Head of Maintenance Services Candidate Briefing Pack
Contents
4 The University in numbers
6 Why Surrey?
8 Our Estate
10 Priorities, Benefits and The Structure
12 Job Description
Key responsibilities.................................. 13 Elements of the role................................ 14 Person Specification................................ 16
18 Selection process
How to apply.............................................20
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The Times/Sunday Times Good University Guide 2015
University of Surrey
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Estates and Facilities Management Department | 2016
The University in numbers
4TH INTHE GUARDIAN LEAGUE TABLE2016
£400M INCAMPUS INVESTMENT * * SINCE2000
125YEARS OF SHAPING THE FUTURE
12,000+ LOCAL JOBS SUPPORTEDBY THEUNIVERSITY
GLOBALMARKET LEADER IN SATELLITE TECHNOLOGY
STUDENTS FROMOVER 120COUNTRIES
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The University in numbers
140 COMPANIES AT SURREY RESEARCHPARK
£1.5BN CONTRIBUTION TONATIONAL ECONOMY
£70M 5G INNOVATION CENTRE
5TH INNSS FOROVERALL STUDENT SATISFACTION
2ND FORGRADUATE EMPLOYABILITY
2,300+ PLACEMENT PARTNERS
University of Surrey
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At the University of Surrey, we ask and answer important questions that create new insight and understanding. More than any other British university, we actively share our knowledge through innovative teaching, professional training and business collaborations. We inspire people to do wonderful things, and also help them to acquire the tools they need to build better lives in a better world. Why Surrey?
5TH FOR STUDENT SATISFACTION
Surrey entered the league-table elites with a top- four ranking in The Guardian University Guide 2016, a climb of two places from sixth in 2015. The Times/ Sunday Times Good University Guide 2016 and The Complete University Guide 2016 also put us in the top ten for the first time. TOP4 INTHE GUARDIAN UNIVERSITY LEAGUE TABLE
2ND FORGRADUATE EMPLOYABILITY
Surrey rose three places to fifth in the 2015 National Student Survey, achieving a 92% overall student satisfaction rating.
The University of Surrey is second for graduate
employability when compared with other chartered universities in England. According
Read more at: surrey.ac.uk/pl
to data from the Higher Education Statistics Agency
(HESA), 96.9 per cent of our graduates were in work (or further study) six months after graduation in 2014.
Read more at: surrey.ac.uk/pl3
Read more at: surrey.ac.uk/pl2
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Education
Surrey encourages students to be the best they can be.
Jennifer Jacobsen BSc (Hons) Business and Retail Management
ATOP UNIVERSITY FOR SPORT
NEW£45M SCHOOLOF VETERINARY MEDICINE
GUILDFORD SCHOOLOF ACTING (GSA)
Surrey was named one of the twelve best universities for sports teams, clubs and facilities in the Which? University Student Survey 2014. Surrey Sports Park is one of Europe’s leading sports venues. This £36- million centre features world-class facilities and plays host to a number and sports events. Surrey Sports Park is also home to Team Surrey, which offers 46 sports clubs for students to join. The Park was the official training base of the Irish and Italian national teams during the 2015 Rugby World Cup. of professional teams, athletes
The establishment of a new £45-million School of Veterinary Medicine – one of only eight in the UK – has put Surrey on the map as a pioneering centre for interdisciplinary research to improve animal and human health. School’s alliances with an extensive network of partners in clinical practice, research and industry provides an outstanding training environment for our students, as well as for practising veterinary surgeons, veterinary nurses, para- Opened by HMThe Queen, the new
The University of Surrey’s Guildford School of Acting (GSA) is one of the most highly regarded theatre schools in the UK, and arguably the foremost musical theatre school in the world. GSA’s distinguished alumni include performers such as Brenda Blethyn OBE, Michael Ball, Bill Nighy and Celia Imrie.
professionals and clinical scientists.
