University of Lincoln - M&E Maintenance Engineer

M&E Maintenance Engineer Candidate Brochure

Contents Page 04 About the University of Lincoln

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The Estate and Estates Team

08 The Team Job Description 12 20 Equality, Diversity,

Working at the University of Lincoln

and Department

Person Specification 18 22 Application Process

and Inclusion Lincoln

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About the University of Lincoln Situated in the heart of a beautiful and historic city, we have established an international reputation for the quality of our teaching and research. Ranked TEF Gold, we were crowned Modern University of the Year in The Times and The Sunday Times Good University Guide 2021. We are listed in the world’s top 150 universities in the Times Higher Education’s (THE) Young University Rankings 2020, hold the maximum five-star score overall in the QS Stars rating system of global universities, and feature in the QS World University Rankings 2021 of the world’s top 1,000 universities. Our current Strategic Plan covers the period 2016-2021 and sets out the institution’s vision and mission, shaping the future direction of our development. One of the most important elements of the Strategic Plan is our University’s Mission – a statement which defines us as: “A university looking to the future where we serve and develop our local, national and international communities by creating purposeful knowledge and research, confident and creative graduates, and a dynamic and engaged staff team.” The Strategic Plan also articulates a Vision for the future that we will be: “… a global ‘thought leader’ for 21st Century higher education. We will be known for addressing the opportunities and challenges presented by the changing world by developing a new approach to education and knowledge development. We will build on our reputation for excellent student engagement which prepares our graduates for their future and we will work closely with our communities to ensure valuable impact from our research to make a meaningful contribution to our world.” 4


Our purpose is to be an outstanding small-city anchor institution, equally committed to excellence in teaching, research and knowledge exchange, with deep regional and international engagement. We are committed to broad civic engagement, exemplified by our role as a founding partner of the Greater Lincolnshire LEP, our contribution to the Local Industrial Strategy, our work with local and global employers and with voluntary and public sector bodies. We generate more than £420 million each year for the UK economy and one in six people of working age in our city of Lincoln are either students or work for the University, whether directly or indirectly. Lincolnshire contains deprived rural, industrial and coastal regions, which has shaped our “local to global” research themes, most notably, a particular focus on global rural challenges. Over the last decade we have opened a new academic school every year, culminating in the establishment of the Lincoln Medical School last year. At Lincoln, we have a broad academic portfolio, organised into four Colleges (Science, Social Sciences, Arts, Business); in the last six years Science has expanded significantly with the opening of new Schools in Chemistry, Mathematics and Physics, Geography and (jointly with the University of Nottingham, 2019) a new Medical School.


The Estate and Estates Department

The University estates comprises 130 buildings providing over 238,000m2 of Gross Internal Area (GIA). The University owns the freehold of 85.7% of the Estate, with the remaining 14.3% being leased. In 2014, the estate was valued at £217m and in 2020 a reinstatement cost assessment returned an overall figure of £340m.

The University has three campus locations: Brayford Campus – The Campus is located on a former railway marshalling yard which had become largely derelict by the 1970s. The site was remediated by the County Council in the 1990s and the Brayford Way flyover constructed

which improved access to the site. The first building was constructed in 1996 (Minerva Building). Since then a modern city centre campus has been constructed, which blends new buildings with the sympathetic restoration of two Victorian railway buildings –a goods warehouse (the University Library building)

and Engine Shed (Students’ Union building). The University has recently opened a purpose-built facility to house the Lincoln Medical School which will be carbon neutral in operation – the first building of its kind in Lincolnshire. 6


Riseholme Park Campus – This is a 400-acre campus to the north of Lincoln set in designated historic parkland devoted primarily to agricultural research. The site is home to the Lincoln Institute of Agri-food Technology (LIAT), a Barclays Eagle Lab and various agri-tech SMEs. It is also home to a working farm.

Holbeach Campus – The Holbeach campus is c.50 miles to the south of Lincoln and is currently comprised of four buildings: Minerva House and the National Centre for Food Manufacturing (NCFM) on Park Road and on the Food Enterprise Zone (FEZ) – the newly completed Centre of Excellence for Agri- Food Technology and Institute of Technology.


