PPM & MAINTENANCE COORDINATOR CANDIDATE BRIEFING PACK JUNE 2021
Welcome to The University of Kent Dear Applicant Thank you for your interest in the role of PPM Maintenance Coordinator at the University of Kent. Reporting to the Head of Hard FM, the post holder will manage, maintain and update the Planned Preventative Maintenance (PPM) system, ensuring asset lists and maintenance schedules are kept accurately and are up to date. The vital role also liaises with Estates colleagues in respect of updating the Computer Aided Facilities Management (CAFM) system maintenance records including the creation of new PPM tasks. Yours sincerely, Ron Moore Assistant Director of Estates.
About The University of Kent Established in 1965, the University of Kent – the UK’s European university – now has circa 18,000 students across campuses or study centres at Canterbury, Medway, Tonbridge, Brussels, Paris, Athens and Rome.
A consistent strong performer in the league tables, it was also awarded in 2017 a gold rating,
It has world-leading research in all subjects and 97% of its research is deemed by the REF to be of international quality. In the National Student Survey 2016, Kent achieved the fourth highest score for overall student satisfaction, out of all publicly funded, multi-faculty universities. Along with the universities of East Anglia and Essex, Kent is a member of the Eastern Arc Research Consortium (www.kent.ac.uk/about/partner- ships/eastern-arc.html).
The University is worth £0.7 billion to the economy of the south east and supports more than 7,800 jobs in the region. Student off-campus spend contributes £293.3m and 2,532 full-time-equivalent jobs to those totals. Kent has received two Queen’s Anniversary prizes for Higher and Further Education. Website: www.kent.ac.uk
the highest, in the UK Government’s Teaching
Excellence Framework (TEF). In the Times Higher Education (THE) World University Rankings 2015-16, Kent is in the top 10% of the world’s leading universities for international outlook and 66th in its table of the most international universities in the world. The THE also ranked the University as 20th in its ‘Table of Tables’ 2016. Kent is ranked 17th in the UK for research intensity (REF 2014).
About The City of Canterbury
The University’s main campus is in Canterbury. This world-famous cathedral city was one of medieval Europe’s great places of pilgrimage and knowledge. Today – with its international visitors and two universities – it still has a distinctly cosmopolitan feel. Less than an hour from London, it takes little more than that to visit France.
People come here from across the globe for world-class heritage, for culture and festivals, to visit and to study, to shop and visit some of the best restaurants in the region. The extraordinary Cathedral dominates the medieval streets within the city walls. Among the listed buildings, a boldly modern theatre – named after the city’s famous son Christopher Marlowe – has been built on the river bank, and an art museum has been restored and doubled in size. To the south of the city is St Augustine’s Abbey, part of the World Heritage Site, and England’s first seat of learning. Canterbury’s student population contributes to the city’s buzz and the Experian Inner City Vibrancy Report (2013) ranked Canterbury as the 3rd most vibrant city in England and Wales. However, it’s still easy to find areas of peace and quiet within the City walls. Kent is known as being the Garden of England and you will find local produce in cafes, pubs and restaurants: Romney Marsh lamb, cherries, ale from local hops and awardwinning wine from Kentish vineyards. To the woodlands, the Blean and a few miles away there is the seaside town of Whitstable, renowned for its oysters. north of the city is one of England’s largest ancient
Canterbury and its immediate area have an increasingly rich cultural offer. Turner Contemporary, the nationally-acclaimed art gallery, is within easy reach and the Canterbury Festival, the Whitstable Biennale and the Folkestone Triennial are just some of the regular events taking place in the region.
The Estates Department
OUR STRATEGIC VISION, CORE FUNCTIONS AND OBJECTIVES The Estates Department has circa 300 staff, an annual revenue budget of £26.8 million and is one of the largest Professional Services Departments in the University. Our strategic vision is: To provide, maintain and enhance the facilities, services, built environment and grounds of the University in a professional and effective manner which supports the University’s strategic plan and delivers an environment which benefits students, staff and visitors. The Department’s core values are: • Customer Focussed – we will put our customers first and deliver the best empathetic service we can with the resources we have available. • Honest – we will be honest with our staff and customers. • Ownership – we will take responsibility for our actions and behaviour and will not evade responsibility or pass it to someone else. • Inclusive – we will not exclude individuals from using our services or tolerate any discrimination in the workplace. • Competent – we will be professional, skilful, assured and polite in all our interactions. • Empowered – we feel empowered and have the confidence to solve problems, make decisions and take responsibility for our work. Our core functions are: The Estates Department provide a number of essential services to the University at both the Canterbury • management, development and maintenance of the estate • delivery of capital building projects and major refurbishments • space planning and management • acquisition and disposal of buildings and land • asset management • grounds maintenance • procurement of utilities and energy management • environmental and sustainability management and legal compliance as part of the stewardship of the estate • cleaning, waste management and recycling services • campus security • interior services and internal/external signage • travel, parking and transport management • telecom services • postal services • print and design services • an Estates Customer Service Centre. Our key objectives are: • the development and implementation of the Master Plan for the University’s Estate • to support the University’s Institutional Plan in providing suitable facilities for the delivery of teaching, research and staff and student engagement and Medway Campuses. These services include:
• to promote environmental sustainability in all aspects of the delivery of the Estates function • to procure and deliver value for money capital projects, assets services and facilities which enhance the University’s brand and the student experience • to effectively manage risk and ensure compliance with all legislative requirements • to ensure the Estates Department is the provider of choice for internal customers across the University • to explore innovative opportunities to enhance Estates services and where possible promote revenue generation • to promote and provide relevant staff development opportunities to achieve the objectives of the Estates Department • to enhance the student experience and provide stakeholder focussed services • to optimise the utilisation of teaching, research, social and office space across the estate • to work in collaboration with Schools, Professional Services Departments, the Students’ Union and other internal and external stakeholders to achieve common goals.