University of Surrey
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THE NEW DE PARTMENT OF E S TAT E S AND FAC I L I T I E S MANAGEMENT
I N T RODUC T I ON
Estates & Facilities Management (E&FM) at the University of Surrey is changing. We are in the process of transforming our services into a customer focused and professional service aligned to the mission of the University. A new senior management team is in place and a number of other senior and professional roles are in the process of being recruited. This is an exciting time to join a dynamic team where change is being driven, to meet the needs of a modern and successful University. E&FM is a large multi-disciplinary department responsible for the long term planning, development and maintenance of the University’s estate. We also provide a variety of facilities related services to all University faculties and departments. E&FM is made up of a number of service focused teams (some 285 staff) which are responsible for providing services that are essential for the smooth running of the university as a whole. We aim to provide a coordinated and customer oriented approach to developing, maintaining and adapting the University’s estate and a wide range of support services to create an environment which supports the University’s academic mission. The University of Surrey are delighted to have been named The Times and Sunday Times Good University Guide 2016 University of The Year. Learn more about our league table success and discover why our students, staff and alumni are proud to be part of the University of Surrey – wonderful things happen here.
Principally E&FM is responsible for: o Long term strategic planning, development and management of the University’s estate o Delivery of the University’s capital development and refurbishment programme. o Maintaining the University’s teaching, research, administrative and residential buildings. o Delivering a comprehensive security and facilities management service to the University. o Maintaining and developing the University’s landscaped grounds and sports pitches. o Promoting the University’s environmental sustainability initiative, particularly with regard to reducing carbon emissions.
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THE E S TAT E
E S T A T E S AND F AC I L I T I E S D E P AR TME N T S E R V I C E S
T H E D E P AR TME N T O F E S T A T E S AND F AC I L I T I E S MANAGEME N T
The University estate comprises a significant portfolio of land (approximately 92 hectares) which is largely made up of its two main campus areas (Stag Hill and Manor Park) and also a significant amount of agricultural land and Surrey woodland. The value of the estate is approximately £1Bn (total insurance replacement value). Located across Stag Hill and Manor Park campuses are some 295 buildings providing 270,000 m2 of space (GIA), accommodating all teaching, learning, research and support activities of the University and also 5150 residential bed spaces. The estate is a key element of the marketability of the University and we are extremely proud of our campus. We also have ambitious plans to continue to develop both our campuses to accommodate projected significant student growth.
The Planning and Development team is responsible for the project management of new build development and refurbishment and upgrading of existing buildings and infrastructure. This team also takes on the ‘custodial’ role ensuring that the estate is planned and managed with the long term in mind including managing all town planning matters, land and property management, space management and health, safety and compliance management. The Systems and Operations team carefully manages the University’s estate and facilities to ensure that staff, students and visitors benefit from excellent facilities within which to study, work and live. A broad range of facilities services are provided including: Security, Maintenance, Cleaning, Waste and Recycling, Portering, Distribution and Post, Fleet Management, Landscape and Horticulture. A Customer and Business Services team and Systems and Business Support team ensure that departmental processes and systems are carefully managed to ensure that E&FM as a whole is able to provide excellent levels of customer service to all of its customer groups.
Significant funding has already been secured to deliver this ambition.
University of Surrey
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PR I OR I T I E S AND BENE F I T S
B E N E F I T S
E S T A T E S AND F AC I L I T I E S MANAGEME N T D E P AR TME N T P R I OR I T I E S
• Generous leave - 25 days Annual Leave + 7 University Days University Closure days + Bank holidays • Family Support - Whether you choose to take advantage of our campus nursery, benefit from tax and national insurance savings on your child care fees, or need to take time off work for maternity or paternity leave, the University of Surrey is there to support you. We believe that all employees should have a healthy work life balance and where possible support flexible methods of working. • Sports, Leisure & Wellbeing - As an employee you will have access to reduced price membership of the spectacular Surrey Sports Park, which is located on our Manor Park Campus. Offering a full range of exercise and wellbeing classes, a first class gym, Olympic sized swimming pool, climbing wall, tennis and squash courts and a whole range of activities for children, Surrey Sports Park is a great place to spend time with both family and friends. • Staff Development - Our experienced in-house team offer a broad range of courses, workshops and bespoke sessions for individuals and groups, covering induction, personal development, organisational performance and development, leadership and management and many more.
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 re-purposing existing buildings which are vacated when new ones are built.
To reduce running costs and carbon emissions across the estate.
• Pension – USS pension scheme with employer contributions of 18%
• Child care- Campus Kids Day Nursery provides childcare for children aged 3 months to 5 years. It is open daily from 0800hrs to 1830hrs, 52 weeks per year, not including bank holidays. The nursery is managed on behalf of the University by Bright Horizons, who provide high quality care in a friendly and stimulating environment.
