TECHNICAL SERVICES DUTY ENGINEER CANDIDATE INFORMATION PACK
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ABOUT THE UNIVERSITY OF OXFORD
Welcome to the University of Oxford. We aim to lead the world in research and education for the benefit of society both in the UK and globally. Oxford’s researchers engage with academic, commercial and cultural partners across the world to stimulate high-quality research and enable innovation through a broad range of social, policy and economic impacts. We believe our strengths lie both in empowering individuals and teams to address fundamental questions of global significance, while providing all our staff with a welcoming and inclusive workplace that enables everyone to develop and do their best work. Recognising that diversity is our strength, vital for innovation and creativity, we aspire to build a truly diverse community which values and respects every individual’s unique contribution. While we have long traditions of scholarship, we are also forward- looking, creative and cutting-edge. Oxford is one of Europe’s most entrepreneurial universities and we rank first in the UK for university spin-outs, and in recent years we have spun out 15-20 new companies every year. We are also recognised as leaders in support for social enterprise. Join us and you will find a unique, democratic and international community, a great range of staff benefits and access to a vibrant array of cultural activities in the beautiful city of Oxford.
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ABOUT THE UNIVERSITY OF OXFORD THE UNIVERSITY OF OXFORD ESTATE ESTATES SERVICES THE CONTEXT OUR PRIORITIES ENVIRONMENTAL POLICY, SUSTAINABILITY AND ‘GREEN’ TRAVEL FUTURE DEVELOPMENT OF THE ESTATE JOB DESCRIPTION SELECTION CRITERIA BENEFITS OF WORKING AT THE UNIVERSITY APPLICATION PROCESS
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For more information, please visit www.ox.ac.uk/about/organisation.
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THE UNIVERSITY OF OXFORD ESTATE
...comprises a significant portfolio of land and properties, with a wide range of asset types and uses: 235 buildings, providing some 590,000m2 of space, which accommodates the day-to-day activities of the University, including specialist research buildings, teaching laboratories and lecture halls, sports facilities, libraries and museums, administrative and ceremonial buildings The University is responsible for the repair and upkeep of some of the finest buildings in the city of Oxford, including the Radcliffe Camera, Sheldonian Theatre and Old Bodleian Library The estate has been growing at around 5% per annum for the last 15 years. A further 150 properties in and around Oxford which are managed commercially, including accommodation for graduate students, offices, warehouses and land. The estate has buildings dating from 1424. 25% of it is listed and 37% was built before 1840. It also includes a significant portfolio of state-of-theart research buildings developed over the last 10 years The University has a series of masterplans that could provide up to an additional 250,000 m2 of space.
ESTATES SERVICES
Estates Services is responsible for the management and strategic direction of Oxford University’s functional and commercial estate within Oxfordshire. This comprises some 450 buildings and the infrastructure associated with them.
Estates Services has a broad and diverse remit covering:
• Development of the University’s Estate Strategy • Management of the University’s functional estate (which includes laboratory and teaching facilities, offices, museums, and libraries) and housing for graduate students and staff; • Facilities Management for a growing number of University buildings • Management of the University Parks and Wytham Woods • Management of the University’s commercial, agricultural and residential land and property assets • The development of all capital building projects, running at around £60m - £90m per annum • Repairs and maintenance of buildings and infrastructure (except IT and Telecoms) • Programmes of refurbishment, replacement and minor works • Reactive maintenance via the Helpdesk • Environmental sustainability • Space management and maintenance of space and property records • Maintenance of a safe and secure physical environment for staff, students and visitors by Security Services.
