Candidate information pack Estates Contracts and Compliance Manager
Contents
3 About us 5 Welcome 7 About our estate 8 Our structure 11 The role 14 About you 16 Working for us 17 Application process
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About us
Uppingham School, founded in 1584, is a leading co-educational independent boarding school, which runs 24/7 in term-time. It has a strong academic profile and excellent pastoral care with an international reputation, and state- of-the-art science, sports and music facilities. The school has 830 pupils, aged 13-18, who are accommodated in 15 boarding houses and taught by over 20 academic departments. The pupils also participate in numerous extra- curricular activities such as sports, music and drama. The schools employs circa 550 staff across both academic and non academic staff including: marketing, estates, finance, HR, IT, operations (catering, cleaning, and procurement), health and safety, and the School’s trading subsidiary.
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Estates Contracts and Compliance Manager
Headmaster’sWelcome
We may be a school with a long and proud heritage, yet we look forward into the twenty-first century with imagination and confidence. The value of an all-round education, in which each individual and their talents come first, is fundamental to the Uppingham experience. Our community values people. We are warm, compassionate and mutually supportive. Here, generosity of spirit and respect matter. We have the balance in our worldview to take the time to enjoy life. Our pupils, in all their diversity, are appreciated for who they are. They shape the community and, supported by staff who truly care, make Uppingham the rich and happy place it is. Uppingham’s commitment to a holistic education is historic and wholehearted. Intellectual rigour, exploration, critical analysis, creativity, risk-taking, communication, teamwork – all are central to the way we guide, nurture and inspire our young people. Likewise, we fundamentally value the broader aspects of the curriculum – the creative, visual and expressive arts, music, theatre, sport.
“Uppingham is a vibrant, stimulating, energetic and forward-looking school.”
“It is central to our philosophy that Uppinghamians aspire to bring the best out of themselves intellectually and creatively”.
Academic ambition matters. Our pupils demand to be stimulated, challenged and inspired by their teachers. In turn, we want their academic education to be thought-provoking, intense, and life-changing. We care about who our pupils become. We believe in the transformative power of education. In the context of the 21st Century, it will be our pupils’ personal qualities and values, not just exam results, that will set them apart. Our role is to give young people the skills, confidence and capabilities to navigate their own paths through life – and the unshakeable sense of self they need to influence the world around them for the better.
Dr Richard J Maloney Headmaster
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Estates Contracts and Compliance Manager
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Estates Contracts and Compliance Manager
About our estate
The estate covers 125 non-contiguous acres, almost one mile apart at its extremities and interspersed by town housing and retail properties. It includes 59 acres of playing fields, 14 acres of gardens, and a built estate of 80 buildings, of which 23 are listed (Grade I & II), across 775,000 sq ft. Buildings include teaching blocks, assembly buildings, boarding houses, staff housing, administrative and technical accommodation, and sports facilities. The school has an ambitious master plan to improve and renew elements of the Estate, which have included boarding houses, a music school, a sports centre and an RIBANational award- winning Science Centre completed in 2014. Reporting to the Estates Director, the Estates team comprises of circa 40 people. The team is responsible for maintenance, grounds and gardens, estates compliance, porterage and security.
