Group Residence Manager Candidate Information Pack
Photograph by John Sturrock.
Contents
Background
Page 04-05
UAL Estates Strategy
Page 06-09
Overview of Residences
Page 10-11
Job Description
Page 12-16
Person Specification
Page 17
The Recruitment Process
Page 18-19
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Background
University of the Arts London (www.arts.ac.uk) is a hotbed of creativity, innovation and invention across the knowledge economy. It draws together six Colleges with international reputations in art, design, fashion, communication and performing arts. UAL is a fundamental part of the UK’s creative ecology – the fastest growing sector of the UK’s economy. UAL works with a wide range of commercial and institutional organisations within the world of the arts, including the Tate and the National Theatre, all benefiting from the fresh talent and new ideas of UAL students. The University is hugely international with a reputation that attracts over 19,000 students from over 100 countries, creating a vibrant, multi‐cultural community environment.
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University of Arts London
University of the Arts London is in the top 5 universities in the world for art and design. They offer an extensive range of courses in art, design, fashion, communication and performing arts. Their graduates go on to work in and shape creative industries worldwide.
UAL have launched the careers of many creative and cultural leaders and their alumni include:- • Over half of all Turner Prize winners and nominees in the 30 years since its inception • 37 of the 80 Royal Academicians are UAL alumni; a further 17 are serving or former staff • Over half of the recipients of British Designer of the Year • 10 current Royal Designers for Industry for product or industrial design • Over half of the fashion designers that showed at London Fashion Week A/W 2016 • Multiple winners in the most prestigious art and design awards: from the BP Portrait Award; Jerwood Prize; Taylor Wessing Photographic Portrait Prize; Minerva Medal; BAFTAs, Golden Globes and Oscars
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UAL Estates Strategy
The University aims to be a place that will challenge, inspire, surprise and stimulate, to be recognised as one of the foremost institutions in the world for learning, practice, research and development in arts, design and communication, and to provide a learning environment in which originality is recognised, difference is respected, and excellence is pursued.
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UAL has an incredibly diverse estate spanning Central and Greater London and includes a broad range of property types encompassing academic, teaching, research, commercial, social, hospitality, residential and public realm spaces.
The property portfolio is made up of 16 academic sites and 13 student residences hubs with buildings ranging from listed historic buildings to new state of the art facilities. This dynamic and diverse mix in one the world’s leading cities gives an exciting and challenging proposition to the UAL Estates department.
The Estates department is currently undertaking an unprecedented estate transformation programme. Following the success of UAL’s relocation of Central Saint Martins as the centrepiece of the King’s Cross regeneration scheme, it is now seeking to continue this transformation and plan to replace over half of the university estate over the next five years.
The current financial strength of the University, combined with opportunities in the property market, provide a unique opportunity to deliver the vision of a more unified, rationalised estate. Whilst recognising the importance of the individual identity of the six Colleges, this is an opportunity to create greater campus environments, showcase its collections and archives and enable the University to act cohesively.
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Primary interventions up to and beyond 2022 will be:
• The creation of new facilities for London College of Communication, London College of Fashion, Camberwell College of Arts, and University Services; parts of Chelsea College of Art will also be upgraded.
• A new Students Residence hall has now been delivered at Camberwell College of Arts and opportunities to build further UAL owned or part owned Halls of Residences are being explored, particularly local to academic premises where viable. Means of shortening tenures and providing lower rental accommodation for students will be pursued and the Pastoral and Social Programme activities in residences will be a core part of service delivery.
• A backcloth of creating a sustainable estate will enable the University to position itself as an influencer in this area for decades to come. The design of new premises will incorporate low energy sustainable operational concepts.
• The Facilities Management Services to the Colleges and University Services are tailored to suit the evolving development and rationalisation of the estate. The Services Team maintains the estate ensuring compliance with safety standards. Maintenance is proportionate to the condition and predicted tenure of each building.
• In operating, maintaining, rationalising and developing the estate the Student Experience and working environments for staff are of paramount importance. Through effective engagement with end users their needs and priorities are embedded in the strategy.
• Buildings for the future must be future proofed for the digital world and appropriate for multi-functional usage for multiple stakeholders. Through research and innovation UAL will strive for world class sustainable facilities.