• Childcare Vouchers
• Season ticket loan
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S T R UC T U R E
ESTATES & FACILITIES MANAGEMENT DEPARTMENT ORGANISATION CHART SENIOR MANAGEMENT TEAM (AS AT 01/06/2016)
DIRECTOROFESTATESAND FACILITIES MANAGEMENT
PA TO DIRECTOR
TREVOR HUMPHREYS
LOUIZE LAW
MANOR PARKDEVELOPMENT DIRECTOR
DEPUTYDIRECTOR,PLANNINGAND DEVELOPMENT
DEPUTYDIRECTOR, SYSTEMS AND OPERATIONS
HEAD OF SECURITY SERVICES
JACQUI LIPINSKI
STEVE BAKER
TBA
PETERBRINKLEY
SENIORPROJECT MANAGER / PROJECT MANAGERS
HEAD OF SYSTEMSAND BUSINESS SUPPORT
CLERKOF WORKS
PRINCIPALENGINEER
HEAD OF MAINTENANCE SERVICES
DEPUTY HEAD OF SECURITY SERVICES
HEAD OF SURVEYING AND PLANNING
HEALTH, SAFETYAND ASSURANCE MANAGER
HEAD OF CUSTOMERAND BUSINESS SERVICES
HEADOF HORTICULTURAL SERVICES
BUSINESS CONTINUITYMANAGER
HEAD OF CENTRALAND RESIDENTIAL SERVICES
ADMINISTRATIONAND FINANCE MANAGER
PRINCIPALBUILDING SURVEYOR
CLERKOF WORKS
COMPLIANCEADMINISTRATION
HEAD OF SPACEPLANNING
University of Surrey
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JOB DE SCR I P T I ON
K E Y R E S PON S I B I L I T I E S
J OB P UR POS E S T A T EME N T
As a highly qualified maintenance professional and subject expert, the post holder will champion the planning and delivery of estates hard services maintenance including planned preventative maintenance, inspection works, environmental and utilities delivery as well as operational reactive maintenance services, ensuring the delivery of a functionally operational, safe and compliant estate in support of wider E&FM and University strategic objectives.
1. Lead E&F maintenance teams in establishment and delivery of maintenance programmes, (planned, condition, inspections and reactive) that positively impact the staff student and visitor experience through enhanced operational availability of the estate whilst reducing business risk through increased safety and compliance. 2. Undertake reviews to demonstrate performance of in-house and outsourced activity and use KPI’s from within and outside the sector to support position. Ensure that the right balance between contracted and in-house activities deliver the best value for the University. 3. Lead, manage and mentor the entire team to ensure development of the professional capabilities and can-do culture within the team and ensure all maintenance team activities meet operational, environmental, sustainability and customer service delivery standards in line with stated SLA’s, budgetary constraints, as well as legislative & safety compliance. 4. Work closely with other E&F Department Managers to ensure development of systems and processes that are fit for purpose, unambiguous, efficient and provide one version of the truth in terms of condition of the estate and performance of service delivery. 5. Deputise for the Deputy Director Systems and Operations as and when required. To professionally represent the Department on committees, working groups, review panels and other meetings, both internally and externally. 6. Working closely with the Finance Manager to Identify, plan, and review the overall budgets for the teams reporting to this post in line with the University’s standing orders and financial regulations. Proactively manage cost and cash flow variances.
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J OB D E S C R I P T I ON
K E Y R E S PON S I B I L I T I E S
K E Y R E S PON S I B I L I T I E S
7. Actively engage with stakeholders and the wider University community to raise the profile of E&FM, identify opportunities for improvement and to gain knowledge of / share best practice. 8. Manage the energy and sustainability team to ensure delivery of their activities is planned, managed and reported on in line with University objectives.
• Positively support equality of opportunity and equity of treatment to colleagues and students in accordance with the University of Surrey Equal Opportunities Policy. • Work to achieve the aims of our Environmental Policy and promote awareness to colleagues and students. • Follow University/departmental policies and working practices in ensuring that no breaches of information security result from their actions. • Ensure they are aware of and abide by all relevant University Regulations and Policies relevant to the role.
• Undertake such other duties within the scope of the post as may be requested by your Manager.
• Work supportively with colleagues, operating in a collegiate manner at all times.
Help maintain a safe working environment by:
• Attending training in Health and Safety requirements as necessary, both on appointment and as changes in duties and techniques demand. • Following local codes of safe working practices and the University of Surrey Health and Safety Policy.