Contracts - Manages our major Hard / Soft FM contracts and host of smaller contracts for performance against agreed standards and improving performance. Projects - This team delivers the major capital works conducted around the Estate, including new buildings and large-scale refurbishments. Space Strategy, Planning & Sustainability - This group comprises three smaller teams. The Space team oversee the allocation of all space. They undertake design work and lead on the upkeep of key property information, including floor plans. The Property Team oversee all landlord and tenant relationships on behalf of the University and provide commercial property advice as required. The Sustainability Team work on environmental management across the Estate. This includes a strong focus on energy management and meeting the University’s objectives for the reduction of carbon emissions. Riseholme Park – this team comprises 5 full time staff; the team manages the livestock, oversees the arable land via a farm business tenancy, supports Bishop Burton College staff and student access to the shared facilities / land and maintains the grounds.

The Team and Department

There are currently 50 people directly employed in the Estates Department with other resources contracted-in (e.g. to deliver facilities management, provide legal advice etc.). The outsourced on-site Hard FM and Soft FM contractors employ 31 and 141 staff respectively. The Department is divided into the following teams: Maintenance – manage all aspects of the repair and maintenance of the built estate, i.e. building fabric, mechanical and electrical systems, plant and machinery. Facilities – Manage cleaning, portering, security and car parking. Business Support – Provides administration and finance to the department, manages Planon and customer services including the Estates Help Desk and leads on customer service improvements. Compliance – Manages compliance with property related health and safety legislation and contractors working on the site.

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Interview with Roger Ward, Deputy Director of Estates


Planning a Sustainable Estate to Support a New University Strategy During the next few months, the team will continue to gather the data needed to inform a new Estates Strategy which will complement the new University Strategy. New masterplans will be required for all three campuses and work to scope opportunities and constraints with local planning authorities, other key stakeholders and landowners will start in early 2022. The team will work with colleagues from across the university to shape our estate to support new ways of learning, teaching, carrying out research and working while at the same time providing the best possible student, staff and visitor experience. Take of tour of the city campus by watching the video below.

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Working at the University of Lincoln

At the University staff have access to an attractive and extensive reward and benefits package that enhances both their professional and personal lives. Professional services staff are afforded a generous annual leave entitlement of 30 days that is offered in addition to 14 bank holiday and concessionary days. The University of Lincoln offers the industry-leading range of pension schemes with generous employer contribution levels and a range of extra benefits. Pensions – Human Resources (

The University provides a varied and comprehensive offering to aid staff in personal and professional development.

The University provides a varied and comprehensive offering of lifestyle and financial wellbeing schemes to staff. You can learn more about the comprehensive and diverse range of benefits here Benefits – Human Resources (




Job purpose To manage the operation and maintenance of Mechanical and Electrical Services throughout the University estate. The role requires the provision of high level technical skills and abilities, leading the Maintenance Contractor in maintaining and improving the University Student Experience and Environment.

Key Responsibilities Management of planned maintenance

• To manage the planned maintenance of M&E assets to ensure compliance with Health & Safety legislation, University policies and University requirements. • To be responsible for the implementation of standard maintenance tasks, ensuring that they are completed in an accurate and timely manner to meet the contract requirements and University operational procedures. Undertake audits on tasks on a regular basis. • To be responsible for ensuring that M&E asset PPM records are kept up to date and recorded on the Planon CAFM system including PPM reports, tasks, plans and certificates. Ensuring that remedial works and recommendations are identified, actioned and completed in a timely manner. 12


• To prepare tender/quotation documentation for the execution of works or the supply of goods or materials based upon a definite specification or on descriptions contained in a quantified specification - to include preliminaries, workmanship, health and safety and quality statements. • To be responsible for liaising and negotiating between the maintenance contractors and building users when defining and agreeing programmes for PPM activities and making decisions on the dates maintenance work will be undertaken. Communicating those dates agreed in a clear and suitable manner to all concerned. • To review performance of contractors against PPM plans and instruct the contractors accordingly. To make recommendations for improvements where appropriate. • To provide technical advice and guidance to the Estates clients and maintenance contractors. Management of reactive maintenance • To monitor the performance of the maintenance contractors against service level agreements. To identify areas of failure and implement action plans to resolve in a timely manner to the satisfaction of the client and the contractors. • To be responsible for ensuring that the maintenance contractors have suitable and sufficient spares management systems and that materials purchased for maintenance are providing value for money. • To be responsible for ensuring that suitable and sufficient callout and out of hours procedures are in place for all M&E maintenance contracts – both for existing and new installations. • To be responsible for ensuring that access to web based maintenance records is in place and remote access to the University BMS system is available for both University engineers and the maintenance contractors.


