CANDIDATE INFORMATION PACK
MECHANICAL MAINTENANCE MANAGER
ABOUT US
Warwick is a leading university, somewhere forward-looking and ambitious, where the starting point is always ‘anything is possible’. We consistently perform strongly in the UK league tables, and we are proud to be among the top 20 ‘Most International’ universities in the world*. We’re as respected for boundary-breaking research as for teaching and business collaborations - our pursuit of excellence and intellectual curiosity is tireless. We strive to lead rather than follow, and are renowned for our entrepreneurialism and cosmopolitan outlook. Founded in 1965, our university has grown from a few green fields into 750 acres of world-class academic departments, serene lakes and leafy woodland. We now have over 25,000 students and over 5,500 members of staff and are consistently ranked in the top ten of the media league tables in the UK. Extending way beyond lecture theatres, seminar rooms, and the library, Warwick’s campus is a diverse and exciting community in its own right.
3
RD Most targeted university by UK’s top 100 graduate employers UK research 7 TH The Graduate Market in 2018 , High Fliers Research Ltd
wide assessment) (REF) in 2014 (most recent UK- Research Excellence Framework Overall among universities
“What if your career took you further?”
8
NO.
IN THE UK
league table The Guardian 2019
1960s The main land granted by Coventry City Council and Warwickshire County Council in the early 1960s. The first buildings were completed in 1965 (and now house Biological Sciences); by 1970 the Library, Science and Arts Buildings and Rootes Residences had been built on central campus. 1980s The 1980s saw the further expansion of the Arts Centre, the construction of the Jack Martin Halls of Residence and of the purpose built post experience training centre, Radcliffe House (1986) referred to above. In 1989, in partnership with campus of the University is situated on Rover and Rolls Royce plc, the University extended the new Advanced Technology Centre to provide extensive new research facilities. 2000s A new Mathematics and Statistics building was opened in 2004 and a major investment in developing the Sports Centre has provided high-class sports facilities, amongst the best of any British university. Warwick’s Institute of Advanced Studies launched in 2007 and the Institute of Advanced Teaching and Learning was launched in 2010. The Warwick Digital Laboratory was opened by Prime Minister Gordon Brown in July 2008. In 2009, the Arts Centre’s Butterworth Hall underwent a £8million development, and we made extensive improvements to the Students’ Union, building extra retail space, cafes, bars and performance areas.
Two new student Sherbourne, were opened in 2011 and 2012 respectively, and new science academic buildings are currently under development along with a new extension to Warwick Business School. 2010s Other notable developments have been a joint Students Union and Retail building (1998), Sports Pavilion (1998), the first two phases of a new building for the Warwick Business School (1999 and 2001) and a new building for Computer Science (2000). Since 2000 plans for further building have amounted to a programme of c.£50m. residences, Bluebell and 1970s During the 1970s, further academic and residential accommodation was built on campus, including the Social Sciences building in 1977, Senate House and the Arts Centre (1974) and the Students’ Union Building (1975). In 1979, the former Coventry College of Education merged with the University to form what is now the Institute of Education on the Westwood site. 1990s During the 1990s, the built campus continued to develop. Between 1993 and 2000 over £100m of new buildings were erected, notably the construction of the Arthur Vick, Claycroft and Lakeside Residences, the International Manufacturing Centre (1994), the Ramphal Building (1996), and the new Medical School Building and associated Biomedical Research facilities generously funded by the Wolfson Trust and through a successful appeal (2001).
Our Campus:Developments
We’ve been working on our plan to develop our campus over the next 5 years with our need to remain world-class in mind. It’s a plan that involves many interrelated parts – new buildings, replacing old buildings, transport and infrastructure improvements and more. Here are some key features of our plans and proposals for the next five years:
This project, which will re-unite all Arts Faculty departments under one roof, will support teaching and research in the arts
Faculty of Arts Building
and enable creativity and innovation to flourish on campus...
In the National Automotive Innovation Centre (NAIC), we’ll create and develop novel technologies to reduce dependency on fossil fuels and to reduce CO2 emissions... This facility will support our Mathematics, Statistics and Computer Sciences departments in their work - work that can have a profound impact on our society, our communities and our cities... We aim to have the most physically active campus community in the UK by 2020, offering the world-class sporting experience you’d expect of a world-class University... This extension of our Arts Centre provides opportunities for digital exhibition & facilities to support digital innovation, learning, thought leadership, contemporary visual arts cultural tourism... The new residences at Cryfield Village will essentially be a miniature village on campus - a series of townhouse-style, apartments and studios with a hub in the centre...