University of Surrey
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E L EMENT S OF THE ROL E
P ROB L EM SO L V I NG AND D E C S I ON MAK I NG
P L ANN I NG AND ORGAN I S I NG
The demand for work is generated through a number of distinct routes which include:
The post holder is the technical expert for Hard services FM and an escalation point for their direct reports and is expected to provide guidance and support in the resolution of those issues brought to them. On the strategic side of the role, the post holder is required to think within broad approaches within their specialist area and is likely to encounter many different and often unusual problems. Whilst actions to be taken may be guided by external factors such as legislation, they will have to apply their experience and knowledge and take a creative approach, in order to devise solutions to these novel problems. As the ‘professional expert’ in this area, it will be their responsibility to resolve any issues which arise.
o The need to comply with statutory provisions. (5 – 8 Years Fixed wiring & principal structures inspections) o The business need to maintain the University’s physical estate to ensure it remains fit for purpose and does not deteriorate appreciably over the long term. (20 years +)
o The requirements of faculties and departments based on their plans. (0 – 24 months)
o The planned expansion of the estate. (0 – 5 years)
o The introduction of new services (0 – 12 Months)
o The day to day demands of staff, students and visitors.
The timescales for planning purposes do vary between same day delivery (reactive maintenance) to planning for items 5 to 8 years out in terms of statutory items, along with a whole life perspective when considering items like replacement combined heat and power (CHP) plant (20 years). With over 300 individual structures over 5,000 student bedrooms and potentially over 120 pieces of legislation planning and keeping the estate in a fit for purpose condition is a highly complex task that takes the collective efforts and expertise of a team of people.
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E L EME N T S O F T H E RO L E
D I ME N S I ON S O F T H E RO L E
CON T I NUOU S I MP ROV EME N T
In order to understand how the service is being delivered the department works to a series of measures and KPI’s. Whilst some of these measures are relatively fixed (legislation, for example, changes usually with a reasonable lead in period allowing forward planning), the service delivered is expected to improve on an ongoing basis. The post holder is expected to identify the trends, research the underlying causes, identify the issues and influence the whole team to improve performance.
The post holder has full accountability for the overall performance of the Hard Service FM function, which supports 141,000 square meters of academic, non-academic buildings and 5,000 residential units. Errors in judgement have the potential for high levels of impact, both financially and on the health and safety of those within the University and in the spend on utilities. The post holder has responsibility for a team of 33 direct employed staff and circa £12 Million per annum in revenue spend comprising £1.9m staff, 3.8m bought in services and 6.3m Utilities expenditure. This role is also expected to deputise for the Deputy Director Systems and Operations in their absence on all operational matters.
S U P P L EME N T AR Y I N F ORMA T I ON
ACCOUN T AB I L I T Y
The post holder is considered the University’s “Professional” or “Technical” expert in Hard Services FM. As such they have full operational management responsibility for a team of Engineers and technical staff and are expected to lead, direct and manage this team to deliver the objectives of the department.
The post holder is the leader of the team and as such has a huge influence on the culture within the team. A significant aspect to this role is to engage the whole team and engender an understanding of customer service and service delivery.
University of Surrey
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P ERSON S P EC I F I CAT I ON
QUA L I F I CA T I ON S AND P RO F E S S I ONA L MEMB E R S H I P S
Professional qualification with a relevant degree/postgraduate qualification, plus significant relevant leadership experience. Or Extensive vocational, strategic management and leadership experience in a similar role E Nebosh General Certificate in Occupational Health & Safety. D
T E CHN I CA L COMP E T E NC I E S ( E X P E R I E NC E AND KNOWL E DGE )
Essential/ Desirable
Level 1-3
This section contains the level of competency required to carry out the role (please refer to the Competency Framework for clarification where needed and the Job Matching Guidance). Demonstrate a proven track record of effectively managing service delivery through a series of managers and teams across a multi-site operation. Direct managerial track record with demonstrable skills such as coaching, motivation and managing performance Substantial experience of service contract management, including the preparation of contracts, tendering, review and quality monitoring and setting performance standards across a large multi-site organisation. The ability to handle competing demands and multiple projects in an effective and timely way. Knowledge of current building regulations, Health and Safety legislation and energy regulations Confident and effective when communicating with people at all levels i.e. building effective relationships; facilitating discussions with individuals and groups; dealing sensitively, patiently and diplomatically with complex and emotionally charged situations.