Operation of the M&E assets • To establish a record of all University operational requirements including environmental requirements and operational hours. To periodically review this record to establish its validity and communicate the requirements to the team and maintenance contractor. • To liaise with the University Sustainability team in the management of energy use. To have the technical skill to review and provide guidance on improvements and ensure that any new or replacement equipment/installations maximise the opportunity to reduce energy consumption. • To support the Estates Helpdesk in provision of customer service to meet agreed service levels. To use the University’s CAFM system, Planon, in the management of assets and services. Management of M&E health & safety policies • To take responsibility for M&E systems as allocated to them through the Estates procedural documents. • To be responsible for the management of approved M&E contractors working on the University estate. To have the technical knowledge and experience to review and approve, or otherwise, the contractor RAMS and Approved Contractor status application. To manage safe systems of work including risk assessments, method statements, permits to work and appropriate procedures. • To undertake audits of maintenance works and M&E systems ensuring that the works undertaken are carried out within agreed safety, qualitative, contractual and financial parameters. To undertake audits with the University Health & Safety department, providing guidance and management where appropriate. • To ensure that all M&E systems are recorded on the estates compliance risk register and that these systems are being maintained in accordance with Legislative requirements.

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Financial responsibility • To be responsible for financial budgets as allocated to them by the Head of Maintenance and Facilities and highlight variances. • To support the Head of Maintenance and Facilities in the preparation and submission of annual budget requests through identifying all areas that will require a budget. • To comply with the University Procurement and Financial Regulations. To have sufficient knowledge and experience of obtaining quotations and tenders for maintenance project works. Management of Long Term Maintenance • To have the technical knowledge and experience to provide guidance and advice in the development and maintenance of M&E asset condition surveys. To have the ability to review and query where appropriate existing surveys. • To use the condition surveys to develop a coherent and practical ten-year M&E long term maintenance plan. To undertake periodic review and reforecast of the plan for current and future years, selecting projects to be proposed each financial year. • To develop and produce a specification for an M&E framework of contractors to undertake small to medium sized M&E revenue project works resulting from planned, reactive and long term maintenance. To manage those contractors within that framework. Resource management • To be an active member of a professional engineering institution appropriate to the position and role. To ensure that you keep up to date with new legislation, Industry standards and best practice through continuing professional development. 15

• To be able to manage their work on their own initiative and as part of a multi- disciplinary team. • To act as one of a number of Estates Building Champions - a point of contact between the building users and the Estates Department - with responsibility for a number of buildings as appointed by the Head of Maintenance and Facilities. To undertake regular reviews with the users, recording actions identified and completed. • To provide on-call cover and support to the University on a goodwill basis in the event of incidents that initiate the assembly of the University Incident Management team as detailed in the University Business Continuity Plans. M&E project management • To have knowledge and experience of Government Soft Landings and its application to the University estate. • To have knowledge and experience of defining M&E specifications, M&E system commissioning and the handover of building services at practical completion for operation and maintenance. To have responsibility for ensuring that the M&E installations are suitable and sufficient to be the University requirements and be maintainable in accordance with CDM regulations. • To provide advice and guidance to estates project team on the quality and suitability of M&E installations. To be influential in the project team decisions regarding the M&E assets to be acquired.

In addition to the above, undertake such duties as may reasonably be requested and that are commensurate with the nature and grade of the post.

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ADDITIONAL INFORMATION Scope and dimensions of the role

This role is ideally suited for an engineer with both Mechanical and Electrical building services operation and maintenance experience but a candidate with specialisms in either mechanical or electrical systems such as legionella control, high voltage, LOLER or pressure systems will be considered. The M&E Maintenance Engineer will undertake these duties under the direction of the Head of Maintenance and Facilities who will set priorities to meet the University’s strategic goals. The M&E Maintenance Engineer may be required to represent the Head of Maintenance and Facilities both internally and externally when required and report accordingly.

Key working relationships/networks Internal • M&E Maintenance Team • Head of Maintenance and Facilities • Director of Estates • Deputy Director of Estates • Capital Projects team • Campus Services • Academic Schools & Colleges


• Consultants • Contractors • Specialists

• Commercial partners • Emergency Services • HSE and other statutory bodies • Local Authorities • University Associations


Person Specification Selection Criteria

Essential (E) or Desirable (D)

Qualifications: HND or equivalent in mechanical, electrical or building services engineering Membership of relevant professional institution Continued development in mechanical, electrical or building services engineering Training in specialist compliance topics Experience: Extensive experience in mechanical and electrical planned and reactive maintenance Experience in M&E asset management Proven experience in project management Ability to manage maintenance contracts and contractors






Experience in managing Soft Landings Experience of working in HE sector Skills and Knowledge: Technical knowledge of M&E systems


