Head of Facilities Briefing Pack
Birmingham Metropolitan College Director of Estates
Head of Facilities
Ascot Racecourse is one of the world’s most famous and best-loved racecourses. For more than 300 years the patronage of twelve monarchs has made Ascot truly special and spectators come from far and wide to witness first class Flat and Jumps racing across 26 race days a year. Although founded by a Queen and located on Crown property, the administration of Ascot is handled on behalf of the Crown by a representative appointed by the Monarch. Up until 1901, the racecourse was managed on the Sovereign’s behalf by the Master of the Royal Buckhounds. In 1901, Lord Churchill was appointed as His Majesty’s Representative, responsible for running the course and determining entrance to the Royal Enclosure. The Ascot Authority was established in 1913 by an Act of Parliament, with His Majesty’s Representative becoming Senior Trustee. Today, as Ascot Authority (Holdings) Limited, Ascot has a formal board chaired by Johnny Weatherby, Her Majesty’s Representative (Senior Trustee) and Chairman.
Introduction 3
“Ascot is more than a racecourse; it is an institution. Its reach extends beyond the world of horseracing into the very fabric of British life. Ascot’s aim is to deliver a brand that gives credence to this. One that acts as a worthy heir to its heritage and prestige, that appeals to its diverse audiences and that raises the standard in all areas of the business.”
Head of Facilities
Ascot Racecourse has a large scale and incredibly diverse portfolio of land, buildings and holdings, including: • The iconic Grandstand, which has seen investment of some £250m since 2004 • The Racecourse itself, made up of 179 acres • The Parade Ring, with a viewing capacity of 8,000 • Extensive hospitality and catering facilities capable of hosting conferences, banqueting, exhibitions, dinner dances, product launches and weddings • Large scale and diverse public realm areas • A portfolio of stables • A residential portfolio of various types of dwellings • Office facilities • Two new underpasses that ensure a continuous racing surface and improve the flow of traffic • Car parks • Extensive woodland and additional grounds
The role of Head of Facilities is to deliver a safe, well organised experience (heavily focused on the Royal Ascot and Raceday meetings) that exceeds customer expectations and is within agreed budget. Oversee the planning and delivery of an extensive maintenance /small capital Projects programme for the site and close liaison with a wide range of contractors and stakeholder groups. In addition, the role takes site ownership and lead of all facilities and health and Safety matter and works closely with both the Operations Department and the Business & Events Team to deliver excellent customer focused events throughout the year, both on a raceday and non-raceday.
The Role 4
Head of Facilities
The Role 5
Head of Facilities
Principle responsibilities will include:
• To prepare and manage the Facilities Department budgets for Racedays, Non-raceday, Business & Events and small scale Capital & Expenditure work. To manage the budgets; monitoring monthly spend, meeting with the Accounts Department. • To deliver an effective preventative maintenance programme and an effective response that ensures all facilities are fit for use at all times and meet the needs of the internal and external customers. • To manage and oversee the implementation of new contracts. To develop detailed specifications and key performance indicators, to complete a formal tendering process for all new contracts, incorporating; tender analysis, negotiation in accordance with budgetary limits and to award contracts. • To lead the team with best practice methods for contractor management; formal meetings, ad-hoc negotiations, adherence to specifications, management of KPI’s and to ensure financial control. • To develop a program for staff development and training and to proactively manage the department via coaching and mentoring. • To inspect the premises regularly to identify work that is needed to ensure that it is fit for use at all times. As a result, to produce a written report on the measures identified as being required, giving priorities, agree the funding for non-budget items with the Operations Department and procure the work arising from the inspection.
Responsibilities 8
• Support in the development and delivery of other events such as Business and Events, Outdoor Theatre, Outdoor Cinema, Red Bull etc. • To obtain competitive prices and quotations, where ever possible, for work carried out by contractors and materials and services provided by others, and to ensure orders are issued for goods and services and check the validity of invoices submitted, before passing these to the Chief Operating Officer for authorisation of payment. • To plan and manage with the Works Supervisor and M&E Manager the work of contractors, ensuring that their work meets the parameters applying to their contract and maintaining such records as required. • To manage small scale Capital and Expenditure Maintenance budgets including a monthly review, or at such greater frequency as may be needed, to ensure that expenditure is within authorised budget funding. To procure the work arising from these budget items to the delivery timetable assigned to them. • To plan and manage the work of contractors, ensuring that their work meets the parameters applying to their contract and maintaining such records as required. • Ensure all Company Policies / Procedures and all relevant statutory requirements are consistently complied with at all times. • Oversee that any relevant risk assessments are carried out / reviewed before jobs and tasks are performed and that safe systems of work are in place. • Manage and investigate as necessary incidents and accidents ensuring reports are completed by the team. • Developing and maintaining safety policies and standards to improve overall understanding and awareness of HSE. • Engaging with all levels of the workforce to create and develop a positive HSE culture
• Working to develop and continually improve existing policies and procedures within Health and Safety across the Racecourse. • Providing subject matter expert knowledge, advice and guidance in all aspects of best practice HSE. • To be the onsite Fire Warden.