National Automotive Innovation Centre
Mathematical Sciences Building
Sports Hub
Arts Centre Extension
New Residences at Cryfield Village
POST TITLE: DEPARTMENT:
Mechanical Maintenance Manager
People Management Lead a team of inhouse direct labour utilising engineers, officers, and supervisors. The role should ensure that the team have the skills and knowledge to deliver the work required. They should be able to ensure that correct qualifications and competencies are in place and identify career development path and talent management. The role will undertaking activities such as succession planning, skills needs/gap analysis, development plans. Provide clear direction on maintenance standards, prioritise and schedule statutory, planned and reactive maintenance, defect repairs and minor works, organize and deploy direct employed labour, engage specialist contractors as required, monitor service delivery standards to comply with all necessary legislation and to the University’s accepted standards. The role should be able to provide business case and justify decisions to outsource or insources to provide the best quality of service to the University – whilst also managing with in a budget. To monitor performance of department and report on performance against SLA targets. Management of section workshops, property, vehicles, tools and equipment in accordance with University policies and guidelines. Development of procedures and processes to contribute to the Estates Maintenance Strategy in support of the Universities Strategic Asset Management Plan. Customer Focused The role will ensure their staff are customer focused, appreciated the customers point of view – communication with them effectively. To ensure that maintenance is providing the correct level of service.
Estates
SUB-DEPARTMENT: POST RESPONSIBLE TO:
Estates Maintenance Operations - Operations Head of Maintenance Operations, Heather Loosemore
Job Purpose: To manage the Mechanical Services section and specialist maintenance contractors to provide an Estates maintenance service ensuring all statutory, planned and breakdown works are completed safely, cost effectively and to agreed KPI’s and Service Statement. The Mechanical Services section are responsible for the operations and maintenance of a wide variety of complex equipment throughout the University Estate such as environmental systems, heating, ventilation equipment that form part of the services infrastructure. They are responsible for ensure functional system compliance and adherence to regulations for LEV, Pressure systems, Natural Gas, and F-Gas, and to manage the provision of estates technical experts on Gas/Water/LEV/Pressure Systems/Bulk storage.
25%
Duties and Responsibilities To be responsible for compliance of mechanical building systems, such as natural gas, air conditioning, LEV, Pressure systems inc’ lab gas infrastructure. Undertaking technical and incident investigations as required by line manager, generate written reports to confirm findings, works completed, recommendations and maintain appropriate records. Provide historical performance and reliability data, technical advice and support to the department and specialist contractors, deliver contract specifications for complex maintenance projects. The role will be required to drive the Health and safety culture with in his own team – in line with maintenance and estates guidance. Provide management information such as section budgets, statutory compliance, backlog maintenance, HR reporting, defects, maintenance scheduling etc To drive for operational efficiencies in all maintenance systems. To drive for energy efficiencies in all maintenance systems.
The role will have to liaise with customers to oversee DEL and to provided technical oversight of any issues that the customer has had to escalate.
Contract Management The role will oversee the management of the mechanical contracts. They will be able to advise on the suitability of contracts, to monitor performance. 20% Supporting their team with liaising with contractors; ensuring work is carried out in accordance with all University policies and guidance for the management of contractors ensuring that work is undertaken to the University accepted standards and demonstrates value for money. Ensure compliance with health and safety regulations, evaluating Contractor’s competence, risk assessments and method statements. Ensure regular feedback is given to the customer on the status of any repairs, review any actions taken and monitor repairs/installations to ensure business continuity. undertaking regular Contractor’s performance reviews and reviewing invoices against work completed.
35%
Administration / communications It will be key to this roles success that they utilise and develop systems and process to deliver work compliantly and effectively both with their team and the wider estates. They will have to communicate over a broad customer base and across Estates departments. Work within a matrix management environment in order to achieve targets and efficiently and effectively resolve issues. Undertake administrative duties, maintain records and documentation as required by line manager and in accordance with Estates office and University policies. E Provide clear direction and communication to the Section of all relevant information to the direct employed labour and maintain good communication with other departments, contractors and suppliers where maintenance activities will impact on the building users operations. Financial The role should have oversight of both internally and externally funded projects to ensure that the project are delivered within a financial plan. Managing multiple reactive and planned budget lines. Accountability for annual budgets, monthly reporting and providing information for future budgets and 5-year plans. Take a key role in providing data and justifying customer spends, including reporting to the Accommodation budget. Advise the budget holder with the product specifications and budget costs for specialist plant, tools, equipment and consumables required by the Estates Office/section.
