The Role
To be responsible for procuring and managing third party service contracts for University of London with regards to the provision of student accommodation, having a strong focus on health and safety, statutory requirements and contract adherence by the University and contracted partners. The post holder will also be responsible for leading the University of London summer conferencing team, ensuring that income is maximised, and the service provided to summer partners is exceptional.
against service delivery and upkeep of the properties. • Investigate complaints with our partners and suppliers regarding those made against them by our residents. • Ensure that our partners and suppliers have an appropriate disaster plan in place in consultation with the University. • Assist the Head of Housing Services and Head of Residential Operations in contract negotiations. • Associated record keeping and administration must be of a high standard and evidencable. Any other duties reasonably required of the post holder by the Head of Department: • To actively follow and promote the University of London policies, including the University’s Dignity at Work and Equal Opportunities Policy and actively promote these wherever possible. • To maintain an awareness and observation of fire and health and safety regulations • Any other duties consistent with both the grade and scope of the post • Any other duties reasonably required of the postholder by the reporting manager. • Any other duties that may be assigned from time to time by the Residential Operations Manager, Director of Residential Services, or other senior colleague.
negotiations to ensure that the university is receiving competitive prices for services. • Be responsible for ensuring that conferencing partners are invoiced and pay agreed fees within agreed times. General • Maintain all PBSA lease documentation and compliance records such as insurance documentation and accreditation certificates. • To have an organised approach and reporting to ensure level of compliance is easily digestible to colleagues and highlighting of non-compliance. • Make recommendations for service level improvement to the benefit of students, University of London, it’s partners and suppliers. • Coordinating a joint response in the the University of London contract and implementing associated penalties. • Assessing our partners against health and safety compliance. • Ensure all statutory and contractual items are completed and failures are followed up and appropriately recorded and escalated. • Ensuring student satisfaction is measured, reported and suggestions to service improvement are delivered. • Measuring our partners and suppliers University to monitoring and taking action for non-compliance of our partners against against expected level of service to both the University of London and Residents alike. • Monitor sinking fund activities, act on behalf of the University regarding feedback on sinking fund activities and act to ensure funds are allocated in the best interest of the University and residents. • Attend meetings with our partners and suppliers and ensure the University is adequately represented by relevant departments. Keep strong recording of all agreements and actions and follow up within a reasonable timeframe. • Be an expert in the contract and associated service level agreements. Make recommendations for variations. • Conduct site visits to check performance
Contract Management • Establish, develop, and maintain close working relationships with University of London service providers and partners. • Be familiar with University of London agreements in place, ensuring all parties understand their obligations. • Meet with all service providers regularly to discuss performance and communicate any issues effectively. • Ensure audits are developed and used to identify all critical aspects of the service level and other agreements, with regard to performance, health & safety and legislative requirements, ensuring the buildings are fit for student occupation at all times. • Undertake regular audits, ensuring service providers meet the standards and legislative requirements as set out in the service level agreements and contractual obligations. Where service failures are identified, ensure these are accurately reported and reflected in performance reports, and are rectified within timescales. • Periodically review shared procedures in collaboration with University of London service providers, Soft FM Services and Accommodation management. • Ensure that service providers resolve complaints from residents effectively and professionally, and that any improvements to service delivery are identified, communicated, and implemented. • Maintain records, including reports and audit documentation. • Where required, escalate occurrences of non-compliant performance, as per the terms of each contract.
Commercial, Conferencing & Summer Lettings • Lead the summer lettings team in contract negotiations. • Carry out research and propose rates for the new academic year. • Seek opportunities to maximise growth of the summer lettings offering. • Attend and represent the university at necessary conferences and events. • Assess potential new markets/ business, organise relevant market research and coordinate resources. • Ensure high levels of customer service at all times, developing sales through improved processes. • Cultivate and develop relationships with key existing clients and partner organisations; analyse competitor businesses to identify opportunities. • Monitor Legislative changes, business environment and digital technology that may impact operations. Relationship Management • Develop and maintain a strong working relationship with the Residential, Facilities, Compliance and Health & Safety teams liaising regularly for key operational activities to ensure parity of service delivery for students living at both university managed, and 3rd party managed residences. Financial Management • Process and approve third party invoices relating to accommodation contracts, identifying, and resolving any inaccuracies. • Lead on market reviews and contract
Reports to: Director of Residential Services
Responsible for: Summer Lettings Manager
Additional demands of the role: As part of the Residential Services Management team, be prepared to stay overnight on occasions when required or to work early or late shifts as required by operational requirements and be part of an out of hours on call rota to support incidents and emergency response for the UoL and 3rd party halls.
Salary Up to £60,000 p.a
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