Responsibilities 9
Other Responsibilities:
• Create and evaluate monthly performance reporting to Chief Operating Officer. • To respond to out of hours calls to attend the Authority’s premises, if available. • To represent the department at meetings as and when required. • To support the team in all Raceday activities, assisting where required and providing proactive management support. • To liaise with other Department Managers including Joint Venture. • To assist in ‘specialist ad-hoc projects’ as required. • Support Racedays as applicable. • Such other duties as the Company may, at times, reasonably require.
SKILLS, EXPERIENCE AND QUALIFICATIONS
You will have:
• Educated to degree level or equivalent within a facilities / property environment. • Member of BIFM / RICS. • NEBOSH / H&S qualified. • Experience of dealing with enforcement authorities eg: Health and Safety Executive, Local Authorities, Fire Service. • Proven senior and operational facilities management experience within a large scale venue organisation. • Strong leadership skills, recognising outstanding performance and dealing effectively with under performance. • Substantial experience of stakeholder relationship management and working collaboratively in a complex, high profile environment. • Excellent organisational and influencing skills. • Ability to think strategically and commercially whilst also supporting the facilities operation when required.
Head of Facilities
The jobholder should understand our values are to enable them to promote Ascot as a first class leisure venue and to ensure that all customers receive the best possible level of service. These include: • Original: Lead the way • Uplifting: Make every moment delightful • Elegant: Take care of the detail
Skills, Experience, Qualifications 11
Competencies, Safety Awareness, Working Relationships 12
Head of Facilities
COMPETENCIES
SAFETY AWARENESS
The jobholder should possess core competencies to enable them to promote Ascot as a first class leisure venue and to ensure that all customers receive the best possible level of service.
In accordance with Health and Safety regulations the jobholder is required to take reasonable care for the health and safety of themselves and of the persons who may be affected by their activities. The jobholder must co-operate with the Company to enable them to meet their legal duties. This will include awareness of all Health and Safety issues relating to the role including risk assessment, emergency procedures, office safety and additional relevant training. This list is not definitive.
These include: • Customer service • Commitment • Teamwork • Oral and written communication • Initiative • Creativity and innovation • Attention to detail • Creativity and innovation
WORKING RELATIONSHIPS
The jobholder will be required to work closely and courteously with colleagues from all internal departments of the Company, visitors, customers, the management team, participants in racedays and suppliers to support the department’s role. In particular the job holder will require strong collaboration with the following departments; Facilities, M&E, ICT and Operations.
This job description describes the principal purpose and main elements of the job.
It is a guide to the nature and main duties of the job as they currently exist but is not intended as a wholly comprehensive or permanent schedule and is not part of the contract of employment.
The post offers a salary level of c. £65,000.
For a confidential and informal discussion, please contact the Racecourse’s appointed recruitment partners Michael Hewlett and Hayley Mintern at The Management Recruitment Group.
Alongside a very competitive salary, you will be able to take advantage of a great package.
We offer complimentary tickets for each race day that you can give to friends or family, Private Medical as well as Pension Scheme, Life Assurance & Free Parking. We are also keen to support employees with opportunities to grow and develop within Ascot Racecourse.
Michael Hewlett T: 020 8892 0115 M: 07972 579938 E: michael.hewlett@mrgpeople.co.uk Hayley Mintern T: 020 8892 0115 M: 07530 680184 E: hayley.mintern@mrgpeople.co.uk
Application Process
Applications should consist of a CV and covering statement outlining key matching experience and rationale for applying for the post.
The closing date for applications is Sunday 17th September 2017.
Applications will be reviewed and The Management Recruitment Group will undertake preliminary meetings with selected candidates during the week commencing Monday 18th September 2017.
Applications should be sent to;
michael.hewlett@mrgpeople.co.uk
hayley.mintern@mrgpeople.co.uk
Head Office Regal House 70 London Road Twickenham TW1 3QS Tel 020 8892 0115
THANK YOU
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