Proven track record in fault finding and dealing with incident management Computer literate – Microsoft office suite to be used for reporting Working knowledge of health & safety legislation BMS operation and maintenance experience Knowledge and understanding of financial budget management



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Competencies and Personal Attributes: Excellent customer service skills Commitment to achieving the University and Estates Strategy Proactive team member, used to working in multi-disci- plinary teams Sound communication and presentation skills Business Requirements: Experience of aligning work to meet strategic aims Experience of facilities management Experience of business continuity plans Flexible hours to meet business needs





Ability to travel between sites

Essential Requirements are those, without which, a candidate would not be able to do the job. Desirable Requirements are those which would be useful for the post holder to possess and will be considered when more than one applicant meets the essential requirements.


Equality, Diversity, and Inclusion

We are One Community, with staff and students working together to create an environment in which all people can flourish based on their abilities and their diverse and rich experiences. Equality, diversity and inclusion are essential values for our University to deliver on its civic mission. We are a member of the Race Equality Charter and hold an Athena Swan Bronze Award. However we are not complacent; we know there is much more to do to tackle inequality, prejudice, and discrimination within our own community and wider society. Race Equality Charter The University of Lincoln, UK, has received the prestigious Race Equality Charter Bronze Award for its efforts to tackle racial inequality. The University of Lincoln is 1 of only 21 UK universities to hold the the Bronze Award status from Advance HE, which recognises the work the University is doing to identify and reflect on institutional and cultural barriers facing Black, Asian and Minority Ethnic staff and students. Staff and students from across the University have played a huge part in the University gaining this recognition, including the self-assessment team. The self-assessment team, led by Simon Parks, was comprised of staff and students from across the university community, who directed our approach and gathered intelligence for our submission. The Eleanor Glanville Centre has been instrumental in driving the REC forward and producing the University’s submission and action plan. Looking forward, the University will be establishing a formal committee, ensuring the hard work continues to tackle racial inequality. The University will also be consistently engaging with staff and students from across the University to ensure all voices are heard and all members of our One Community have the opportunity to contribute.

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The Lincoln Equality of Attainment Project (LEAP) We are committed to the equality of attainment amongst all of our students, regardless of background or circumstances. We strive to provide a nurturing and inclusive learning community and a high-quality educational experience for everyone. We, like other UK universities, have identified differential outcomes in student performance between different groups on the basis of race, gender, socio-economic background and disability. This is a University-wide initiative examining the differential outcomes (attainment gaps) and working to address these through a range of initiatives including more inclusive curricula. Access and Participation Our access and participation work reaches out into communities with traditionally low levels of access to higher education. We are a founding partner of LiNCHigher, the Lincolnshire outreach network which aims to raise awareness of, and aspirations to, higher education among local young people. We provide a Foundation Year for many of our undergraduate programmes and actively encourage applications from students from different backgrounds. Our sponsorship of the Lincolnshire Educational Trust (a family of Academy schools in southern Lincolnshire) works to raise educational aspirations and attainment in rural areas, while our involvement in the Lincolnshire Children’s University offers children from all backgrounds the opportunity to enrich their learning experiences. Find out more here Equality and Diversity | One Community | University of Lincoln 21 The Eleanor Glanville Centre The Eleanor Glanville Centre is our department for diversity and inclusion. Aligning with our motto, ‘Libertas per Sapientiam’ (‘Through Wisdom, Liberty’), our interdisciplinary research advances knowledge on critical issues of equality, diversity, and inclusion. The centre is named after Lincolnshire’s Lady Eleanor Glanville, a 17th Century pioneer – and ‘the first woman’ of British natural history. Our One Community Values define our One Community ethos and are a framework to ensure that respectful and inclusive behaviours are at the heart of all we do – for each other, our partners and our customers (internally and externally), both in our thoughts and our actions. Our One Community Values: Equality, Understanding, Listening, Kindness, and Acceptance. One Community Values At the University of Lincoln we are One Community and strive to be kind, patient and supportive of each other.

Application Process

The University of Lincoln is being supported on this recruitment campaign by the search consultancy MRG. To arrange a confidential briefing conversation please contact our advisors David Craven ( / 07932 717 438) or Ben Duffill ( / 07976 125 010) of MRG. Applications should consist of a comprehensive CV (of not more than 4 pages) and a covering letter (of not more than 2 pages, addressing the Person Specification). Applications should be sent to The closing date for applications is 16 th January 2022. Interviews will take place 14 th Febuary 2022.

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