings; • Proposed new sixth form and design technology hub under development; • Fire compliance works programme for all schools.
In parallel, there are a significant number of refurbishment and improvement works across the Estate, infrastructure works and maintenance programmes covering both fabric and mechanical and electrical works.
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University of Surrey
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Estates Compliance Manager – The Girls’ Day School Trust
Location:
10 Bressenden Pl, Westminster, London SW1E 5AE
Accountable to:
Head of Estate Management
Grade:
Grade Band 3
Job Purpose / background The Estates Department acts on behalf of the Trust and deals with all property related matters to ensure that the Trusts interests and its estate is developed and maintained to agreed standards. The estate consists of 23 schools, two academies and the Trust Office based in Victoria. Reporting to the Head of Estate Management the postholder will act as the lead on all compliance issues within the Estates Directorate. Key aspects of the role include liaising and working collaboratively with Project Teams, in particular the Head of Infrastructure and Sustainability, Head of Capital Development, Head of Estate Management and their teams, as well as the Trust Health & Safety team. This also includes the provision of training in statutory compliance, relative to the GDST estate as well as responsibility for Audit, Advisory and ensuring Regulatory control. The post holder will be a key member of the Estates team and will demonstrate the behaviours and culture expected of this team which include: • Team Player • A strong collaborative approach to work and colleagues • Utilising the Estate systems and processes to support evidence-based decision making • Excellent written and oral communications The post holder will follow the GDST Strategic Vision, the Estate Strategy and the school business plans. They will also act as the primary point of contact on property and maintenance compliance issues for all Schools / departments and seen as a trusted advisor.
• Supporting the Head of Estate Management to deliver a professional Estates focused knowledge base to support and enhance best practice throughout the Trust and to implement strategic investment for the Trust. • Supporting the Trust’s strategy to be leaders in educating girls through Estates and maximising use of estates assets for benefit of current and future students. Accountabilities • Supporting the Head of Estate Management in the Strategic and Operational compliance of the estate and across the Trust. • Effective collaboration with all GDST stakeholders, in particular Head of PMO, Head of Infrastructure and Sustainability, and the Head of Estate Management. • Implement, maintain and management of the Compliance module of the Asset Management database, known as Tech Forge. • The Compliance technical expert across the GDST estate. • Maintaining a level of service and accountability that is in line with the requirements of the GDST. • Contribute to compliance risk management process across projects, programmes and all aspects of the GDST estate, including the escalation of issues as required. • Ensuring the completion of inspections, assessments and regulatory survey to maintain a compliant estate. • Monitoring and reporting the completion and close out of actions arising from the inspections and assessments. • Advocate of compliance and CDM responsibilities across the Trust.
Key Responsibilities • Keep informed regarding legal, statutory and industry changes, trends, and best practices and assess the potential impact of these changes on the GDST organisational processes. • Identify potential areas of compliance vulnerability and risk; review/develop/implement corrective action plans for resolution of problematic issues and provide general guidance on how to avoid or deal with similar situations in the future. • Provide a consultative and review service to schools regarding compliance related Estates matters. • Provide schools with appropriate support to ensure that buildings are compliant with all legal and statutory obligations, maintained to the required standard within their budget, and ensure schools receive appropriate support and guidance to support the management of their delegated budgets. • Identify compliance training needs for school-based staff in relation to Estates matters and make appropriate arrangements in collaboration with the Head of Estate Management, Estate Managers and HR for meeting these needs. • Support the academies in an advisory capacity. • Develop, initiate, maintain, and revise policies and procedures for the general operation of Estates compliance and its related activities. • Utilise the Asset/Compliance Management Database, known as Tech Forge, to support and audit schools compliance programmes/activities. • Review or modify policies or operating guidelines to comply with changes to legal or statutory requirements or regulations. • Internal reviews and audit of schools to ensure that Estates compliance procedures are followed, and to ensure their effectiveness. • Assess Estates compliance or operational risks and develop risk management strategies. • Act as liaison with the relevant regulatory authorities and agencies to deal with, clarify and resolve Estates compliance issues. • Work collaboratively on all Estate compliance related Insurance requirements • Conduct briefing and training on laws, regulations, directives and GDST’s internal policies in relation to Estates Compliance or procedures. • Prepare management reports on a regular basis regarding Estates compliance operations and progress. • Consult with the Legal Department to address Estates compliance issues, advise on technical matters in relation to legal documentation, regulations and directives. • Advise on emerging compliance issues, industry changes, trends, and best practices and the impact of these on the implementation or operation of compliance programs.