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Estates Contracts and Compliance Manager
Our structure
Uppingham Leadership Team (ULT)
Headmaster (Chair)
Senior Deputy Head
Bursar
Deputy Head Academic
Finance Director
Director of Information Systems
Registrar
Marketing Director
Development Director
Commercial Director (UK)
Estates Director
Operations and Procurement Director
HR Director
Educational Leadership Team (ELT)
Business Support Leadership Team (BSLT)
Headmaster (Chair)
Bursar (Chair)
Operations and Procurement Director
Senior Deputy Head
Deputy Head Academic
Director of Information Systems
Marketing Director
Development Director
Finance Director
Estates Director
HR Director
Commercial Director (UK)
Registrar
Assistant Head Data/Asset Management
Assistant Head Teacher Development
Assistant Head Co-curricular
Assistant Head Pastoral
Assistant Head Sixth Form
H&S Manager
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Estates Contracts and Compliance Manager
BSLT – Detail
Bursar/ Clerk to Trustees
PA
Operations and Procurement Director
Director of Information Systems
Finance Director
Estates Director
HR Director
Commercial Director (UK)
H&S Manager
Lettings Sports Centre School Shop Miscellaneous trading
Contract catering Procurement Operations contracts Cleaning: Boarding Houses Central buildings
Accounts Funding Treasury Payroll Reception
Building Projects Building Systems Maintenance Estate compliance Environment Energy
IT Infrastructure Client services Databases and software
HR services Recruitment Wellbeing Pay & benefits Staff housing
Health and Safety Fire safety Transport
IT Training Telephony
Grounds Gardens Security Porterage
FINANCE BUILDINGS ENERGY & EXTERIOR
INFORMATION & COMMUNICATION TECHNOLOGY
PEOPLE
HEALTH AND SAFETY
TRADING OPERATIONS & PROCUREMENT
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Estates Contracts and Compliance Manager
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Estates Contracts and Compliance Manager
The role
Job purpose To work proactively with the Estates Department to establish and maintain a safe and statutory compliant environment for pupils, colleagues and visitors. To support the Estates Team by providing operational management, documentation, record keeping, monitoring, auditing and statutory compliance services relating to the management, safety and development of the estate. To lead the Estates team in the procurement and management of contracts, maintaining central records for all contracts and related information i.e. contractor insurance, contractor evaluation records, performance monitoring against agreed standards. To ensure the effective and efficient delivery of a key front line service, maintaining a customer focus at all times. About the person We are looking for a process-driven character who can identify problems and provide structured solutions within a dynamic environment. The ability to communicate well at all levels and think flexibly are essential, as are a developed understanding of both Health and Safety and the built environment. The importance of record keeping, auditing and statutory compliance of the built and landscaped environment is at the heart of this role. An understanding of its impact on how people lead their lives in a round-the-clock community, and how it can contribute to the School’s success, will be central to the appointee’s own success. An appreciation of the value of independent education and the life of a seven-day-a-week boarding school is fundamental. Your accountabilities Compliance: To act as an expert technical point of contact ensuring that the School is compliant at all times with all relevant legislation, regulations and statutory testing pertaining to the Estate, including health and safety, fire safety, asbestos, legionella, electrical safety, gas, pupil safeguarding, etc.; Organisation and Strategy: Creation, implementation and delivery of a comprehensive risk-based Compliance Monitoring Programme. Setting and communicating clear short, medium and long-term plans for the compliance requirement of the School estate; implementing these plans in consultation with the Estates team.
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Estates Contracts and Compliance Manager
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Estates Contracts and Compliance Manager
The role (continued)
Procurement: Develop and implement a procurement system, working closely with the Estates team to achieve value for money and adherence to the system; work with department heads to advise on complex procurement matters, including the standardisation of parts purchasing; develop mechanisms to monitor and continually improve the performance of suppliers; make recommendations for Estates contracts and ensure terms and conditions are completed and signed; attend meetings with internal and external stakeholders; help negotiate best price and terms with suppliers and contractors, using strong interpersonal skills; and maintain a central register of all Estates contracts. Security: Deliver the School’s security strategy to a quality and cost agreed with the Estates Director; ensure that School property is adequately secured to safeguard pupils, protect staff and assets, and prevent access from unwanted third parties.
Reporting: Establish clear targets, reporting and tracking of estates compliance and actions.
Create and maintain clear and accurate data to communicate compliance targets, status and actions at all times. Subject to level of report, provide sufficient detail to highlight the main challenges and risk based assessment of compliance. You will ensure that all records of statutory maintenance are kept and provide reports to the Estates Director and the Senior Management to demonstrate the current position in relation to Estates Compliance. Team relations: Follow up remedial actions arising from compliance with Estates colleagues, understanding the resources available to colleagues, reporting progress to the Estates Director while achieving consensus and maintaining excellent relations with all members of the Estates team at all times. Training: Where necessary ensuring that all members of the department gain the training required for the department and provide technical updates in relation to compliance; Cost and budget management: Ensuring that Estates Contracts and Compliance expenditure is kept within budget at all times; keeping the Estates Director and Finance Department informed in a timely manner of costs, invoices and accurate accruals and forecasts; and meeting the School’s tendering rules.