The Role
Job Purpose To manage, maintain and update the Planned Preventative Maintenance (PPM) system ensuring asset lists and maintenance schedules remain accurate and up to date. To engage with other Estates colleagues in respect of updating CAFM system maintenance records including the creation of new PPM tasks as directed in conjunction with Maintenance Managers and Technical Services colleagues.
Job family: Grade: Contract:
Technical Grade 6
Fixed term for 12 months to July 2022 Full time, 35 hours per week, 1 FTE Canterbury campus; with requirement to work across campuses
Location:
Line manager:
Head of Maintenance
Key accountabilities The following are the main accountabilities for the job. Other duties, commensurate with the grading of the job, may also be assigned from time to time. To manage and update the Planned Preventative Maintenance (PPM) system ensuring asset lists and maintenance schedules remain accurate and up to date. Provide reports on the PPM and reactive maintenance systems as required and monthly as directed Provide absence cover to Maintenance Managers during short/long term absence – during meetings, holiday etc. such that workflows for maintenance can be passed on to the maintenance teams. Demonstrate active involvement and inclusion of customer satisfaction in the delivery of Maintenance and other Estates related activities Develop as required PPM task lists to reflect current requirements and best practices as directed by Maintenance Managers. Update asset lists, task times, schedule dates and provide reports from the CAFM system as requested by Maintenance Managers and Technical Services. As a focal point for the PPM and reactive maintenance system there will be a need to attend meetings with both internal and external stakeholders in terms of updates and or ongoing issues. Attend service contract review meetings supporting Maintenance Managers and ensure all parties have correct asset information. Key challenges and decisions The following provide an overview of the most challenging or complex parts of the role and the degree of autonomy that exists. Develop as required PPM task lists to reflect current requirements and best practices as directed by Technical Services and Maintenance Managers. Update asset lists, task times, schedule dates and provide reports from the CAFM system as requested by Maintenance Managers, Technical Services and MTS heads of section. As a focal point for the PPM and reactive maintenance, provide a degree of cover for the maintenance managers when required. Provide weekly and monthly reports to the maintenance managers for building, mechanical and electrical sections as well as the Head of Hard FM showing current PPM progress. Follow up reasons for uncompleted work with relevant managers and agree when work will be completed. Provide maintenance reports from the CAFM system as requested for Estates colleagues. Promote the Estates Department’s core values: Customer Service, Honesty, Ownership, Inclusivity, Competence and Empowerment. Regular communication with Estates Customer Services (ECS) regarding reactive works when maintenance managers are not available. Ensure workflow is still maintained across trades, this may require input from ECS.
Facts & figures Each maintenance section has a maintenance budget that the managers are responsible for which is currently around £3m in total. Internal & external relationships Internal: Schools and departments, SMT, Estates Colleagues External: Consultants, Third parties, contractors, auditors Health, safety & wellbeing considerations This job involves undertaking duties which include the following health, safety and wellbeing considerations: Repetitive limb movements Potential exposure to asbestos or other dusts Vocational driving on & off campus (includes use of cars, vans, ride-on mowers, buggies) Working in isolation Regular use of Screen Display Equipment
Person Specification
The person specification details the necessary skills, qualifications, experience or other attributes needed to carry out the job. Applications will be measured against the criteria published below. Selection panels will be looking for clear evidence and examples in an application, or cover letter (where applicable), which back-up any assertions made in relation to each criterion.
Essential
Assessed Via*
Construction & building services background and understanding of maintenance processes Knowledge of statutory regulations and compliance in a maintenance environment Excellent written and verbal communication skills, with ability to liaise effectively with all stakeholders, internal and external, in a positive and constructive manner Demonstrable ability in the use of databases and Microsoft Office products and ability to adapt/transfer skills to use new technology Experience and competency of Computer Aided Facilities Management (CAFM) software packages
I
I
I
I
A
ONC/HNC or equivalent in an Engineering discipline
A
Firm commitment to achieving the University’s vision and values, with a passion for a transformative student experience and multidisciplinary, impactful research Commitment to deliver and promote equality, diversity and inclusivity in the day to day work of the role
I
I
Desirable Strong stakeholder management capabilities
I I
Evidence of ability to deliver work objectives without close day-to-day supervision
Flexible attitude and ability to work using own initiative
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*Criterion to be assessed via: A = application form or CV/cover letter I = interview questions T = test or presentation at interview
HOW TO APPLY
For a confidential discussion to learn more about the role and opportunity, please contact the University’s appointed recruitment partner Matthew Giles of The Management Recruitment Group.
Matthew Giles T: 020 3962 9900 M: 07530 680 159 E: matthew.giles@mrgpeople.co.uk
Applications should consist of a comprehensive CV and supporting cover letter outlining key matching experience and rationale for applying for the post.
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