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THE CONTEXT
OUR PRIORITIES
Oxford has specific issues:
Key challenges are: a very significant change in the capital funding landscape , more emphasis on sharing and flexibility by a smaller number of centres of excellence, the changing needs of students, and carbon and energy reduction. • The UK Higher Education sector as a whole faces a significant reduction in government funding for capital • The quality of student provision has come under scrutiny following introduction of the variable fee • Research funding is increasingly dependent on promoting flexibility, interdisciplinary work and sharing between institutions • The national value-for-money agenda is promoting better use of space and more efficient servicing. Carbon reduction targets for the sector are challenging
The University will balance capital spending on refurbishing and replacing the existing estate with the delivery of new buildings to meet research and education needs. It will provide an estate that meets the needs of staff and students, reduces environmental impact and is affordable to run and maintain. The Estate Strategy has a number of priorities: • To meet the changing patterns of research and teaching activity that result from changes in the size and shape of the University • To improve the utilisation of space through new buildings designed for flexibility and shared use, and the effective sharing of existing teaching and research facilities • To improve the condition and functional suitability of the estate by reviewing the use of existing buildings which are vacated when new ones are built • To reduce running costs and carbon emissions A more efficient and flexible use of space and sharing of facilities will: • Reduce the resources needed to run and maintain less efficient buildings, enabling resource to be redirected for academic benefit • Allow for new ideas to be realised in research and education through increased collaboration
• A number of properties are no longer functionally suitable for their current use and their future needs to be considered in the light of their location and potential for change of use • The development of new donor-funded buildings is likely to continue as the University grows • The provision of appropriate student housing remains a challenge and will require further investment • Ambitions to promote flexibility and sharing of both teaching and research space enjoy broad support across the University but are some way from becoming a reality • The continued growth of research places significant demands on investment • Research data requires very significant processing, resilience and storage facilities; investment in IT capital projects is likely to become more significant over the next five years
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ENVIRONMENTAL POLICY, SUSTAINABILITY & ‘GREEN’ TRAVEL
Oxford University’s Environmental Sustainability Strategy was approved by Council on 15 March 2021. The strategy sets two ambitious targets: to achieve net zero carbon and to achieve biodiversity net gain, both by 2035. The strategy focuses on these ten priority areas: • Research - Increase research and engagement in environmental sustainability. • Curriculum - Offer all students the opportunity to study environmental sustainability, either within or outside the examined curriculum. • Carbon emissions from University buildings - Reduce carbon emissions related to our energy consumption to a minimal level.
on the experience of the pandemic and the potential shift to more environmentally sustainable working practices.
The strategy is underpinned by the following four ‘enablers’: • Governance - Embedding environmental sustainability in the University’s governance and decision making; • The Environmental Sustainability Subcommittee, established in 2021 as a subcommittee of the Planning and Resource Allocation Committee (PRAC), is chaired by Dr David Prout, Pro-Vice-Chancellor (Planning and Resources) and has representatives from across the University and student body. The Subcommittee holds overall responsibility for environmental sustainability at the University. • Reporting - Developing a system of annual reporting of carbon emissions and biodiversity impact within the first twelve months, which will be published in the University of Oxford’s Annual Review and financial accounts; • Funding - Establishing the Oxford Sustainability Fund, making £200 million available for sustainability initiatives over the next 15 years, to finance the programme of action required to reach net zero carbon and biodiversity net gain by 2035; • Offsetting - Establishing a policy to guide our use of carbon offsetting and biodiversity offsetting. Visit our Environmental Sustainability Strategy Q&A page for responses to some of the key questions regarding the strategy.
FUTURE DEVELOPMENT OF THE ESTATE
The University has a number of masterplans which allow for improvements in existing facilities and accommodate the demand for an increase in the size of the functional estate. • The Radcliffe Observatory Quarter provides high quality modern teaching and office-based research facilities that encourage interdisciplinary and collaborative work; Humanities faculties have moved together into the former Radcliffe Infirmary Building and the purpose-built Andrew Wiles Building brings together the Mathematical Institute from three separate locations • The purchase of the Park Hospital site allows for the expansion of the Old Road Campus as a centre for developing world-leading medical research alongside operational clinical facilities • There are opportunities to redevelop and refurbish buildings in the Science Area and Keble Road Triangle to meet demand for state-of-the-art laboratory-based teaching and research • The Begbroke Science Park offers considerable scope for expansion and growth allowing University research to develop hand-in-hand with industrial and commercial enterprise • The Iffley Road Sports Centre provides opportunities to develop new sports facilities comparable to those of other world-leading universities
• Biodiversity - Identify and
address the University’s principal biodiversity impacts through its operations and supply chain, and enhance biodiversity on the University’s estate. • Sustainable food - Reduce the carbon emissions and biodiversity impact of our food. • Sustainable resource use - Reduce the environmental impacts of our consumption and supply chain. • International travel - Reduce aviation emissions from University staff and student travel and offset the balance of emissions. • Local travel - Limit transport emissions by reducing the need to travel, encouraging walking, cycling and the use of public transport and managing the demand to travel by car. • Investments - Ensure that the University, as an investor, is part of the solution to climate change and biodiversity loss. • Learning from the pandemic - Build
