Where the Campus Operations Manager has responsibility for third party service providers, the following applies: • Manage contracted services, monitoring performance and ensuring SLAs are met. Responsible for driving corrective action if there are unacceptable levels of non-compliance and escalating as appropriate. Each event to be fully recorded, investigated and action taken to prevent any reoccurrence. • Implement core contract management processes including: the change control process; dispute resolution; performance management; managing contractual documentation; contractual/commercial risk management. • Hold monthly or quarterly contract management reviews, with a focus on risk management and contractual compliance matters such as price increases and management information. • Responsible for gaining an in depth knowledge of each services contract, e.g. where there are requirements, deliverables or specific obligations; all obligations relating to invoicing; to understand the possible pitfalls, difficult negotiation points, commercial and contractual risk. • In the event of a critical incident, responsible for ensuring an appropriate level of governance and sufficient monitoring, supported by external audit where necessary, to be confident the supplier’s assurance process is working and they have acted responsibly.
Budget
• Exercise budget control through the management of expenditure and income within agreed budgets, with regular monitoring of actual performance variances, taking the necessary remedial action when required. • Proactively manage and monitor the customer services budget for the estate within their demise by: effective contractor, supplier and vendor management; timely and accurate payment of all contractor/supplier invoices.
• Ensure College procurement policy is followed, including the purchase to pay cycle.
• Deliver high quality Facilities Services through increased productivity and cost efficiencies wherever possible.
• Monitor and submit financial data to the Head of Campus Operations.
Process & Performance Management
• Oversee an annual review of departmental compliance to Estates & Facilities processes and procedures. Monitor service performance and take appropriate action in case of failure or complaints; report performance issues to the Head of Campus Operations; communicate with stakeholders accordingly.
• Analyse patterns and trends to inform business planning and making data driven decisions.
• Actively compare delivery methods and share best practice with other campuses/sites in order to improve performance.
• Undertake a programme of governance audits and inspections to maintain team and Campus standards.
• Train the Campus Operations Team to maximise the potential of the Directorate/College wide Helpdesk for Engineering and Facilities Services.
Change Management
• Advocate and implement change as directed by the Head of Campus Operations, driving engagement within the team to achieve successful outcomes.
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