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Central Saint Martins ER
Key to locations Central Saint Martins KX – Kings Cross ER – Elthorne Road BH – Back Hill London College of Fashion JPS – John Prince’s Street
Sketch House
Cordwainers Court
LG – Lime Grove GL – Golden Lane CR – Curtain Road MS – Mare Street UAL
Central Saint Martins KX
London College of Fashion MS
Will Wyatt Court
Hoxton
Central Saint Martins BH
London College of Fashion CR
LCF 03 London College of Fashion GL
Costume Store
AS – Accommodation Services Office CO – High Holborn/Central Offices
UAL AS
London College of Fashion JPS
UAL CO
Don Gratton House
Key to tube lines
London College of Fashion LG
Jubilee Northern Bakerloo Central Circle District Hammersmith Metropolitan Victoria Piccadilly London Overground Waterloo & City DLR First Capital Tramlink
London College of Communication
Chelsea College of Arts
Highline Building
Bernard Myers House
Camberwell College of Arts
Brooke Hall
The Glassyard Building
Camberwell Campus
Furzedown Student Village
Wimbledon College of Arts
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Overview of Residences
We are proud of our accommodation offering which is managed by a dynamic team responsible for a portfolio of 13 distinct sites which offer affordable rents across the diverse and vibrant city of London. At University of the Arts London (UAL), we want the individual to feel at home from the moment they start life as a student. Whether they’re living in halls or renting their own place, we’re here to help with all aspects of your search and accommodation needs throughout their time at the university. Our services include: • Over 3,600 places in Halls of Residence across London. • A Private Accommodation Adviser for students living outside UAL Halls. • A Liaison Officer for disabled students. • An International Adviser in Hong Kong, offering accommodation support in Cantonese, Mandarin and English for overseas students. • The UK’s leading Social Programme, run by UAL students. • A dedicated Residence Manager in every hall to help the student feel at home. • Wellbeing Peers to offer support and guidance.
• 24-hour residence team to offer support across our halls. Details of our latest development can be viewed here .
Our accommodation guide can be viewed here . An overview of our halls can be viewed here .
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Job Description (1)
Job Title:
Senior Group Residence Manager (FM lead)
Accountable to: Contract Length: Weeks per year:
Residential Operations Manager
Full-Time Permanent (35 Hours per Week)
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Salary: Grade: Service: Location:
TBC
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Accommodation Services
Camberwell (Gardens, Portland and Brooke Hall ) and Hackney (Cordwainers Court)
Purpose of job:
To be responsible for overseeing the facilities management, student experience and smooth running of the entire residential portfolio with a focus on customer service and effective delivery, with particular day to day responsibility for all University facilities managed residential buildings and staff.
To lead and motivate the staff with day to day responsibility for the facilities management of residential buildings for which the University has responsibility.
To oversee compliance with Health and Safety legislation, ANUK or UUK Codes and Data Protection at all residential sites.
To oversee provision of a safe, secure and supportive environment for University of the Arts students to reside in
To be available to work during the months of August and September – it is very unlikely that extended leave (one week’s duration or more) will be granted during this period, except in exceptional circumstances.
Duties and Responsibilities
• To be instrumental in the continued development, implementation and delivery of a customer focused, high quality residential service in line with University and customer expectations.
• To be responsible for the recruitment, probation, induction and line management of RM’s (Residential Manager) and operational staff where required, including the undertaking of PRAs. To act as a role model for RM’s to aspire to.
• Ensuring that the ROM (Residential Operations Manager) is kept fully appraised of all actions, issues and resolutions by means of weekly meeting and daily reporting.
• To be the first point of escalated contact for RM’s, communicating and corresponding effectively through various media (email, phone, in person etc) problem solving in response to all complaints and queries, delivering the highest level of customer service. • To ensure that an effective system of monitoring and reporting on day-to-day housekeeping, security and maintenance arrangements for all FM (Facilities Managed) buildings is implemented and followed to ensure parity of service across the FM residential portfolio
• To ensure that appropriate and relevant health and safety inspections and reporting is implemented and acted upon, ensuring compliance with Health and Safety Regulations.
• To be responsible for all residential matters in designated UAL Halls of Residence including the allocation of rooms, move in/out process, room moves, early departures, applying damage charges and refunds, and monitoring and advising on the planning and delivery of the same.
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Job Description (2)
• To meet regularly with the University Facilities Contracts Manager to monitor performance and delivery of service contracts applicable.
• To manage the performance of all FM Residence University PPM contractors and/or other approved contractors to ensure that all works are carried out as scheduled and as per service level agreements. To report any failures of the main University contractor to meet contractual obligations to the University’s Facilities Contract Manager. • To support the ROM by attendance at meetings (monthly/quarterly) with the head lease and/or temporary accommodation provider to discuss relevant management issues, and ensure such issues are resolved and agreements adhered to, including resident occupancy reporting, pastoral/disciplinary issues, health & safety, maintenance and housekeeping.
• To support the ROM in monitoring monthly operational expenditure and forecasts.
• To ensure that all statutory testing and other mandatory building records are kept and updated.
• To monitor the provision of accurate records of contractors on-site to ensure that the residences are well maintained and that necessary building repairs are effected as soon as is practicable ensuring that Health and Safety issues are given a priority.
• Ensure accurate and timely recording of all quoted and invoiced reactive building works as directed by the ROM
• To ensure RM’s implement and deliver all building management site inductions and site manual documents for both UAL staff and external contractors, managing staffing rotas to ensure full round the clock cover at all residences. • To oversee that local service delivery of both in-house and contracted services are compliant with health and safety and other relevant statutory obligations and that all testing, fault reporting, inspections and actions are undertaken and recorded in a timely and accurate manner.
• To oversee compliance with statutory testing of the fire systems at all residences, ensuring periodic planned fire drills and regular inspections of the hall are carried out and appropriate records maintained.