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JOB DESCRIPTION
Job title Division
Technical Services Duty Engineer
University Administration and Services (UAS) Estates Services – Direct Labour Organisation (DLO)
Department
Location
1a South Parks Road, Oxford, OX1 3UB Grade 8: £45,585 - £54,395 per annum
Grade and salary
Hours
Full time
Contract type Reporting to
Permanent
Technical Services Manager
The Role The Heritage & Building Maintenance Team sits within Operations at Estates Services. The Team is responsible for the repair and maintenance of the University of Oxford’s Functional Estate (comprising over 300 specialist research, teaching, and laboratory buildings, lecture halls, sports facilities, libraries and museums, administrative and ceremonial buildings). The Technical Services function of Estate Operations is a strongly customer facing team, and the post-holder will be required to manage the resources, performance and development of the team as a whole in order to deliver an efficient, cost-effective and resilient service for our customers. Excellent communication and organisational skills are critical to success, all projects must be delivered in accordance with operational processes and Estates Services SLA. The post requires a highly motivated and enthusiastic problem-solver, with considerable experience and a firm commitment to excellence in customer service, safe and efficient working practices, and contractor control. The post holder will be required to oversee, monitor, and coordinate service delivery liaising closely with the Technical Services Manager to optimise performance output of the team. The Duty Engineer will be expected to actively manage in-house Mechanical, Electrical and Plumbing Technicians as well as external contractors, frameworks and suppliers across the estate. The post holder will have a focus on performance management, triaging of jobs, allocation to team operatives and quality assurance.
As well as building users, the Duty Engineer will work closely with a number of other specialist teams across the University, including but not limited to the University Safety Office, Engineering Services, Sustainability, Asset and Space Management and Capital Projects. The post holder will be expected to have a relevant professional qualification (NVQ, HNC or similar) or an equivalent level of experience commensurate with such a qualification. Significant expertise in the areas of reactive and planned maintenance of buildings and contract management in relation to planned & reactive M&E maintenance and framework contractors are also essential.
• Support and deputise for the Technical Services Manager when required. • Actively seek opportunities for best practice and continuous improvement in service delivery, reducing inefficiency and waste across all repairs and maintenance functions, and to listen to customer feedback, suggestions and comments during and post project completion. • Work safely at all times, working in accordance with Estates Health and Safety Procedures, Safety Office Policy, and Construction Industry Best Practice. To take responsibility for monitoring own work environment and carry out risk assessments as and when required. To ensure that any breaches of Health and Safety noted on site are adequately reported to the responsible Estates or University team/staff member and, where necessary that unsafe practices are stopped immediately pending investigation. • Undertake any other reasonable tasks (commensurate with salary and responsibility levels of the post) which are requested of the post-holder by the Estates Director, Senior Management Team or responsible Line Manager. Key Operational Activities: • Support and advise senior management on relevant repairs and maintenance matters and to assist with the preparation of an annual report to the Buildings and Estates Sub- Committee on buildings asset performance across the University Estate. • Ensure that customers are consulted and kept informed of progress in relation to individual tasks and projects, and their needs and priorities are adequately recorded and properly considered and project briefs/schedules of
works are accurate and unambiguous. • Communicate clearly, and in a timely manner, with all customers and key stakeholders for all minor projects/ maintenance tasks, and to ensure that all decisions made are open and transparent, with justifications where applicable. • To promote and ensure a high standard of health and safety awareness, and to take appropriate action in respect of any potential risks, near misses or accidents. Report and investigate incidents in accordance with Estates processes. • To directly manage or oversee the team’s effective management of principal and sub- contractors across University projects. To carryout regular inspections of trade work to ensure a good standard of workmanship and customer satisfaction. • To understand the relevant legislation and regulations relating to building works, site management and contractor control which apply to University building projects, such as the CDM Regulations 2015, and to complete any necessary documentation relating to these when required. • To identify issues of poor performance by contractors and to provide constructive feedback on work undertaken on behalf of the University. To feed into the continuous improvement of service functions by sharing lessons learnt with others within Estates Services and the wider University. • Work with the Estates Helpdesk to plan and deliver effective accurate timely communications in line with agreed processes and SLA’s. This will include providing regular updates, writing and editing online via the Planon Portal and liaising directly with
Responsibilities
Service Delivery The Duty Engineer shall: • Provide leadership, support and direction to the Technical Services Inspectors, Supervisors and Technicians in relation to planned and reaction repairs, maintenance and fault finding. • Be responsible for the effective management of the team’s workload through triage of Planon Jobs, projects and allocation. • Provide support and leadership focussed on performance outcomes in accordance with SLA targets, agreed processes and optimising staff resources and contractor supply chain. • Manage chargeable services and scheduling in accordance with the Estates Standing Orders. • Successfully manage their own personal programme of reactive projects across the universities estate and to ensure work is carried out within budget and on time. • Collaborate with the Technical Services Manager to deliver the optimal service for our customers.