E
3
E
3
E
2
E
2
E
2
E
2
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P E R S ON S P E C I F I C AT I ON
S P E C I A L R EQU I R EME N T S
Required to be available to provide 2nd line Support to the Standby Team on emergency issues. This may include attending site out-of-hours, if required
E
COR E COMP E T E NC I E S
3 3 3 3 3 3 2 2 2 2
Communication Adaptability / Flexibility Customer/Client service and support Planning and Organising Continuous Improvement Problem Solving and Decision Making Skills Managing and Developing Performance Creative and Analytical Thinking Influencing, Persuasion and Negotiation Skills Strategic Thinking & Leadership
This Job Purpose reflects the core activities of the post. As the Department/Faculty and the post holder develop, there will inevitably be some changes to the duties for which the post is responsible, and possibly to the emphasis of the post itself. The University expects that the post holder will recognise this and will adopt a flexible approach to work. This could include undertaking relevant training where necessary. Should significant changes to the Job Purpose become necessary, the post holder will be consulted and the changes reflected in a revised Job Purpose.
University of Surrey
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ORGAN I SAT I ONAL / DE PARTMENTAL I NFORMAT I ON
BACKGROUND I N F ORMA T I ON
I N T E RNA L
Estates & Facilities Management is responsible for the planning, development and maintenance of the University Estate and provide Support Services to all faculties and departments in the University. The Estate is a key element of the marketability of the University. Estates & Facilities Management are responsible for the first impression of the organisation and managing the internal environment to ensure that staff, students and visitors have a positive experience. We also provide a variety of facilities related services to all University faculties and departments. E&FM is made up of a number of service focused teams (some 285 staff) which are responsible for providing services that are essential for the smooth running of the university as a whole. We aim to provide a coordinated and customer oriented approach to developing, maintaining and adapting the University’s estate and a wide range of support services to create an environment which supports the University’s academic mission. Success in this role is heavily dependent on building successful and strong relationships, both within the University, as well as the wider business and FM community. The post holder is expected to build credible and productive relationships with a range of internal and external stakeholders and to ensure the development and preservation of strong and effective links with other HE institutions and key professional bodies.
The post holder will have frequent contact with the senior management team within E&FM and Liaise with other key customers such as Heads of Faculties/Schools, Heads of Departments, Faculty Managers and Faculties Facility Managers to advise on all matters relating to operations and maintenance services that may impact on the estates, Faculty or Department operations or business plans. They will act as technical expert when required and in an advisory capacity at all levels including students/student union, faculty teaching programmes, local community and staff. The post holder is expected to establish, develop and maintain a communication network with maintenance industry professionals including Peers at other Universities, Consultants, Surveyors, Contractors, Environmental Organisations and Suppliers seeking continual improvement in the service delivery. To ensure that appropriate liaison is sought and developed with organisations directly involved with maintenance issues associated with building and engineering services e.g. HSE, Environmental Health. Liaison with the research organisation Building Services and Research Association (BISRIA) and the Building Research Establishment (BRE). This includes being the custodian and maintenance of a Technical reference section of Approved Codes of Practice (ACOP’s) and Technical Notes relating to the methodology, standards, technical data and new innovation associated with mechanical services. Liaise with environmental health and other local government bodies. E X T E RNA L
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KEY RE LAT I ONSH I P S
D E P AR TME N T S T RUC T UR E CHAR T
University of Surrey
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Estates and Facilities Management Department | 2016
Selection process
Selection process For a confidential and informal discussion, please contact the University’s appointed recruitment partner Michael Hewlett at The Management Recruitment Group (MRG) on:
The closing date for applications is Sunday 2nd October 2016.
You can also apply online through the MRG website by clicking HERE.
Michael Hewlett T: 020 8892 0115 M: 07972579938 E: michael.hewlett@mrgpeople.co.uk
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University of the Year 2016
4th in The Guardian league table 2016
Three Queen’s Anniversary Prizes for research excellence
5th for student satisfaction NSS 2015 92% overall satisfaction rating
68 King William Street London EC4N 7DZ
Regal House 70 London Road Twickenham TW1 3QS Tel 020 8892 0115
111 Piccadilly Manchester M1 2HY Tel 0161 638 0936
Tel 020 7959 2368
MRG-008
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