• To liaise with UAL Estates team and rationalise decision making with regard to whether maintenance repairs and defects can be undertaken in-house, and where possible to undertake the work, or to appoint contractors and supervise their works until completed. • Co-ordinate the planning and implementation of in-house redecoration, refurbishment and planned maintenance to ensure the properties owned and managed by the University are maintained to an acceptable standard. • Oversee and coordinate the management of local security systems, processes and procedures, access control, ensuring the effective operation of surveillance and alarm systems; monitoring the performance of the security contract personnel and ensure that contractual SLAs are being met, escalating any issues as appropriate. • To oversee development and delivery of appropriate residential services risk assessments, contributing to College-wide risk assessments as appropriate; ensuring that method statements and control measures are adhered to in respect of facilities and halls related services e.g. manual handling, safe systems of work. • To ensure that appropriate training on access control programming systems, CCTV system operation accommodation management software packages is undertaken by all appropriate Residential Management team members.
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Duties and Responsibilities • To support in all employee issues with advice, sign posting and assistance to RM’s with performance management, appraisals, staff policy, recruitment and personal development of staff members. To act as a Senior Point of Contact for area in all Human Resource issues and activities • To ensure that an appropriate First Aider, is available at Halls and to ensure local arrangements for first aid at work are in place • Oversee the recording and submission of insurance claims to building’s insurers and meet with loss adjusters on site to assess claims. • To act as a Duty Manager for the FM Residences outside of normal hours, weekends and Bank Holidays on a rota basis • To be available to work weekends between July – September subject to the needs of the residential move in/out process. • To attend relevant Health and Safety and Safeguarding training courses as appropriate, and undertake any other training deemed necessary to the grade. • To adopt a flexible approach and undertake any other duties of a similar nature, which may be allocated by the line manager, including such duties consistent with your position as may from time to time be assigned to you anywhere in the University. • To work in accordance with the University’s Equal Opportunities Policy and the Staff Charter, promoting equality and diversity in your work. • To undertake continuous personal and professional development, and to support it for any staff you manage through effective use of the University’s Planning, Review and Appraisal scheme and staff development opportunities • To make full use of all information and communication technologies to meet the requirements of the role and to promote organisational effectiveness • To lead on the maintenance of relevant office filing systems and general administrative tasks, keeping student records up-to-date both electronically in hard copy whilst ensuring adherence to data protection policies and procedures. • To conduct all financial matters associated with the role in accordance with the University’s policies and procedures, as laid down in the Financial Regulations. Deputise for the Residential Manager in times of absence ,Holidays, Training etc.
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Job Description (3)
Key Working Relationships Residential Operations Manager Group Residence Managers Residence Managers Student Experience Manager
Accommodation Management Accountant Marketing and Communications Manager Admin and Process Manager Clerk at Cordwainers Finance Manager
Sustainability Manager UAL Contracts Manager Provider Management where applicable All site staff, Student Welfare Managers and Social Reps
Specific Management Responsibilities Budgets: £1.9 million Staff: Line management of Residence Managers, Mental Health Advisor. Indirect management of onsite FM teams, wellbeing Peers and Social Reps etc.
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Person Specification
Job Title:
Group Residence Manager
Grade:
Individual Contract
Specialist Knowledge/ Qualifications
Degree or equivalent qualification.
Demonstrable knowledge of Health and Safety and other relevant statutory obligations and their practical application in the workplace.
Qualified First Aider.
Relevant Experience
Has relevant knowledge of facilities management either directly or through demonstrable experience of supervising facilities management staff and/or contractors to ensure essential services/plant are maintained and maintenance problems promptly dealt with. Can demonstrate experience of managing cyclical repair/ refurbishment and periodic cleaning programmes in student accommodation or a large scale private residential scheme. Familiarity with key card security access systems including reprogramming fobs/cards and interrogating access reports. Has experience of tenancy inventories, regular landlord inspections and applying repair costs for which a tenant is held liable. Communicates effectively orally and in writing adapting the message for a diverse audience in an inclusive and accessible way.
Communication Skills
Leadership and Management
Motivates and leads a team effectively, setting clear objectives to manage performance.
Professional Practice
Contributes to advancing professional practice/research or scholarly activity in own area of specialism.
Planning and managing resources
Plans, prioritises and manages resources effectively to achieve long term objectives.
Works collaboratively in a team and where appropriate across or with different professional groups.
Teamwork
Student experience or customer service
Builds and maintains positive relationships with students or customers.
Suggests practical solutions to new or unique problems.
Creativity, Innovation and Problem Solving
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The Recruitment Process
For a confidential conversation please contact our advisor Charlotte MacGregor (charlotte.macgregor@mrgpeople.co.uk) of The Management Recruitment Group on T: 0207 959 2368.
Applications should consist of a comprehensive CV (of not more than 4 pages) and a covering statement (of not more than 2 pages).
Applications should be sent to charlotte.macgregor@mrgpeople.co.uk.
Closing date for applications: Sunday 8th April 2018.
The Management Recruitment Group
68 King William Street London EC4N 7DZ Tel: 020 7959 2368
Regal House 70 London Road Twickenham TW1 3QS Tel: 020 8892 0115 www.mrgpeople.co.uk
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