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Departments and Building Managers by email, Telephone and Face to Face site visits. • To oversee the implementation of PPM activities and to review contracts, routines and performance on a regular basis. • To manage the out of hours call out rota and to attend out of hours calls as and when required. Management • To mentor and develop junior members of the team and encourage an open and supportive culture for wider team development. • Review and monitor day to day workload of the team, carrying out team meetings,
the three year plan and annual budgets for reactive and planned preventative maintenance and advise and report on larger scale capital refurbishments requirements. • Help to monitor the Technical Services budget expenditure in consultation with Finance, the Technical Services Manager and the Head of Heritage and Buildings Maintenance. • Adhere to finance processes and review the
services that the team provides • To treat all customers, staff, students, colleagues, partners and suppliers fairly, recognising the value of diversity and the importance of equality • To carry out tool box talks in relation to matters of buildings repairs and maintenance for colleagues, contractors and departmental staff as required • To host and chair meetings with customers from departments and divisions, contractors and members of other teams within Estates e.g. Security regarding individual projects • To attend, as required, liaison meetings with key stakeholders to update them on individual projects and to offer expert advice on matters such as strategic maintenance strategies etc. Health and Safety: • To understand the relevant legislation and regulations relating to building works, site management and contractor control which apply to University building projects, such as the CDM Regulations 2015, and to complete any necessary documentation relating to these when required. • To carry out the role in accordance with University Safety Policy https://safety.web. ox.ac.uk/health-and-safety-at-oxford • To plan, organise and supervise contractors in the execution of work passed to them in accordance with University Policy statement S6/08.
• To review and/or produce safety method statements and risk assessments prior to work being carried out and ensure safe systems of work for staff and contractors using permits to work where necessary, with assistance from the Heritage and Buildings Leadership Team, Estates Building Services or Compliance Team if necessary. • Ensure that all inspections, actions, test and reports relating to statutory compliance are carried out with appropriate reports and certificates. • Promote a high standard of health and safety awareness and to take appropriate action in respect of any potential risks, near misses or accidents noted on site. • To ensure that contractors working on University buildings have been given relevant health and safety documents available e.g. asbestos register information, and to monitor for the effectiveness and implementation of identified control measures and other safety issues and liaise with Departmental and Area Safety Officer as required. • To ensure that any hazardous waste created by works is dealt with in the correct manner, liaising with the Estates Compliance Team and Safety Office as appropriate.
teams quotations and invoices. Escalate or authorise orders and payments in a timely manner.
• Ensure that all work is let in accordance with Purchasing Policy and offers value for money for the University. • Understand the Framework contracts that are in place with preferred suppliers, and utilise these as appropriate. • Ensure that all purchases comply with University procurement policies and procedures and the Head of Heritage and Building Maintenance is kept informed of financial commitments • To work with other members of the team to effectively manage the Remedial and PPM budgets Departmental Liaison • To communicate effectively and regularly with customers, building users and members of other University teams on matters relating to projects across the Estate. • To be open, honest and clear in all communications, and able to explain the
1:1’s and annual PDRs, managing staff development, performance matters, and
identifying appropriate training. Take part in the recruitment process and induction training as and when required. • Provide expert advice, mentoring and presentations in relation on Building Fabric matters including updates and changes to legalisation and Health and Safety Matters • Ensure that adequate resource cover is planned and maintained at all times, identifying peaks in service pressure and mitigating operational impacts when required. • Ensure the team has the right mix of skills and capabilities to perform essential duties across the estate.