• Provide assistance to internal or external auditors in Estates compliance reviews. • Collaborate with other departments to direct Estates accident and compliance issues to appropriate existing channels for investigation and resolution. Ensure close out and issue ‘lessons learnt’ information. • Prepare data as required for benchmarking and monitoring of performance within the Estates Department. • Support the Estates team to ensure that they are properly trained and receive required CPD. • Support and advise the Estates delivery teams in the discharging of their duties in respect of compliance, in support of the Trust’s responsibilities in relation to CDM and Fire regulations. • Organise and manage schools statutory fire risk assessments (FRA) with third party assessors. Support schools and Trust Estate Managers to ensure schools execute FRA action plans and comply with their statutory obligations to fire in a timely manner. • Work collaboratively with Estates Project Managers and schools on capital projects with all fire related issues, including post project FRA’s and executing actions. • Be the champion and technical expert on CDM and Fire regulations across the Trust, advising the Estates, IT and Schools teams regarding responsibilities. • Provide audit function across all Estates related works. • Ensure that all relevant statutory requirements including Health and Safety are adhered to in relation to both new build projects and the existing Estate. • Attend Health and Safety Committees at Trust and school as and when required. • Act as the key interface between Estates and the Health & Safety committee and team, leading on all actions; preparation of reports and collation of data. Ensure close out of all Estates related actions. • Ensure accurate and regular reporting into departmental Heads. • Carry out any other duties as are within the scope, spirit and purpose of the job. Key Relationships • Director of Estates, Head of Infrastructure and Sustainability, Head of Estate Management, Head of PMO, Head of Capital Development • Project & Estate Managers • School Heads, Directors of Finance & Operations (DFO’s) • Health & Safety, Finance, Legal and other members of the Trust Office Management team • Outsourced service providers (e.g. professional consultants, contractors etc.)
Person Specification: Qualification and Experience
• Excellent analytical skills. • Ability to generate and maintain customer confidence in you as an individual and in the team as a whole. • Approach of taking proactive ownership of a situation and seeing it through to a successful conclusion whilst escalating issues when necessary. • Excellent communication and presentation skills. • Ability to work effectively and flexibly on own initiative under pressure. • Excellent negotiating skills. • Ability to create good working relationships both internally and externally and manage stakeholders effectively. • Ability to work outside normal office hours as required. • Able to work with, structure and prioritise large amounts of project information and work with the Asset Management database known as Tech Forge. • Ability to challenge in a constructive manner. • Ability to develop creative solutions to difficult issues. • Positive, ‘can-do’ attitude. • Open and diplomatic approach. • Balance the regulatory and audit function with ‘Trusted and Technical Advisor’ to School teams and across the Trust Estate. Education / Qualifications Essentials: • Degree level education in relevant discipline or equivalent significant experience gained in a relevant industry (e.g. Estates, Engineering, Construction, Facilities Management etc.) • Estates related Compliance – specifically CDM, Asbestos, Legionella and Fire Safety. • IOSH (institute of Safety and Health) qualification.
Desirable: • NEBOSH (General Certificate in Occupational Safety and Health), or equivalent qualification or experience. • IIRSM (Institute of Risk Safety Management), or equivalent qualification or experience • Training and experience of fire safety and management. • Experiance with CAFM/Asset Management systems. • Quality management qualification, or equivalent qualification or experience with accredited quality management systems. • An appropriate legal / regulatory based qualification.
Person Specification: Skills, Aptitudes and Requirements
Relevant Experience Essentials: • Working as a Compliance Manager/ Quality Manager/ similar in a large highly complex organisation. • Auditing statutory compliance across a large highly complex organisation. • Experience of Estates Management and Compliance. • Delivering compliance legislation training. Desirable: • Experience of working in the Education sector. Relevent Skills / Abilities Essentials: • Excellent written and oral communication skills. • Able to deal with multiple highly complex issues, data manipulation and interpretation. The ability to present such information in an understandable format. • Ability to effectively manage time and meet deadlines whilst under pressure. • Strong analytical and research skills, able to produce technical content and organise material. • Ability to think strategically but still maintain attention to detail in preparation and delivery of management information to a wide audience. • Awareness of appropriate and relevant legislation, methods and processes in relation to Compliance. Desirable: • Ability to effectively use Microsoft Excel, Power-point and particularly for production of reports and presentations. • Experience of working with BIM.
General Requirements
All staff are expected to: • Work towards and support the Trust vision and current objectives outlined in the GDST Strategic Development Plan. • Work within the Trust’s Health and Safety Policy to ensure a safe working environment for staff and visitors. • Work within the GDST’s Diversity Policy to promote equality of opportunity for all staff, both current and prospective. • Maintain high professional standards of attendance, punctuality, appearance, conduct and positive, courteous relations with Trust Office colleagues, Schools’ staff, external contacts and visitors. • Engage actively in the performance review process, and training and development opportunities available. • Adhere to policies as set out in the GDST Council Regulations, Notes of Guidance and GDST circulars. • Undertake other reasonable duties related to the job purpose required from time to time. Other Requirements Essential: • Enhanced DBS check. Circumstances • Travel in support of the duties of the role • Stay overnight in support of the duties of the role • Work flexibly as required in support of the duties of the role • Full driving licence and daily use of car for work
For a confidential conversation please contact our advisors Matthew Giles (matthew.giles@mrgpeople.co.uk) of The Management Recruitment Group on 07530 680 159. 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 matthew.giles@mrgpeople.co.uk.
www.mrgpeople.co.uk
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