Person Specification Essential Criteria
• HND or Degree qualification in a relevant subject or equivalent • Up to date knowledge of statutory compliance and Health and Safety legislation. • To be a member for IET/CIBSE or equivalent professional body. • Experience of working in a similar role including managing and leading a multi skilled direct labour and specialist contractors on maintenance, defect repairs and minor projects. • Proven experience providing a proactively planning maintenance and reactive maintenance. • Excellent organisational skills with the ability to prioritise, maintain records, action plans and documentation up to date at all times is essential. • Demonstrable ability to prioritise a number of conflicting tasks. • Proven work experience of having worked within the building services sector, undertaking mechanical installation and maintenance works. • Proven ability to assess problems, provide solutions and then mobilising resources and expertise to implement solutions. • Good customer service skills. • Good verbal and written communication skills, to enable the post holder to provide feasibility reports, option appraisals and technical reports and understand OEM specifications and O&M manuals. • Computer literacy with Microsoft Outlook, Word, Excel, PowerPoint, MS Project is required. • To be educated to Masters level in a Management, Business level. • Asbestos BOHS P405/3 • NEBOSH General / Construction Certificate • Legionella qualifications Duty Holder / Responsible person • LEV P601/P604 • The role will manage an everyday maintenance budget of £1m. This will be ensuring a DEL are carrying out tasks efficiently. Post holder is accountable for ordering section specialist contracted services, specialist equipment and consumables, and PPE to ensure efficient section operation. • Autonomy is granted for this position with respect to financial expenditure in line with the University of Warwick’s quotes and tender limits. • To delivery smaller long term maintenance projects to various values. To act as client when capital projects are instigated for long term maintenance projects. • Liaison with the trade supervisors, monitoring of staff output and performance in line with the estates Service statement. • This Service provided by the Mechanical Maintenance section is carried out throughout the University estate and is in support of academic, commercial and other university activities.
10%
10%
Desirable Criteria
Other To carry out other duties commensurate with the grade as requested by the Head of Maintenance Operations.
5%
Dimensions
Financial
Operational
Staffing – Supervision Given Staffing – Supervision Received
• Monitor all direct employed and contractors to ensure compliance with University policies and that work is undertaken to the University accepted standards. • The position has minimum of supervision, but retains daily contact with the line manager. The post holder is expected to manage the sections performance against agreed objectives and provide updates via regular meetings and management information.
Decision Making
• The role will have to make decisions about whether to resources project in house or external. The role will be required to decide on priorities daily and looking forward months in advance. How to prioritise resources to ensure statutory maintenance is completed while dealing with the daily reactive maintenance and defects • When to engage contractors and when to escalate to the small works or projects team for resolution. • The role will be required to look to the future to predict the resource (staff and budget) required to support a changing campus and increase campus portfolio. These will generally be technical issues associated with problem solving and understanding building systems.
Typical
Planning and Organising The role will be normally planning 1-2 years in advance for delivery of projects, however will be advising and driving 5 year long term maintenance plans.
Complex
The role will be required to input into 5 year resourcing and financial plans.
Communication The post holder will liaise with customers across the University and colleagues within Estates, in person and in writing, in order to co-ordinate work, provide updates and handle/resolve customer comments/complaints/praise. The post holder will have to be able communicate with all levels of staff, and customer within the University, and be able to utilise the most appropriate way of communicating. Must be able to give clear briefings and instructions to customers, stakeholders, staff and contractors on various topics such as maintenance plans, technical problems, repair solutions etc. The post holder will provide regular reports (financial, compliance, KPIs) and papers to the Head of Maintenance Operations and for committees as required.
Other
• The post holder requires flexibility as they may be required in an emergency situation at short notice outside normal working hours. • The “Campus Infrastructure – Maintenance Section” department provide 24- hour response 365 days per year. The post holder can be required to form part of an escalation procedure, emergency callout or on call rota system.
Supplementary information
For a confidential conversation please contact our advisor Matthew Giles (E: matthew.giles@mrgpeople.co.uk) of The Management Recruitment Group on T: 07972 579 938. Applications should consist of a comprehensive CV (of not more than 4 pages) and a covering letter (of not more than 2 pages).
Applications should be sent to matthew.giles@mrgpeople.co.uk.
“There is a place where your ideas and career ambitions can be realised, in roles both expected and unexpected. It’s situated in an environment that caters for your work and social needs. It’s globally-focused, too, so your career can take you as far as your energy, imagination and potential allow. And, within 50 years, it’s become a UK leading higher education institution, earning the title of University of the Year 2014-2015 by The Times and Sunday Times.”
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