Budget & Finance: • Inform and contribute to the production of
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SELECTION CRITERIA
Essential selection criteria: Candidates should have: • A relevant professional qualification (NVQ, HNC or similar) or an equivalent level of experience commensurate with such a qualification. • Able to demonstrate extensive experience of M&E repair and maintenance and contractor management. • Demonstrable knowledge of current Health and Safety Laws, British Standards, Building Regulations and Codes of Practice including CDM regulations. • Excellent organisational skills, project management and record keeping, with the ability to work across teams and independently to prioritise competing deadlines and performance output. • Able to work collaboratively with internal and external stakeholders to understand their needs and requirements in relation to project works, restrictions and procedures etc. • Confident in managing teams of M&E services, contractors and sub-contractors working together to compete jobs to a high standard. • Able to demonstrate experience of budget management and purchasing knowledge. • Literate and numerate with ability to effectively communicate in writing and through verbal presentation. • Experience of using management databases, Outlook and good general IT literacy. Desirable selection criteria: The following extra experience are desirable: • Experience of working within a Direct Labour or trades context and environment. • Knowledge and experience of running and managing JCT contracts • IOSH or equivalent • Experience of working within the Higher Education sector or with large estate portfolios • Experience of change management, process improvement or reducing inefficiency or waste within their working practices. • Performance management through the implementation, or adherence to Service Level Agreements, individual or team targets, benchmarking or equivalent.
BENEFITS OF WORKING AT THE UNIVERSITY
University employees enjoy 38 days’ paid holiday, generous pension schemes, travel discounts, and a variety of professional development opportunities. Our range of other employee benefits and discounts also includes free entry to the Botanic Gardens and University colleges, and discounts at University museums. See https://hr.admin.ox.ac.uk/staff-benefits Membership of the University Club is free for all University staff. The University Club offers social, sporting, and hospitality facilities. Staff can also use the University Sports Centre on Iffley Road at discounted rates, including a fitness centre, powerlifting room, and swimming pool. See www.club.ox.ac.uk and https://www.sport.ox.ac.uk/. If you are relocating to Oxfordshire from overseas or elsewhere in the UK, the University’s Welcome Service website includes practical information about settling in the area, including advice on relocation, accommodation, and local schools. See https://welcome.ox.ac.uk/ There is also a visa loan scheme to cover the costs of UK visa applications for staff and their dependents. See https://staffimmigration.admin.ox.ac.uk/visa-loan- scheme With one of the most generous family leave schemes in the Higher Education sector, and a range of flexible working options, Oxford aims to be a family-friendly employer. We also subscribe to the
Work+Family Space, a service that provides practical advice and support for employees who have caring responsibilities. The service offers a free telephone advice line, and the ability to book emergency back- up care for children, adult dependents and elderly relatives. See https://hr.admin.ox.ac.uk/my-family- care The University has excellent childcare services, including five University nurseries as well as University-supported places at many other private nurseries. For full details, including how to apply and the costs, see https://childcare.admin.ox.ac.uk/ We are committed to supporting members of staff with disabilities or long-term health conditions. For further details, including information about how to make contact, in confidence, with the University’s Staff Disability Advisor, see https://edu.admin.ox.ac.uk/disability-support The University has a number of staff networks including the Oxford Research Staff Society, BME staff network, LGBT+ staff network and a disabled staff network. You can find more information at https://edu. admin.ox.ac.uk/networks The University of Oxford Newcomers’ Club is an organisation run by volunteers that aims to assist the partners of new staff settle into Oxford, and provides them with an opportunity to meet people and make connections in the local area. See www.newcomers. ox.ac.uk.
Pre-employment screening Standard checks
If you are offered the post, the offer will be subject to standard pre-employment checks. You will be asked to provide: proof of your right-to-work in the UK; proof of your identity; and (if we haven’t done so already) we will contact the referees you have nominated. You will also be asked to complete a health declaration so that you can tell us about any health conditions or disabilities for which you may need us to make appropriate adjustments. Please read the candidate notes on the University’s pre-employment screening procedures at: https:// www.jobs.ox.ac.uk/pre-employment-checks
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APPLICATION PROCESS
The University is being supported on this recruitment campaign by the search consultancy The Management Recruitment Group (MRG).
To arrange a confidential briefing conversation please contact our advisor Matthew Giles.
Matthew Giles | Business Director matthew.giles@mrgglobal.com 07530 680 159 | 020 3962 9900
Applications should consist of a comprehensive CV and a covering letter and should be sent to matthew.giles@mrgglobal.com
The closing date is Sunday 4th February.
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