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Estates Contracts and Compliance Manager
About you
Qualifications: • Membership by qualification of the Institute of Workplace and Facilities Management (formerly BIFM) or CIPS • Membership by qualification of a relevant building services professional organisation (e.g. CIBSE, IMechE, IEE etc.) would be advantageous. Skills and experience: • Contract management • Experienced in developing and implementing procurement strategies • Previous experience of a compliance and / or facilities / property management role in a large, multi-site organisation, with multiple stakeholders, ideally within the education sector. • Excellent working knowledge of legislative compliance requirements including but not limited to Asbestos; Legionella; Electrical Safety; Gas Safety; Fire Risk Assessments etc. with particular emphasis on schools / the education sector. • Ability to use and create systems-based reporting tools • Experience of compliance inspections, auditing, risk assessment and report writing making considered and sound recommendations for improvements as necessary and following up / supporting implementation of recommendations through to completion. • Have the ability to effectively monitor progress and follow up on any projects or issues identified by audits or inspections. • Experience of term-maintenance / compliance contract procurement and management. • Budgetary management experience. • Excellent records, document and data management, including asset databases and management of assets. • Strong IT skills (CAD, BMS, Excel, etc.), including scrutiny and analysis of data Personal qualities: • Excellent verbal and written communication skills at all levels of the organisation • Possessing the capacity to analyse and improve systems and working practices • Positive, ‘can-do’ and forward-looking attitude, striving for improvement • Diplomatic problem-solver who understands the requirements of stakeholders and colleagues • Diplomacy and sense of humour
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Estates Contracts and Compliance Manager
Key relationships
Direct reports: • School Constable (security) • Head Porter • Water Hygiene Operative • Fire Safety Technician
Other Estates personnel: • Estates Contracts and Compliance Manager • Estates Asset Manager (Systems and Data) • Estates Project Manager
• Grounds Manager • Gardens Manager • Maintenance Administrator • Estates Co-ordinator • CAD Superviser
Other key relationships: • Bursar • Finance Director • HR Director
• Commercial Director • Marketing Director • Senior Deputy Head • Deputy Head Academic • Registrar • Health and Safety Manager • Housemasters/mistresses, Heads of Department Membership of wider teams: • Health and Safety Executive, chaired by Health and Safety Manager • Health and Safety Committee, chaired by Health and Safety Manager
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Estates Contracts and Compliance Manager
Terms and condi- tions
Benefits
Working hours Monday-Friday 39 hours per week.
Holidays The annual holiday entitlement is 30 working days, of which up to 5 days must be taken over the Christmas period. Public holidays in term time are normal working days; a day off in lieu is given at another time. Pension scheme Defined contribution scheme: employee contribution matched by School by factor of two, up to 10%maximum. Benefits • 50% contribution to premiums for School’s private health scheme • Death in service cover with a lump sum of twice annual salary • Free membership of dual-use Sports Centre (£25 annual admin fee) • Free staff lunches in term-time • School fee day place discount for children of staff • Retail and restaurant discounts, via Sodexo platform • Cycle to work scheme • Free annual flu jabs • Westfield health care package • Recognised as a “Disability Confident” employer • Recognised as a “Mindful” employer Safeguarding The post-holder’s responsibility for promoting and safeguarding the welfare of children and young persons for whom s/he is responsible, or with whom s/he comes into contact, will be to adhere to and ensure compliance with the School’s Safeguarding (Child Protection) Policy at all times. If in the course of carrying out the duties of the post the post-holder becomes aware of any actual or potential risks to the safety or welfare of children in the School s/he must report any concerns to the School’s Designated Safeguarding Lead (DSL) or to the Headmaster.
Some out of hours work will be required, as befits a senior managerial position, including possible emergency attendance.
Salary £55,000
Probation period 6 months
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Estates Contracts and Compliance Manager
Application process
To arrange a confidential briefing conversation, please contact our advisors Hayley Mintern and Melanie Pye of MRG.
Melanie Pye melanie.pye@mrgpeople.co.uk 07530 734 568 Hayley Mintern hayley.mintern@mrgpeople.co.uk 07530 680 184
Applications should include a comprehensive CV.
Closing date for applications will be Sunday 10th April 2022.
1st stage interview: Tuesday 26th April 2022 Final stage interview: Thursday 5th May 2022
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Estates Contracts and Compliance Manager
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