Assistant Director Facilities Management Candidate Information Pack
Contents
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Welcome About Surrey County Council Community Vision for Surrey by 2030 Our Values About the Land and Property Team Land and Property Purpose and Strategic Priorities Land and Property Operating Structure The Role Person Specification Working at Surrey County Council Our Commitment to Equality, Diversity and Inclusion Application Process
Surrey County Council (SCC) is unashamedly ambitious about what we can achieve, and the difference we can make to Surrey and our residents. Our guiding principle of No One Left Behind , runs through the way we seek to achieve our priority objectives and the way we deliver services. There are many fantastic things about working for Surrey County Council. There is an energy and drive in the organisation that has been vitally important to the successes we have experienced over the past few years. Incredibly able and committed colleagues make it a stimulating and enjoyable place to work, with unstinting support and investment for transformation and improvement. There is a strong sense of being part of a team, and it is a fast-moving environment where there are real opportunities to deliver lasting and meaningful change. By joining SCC and the Land and Property team you will be at the heart of this. Our ambitious capital programme, our service transformation planning and the way we are modernising our operations will ensure our key services can operate effectively and innovatively. We are looking for strong leaders who can maximise the great opportunities to deliver effective change across the Council. The Assistant Directors will join the L&P Senior Leadership Team and work closely with the Director. As a team we are working towards creating a very different culture: focusing on customer satisfaction and collaboration by working closely with business partners, District and Boroughs, the NHS and across the One Public Estate. As a large and high-profile County Council, with a growing reputation for an innovative and ambitious approach, we want you to join us and to deliver in a way that will further enhance our reputation, as well as your own. If Surrey County Council sounds like the sort of place that you would like to join, and you feel that you could make a positive contribution to our ambitious agenda then we would love to hear from you. To be a success, being able to collaborate and influence with a proven track record of delivery in the specialist fields will be a definite advantage. Thank you again for your interest in this role, and I look forward to meeting you should you choose to take forward an application.
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Thank you for your interest in joining Surrey County Council and in the role of Assistant Director - Facilities Management. As well as the position of Assistant Director - Facilities Management we are continuing to invest in our people and recruiting another key role within Land and Property, an Assistant Director – Capital Projects. Our story over the past three years is one of impressive progress across the Council and unprecedented investment to transform and optimise our diverse portfolio, and we are now looking for further talent to join us in these important appointments to help us move to the next level. Land and Property (L&P) will play a key part in making the Vision for Surrey a reality and developing an estate that delivers against its strategic priorities including growing a sustainable economy and enabling a greener future to ensure we meet our net zero targets. Welcome from Simon Crowther – Director of Land and Property, Surrey County Council
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About Surrey County Council Surrey has a central role to play in the regional and national economy, and Surrey County Council and its partners have a deeply held ambition for the county’s economy to be strong, vibrant and successful. We want Surrey to be a great place to live, work and learn; a place that capitalises on its location and natural assets, where communities feel supported, and people are able to support each other. Evidence tells us that while many residents and businesses thrive in Surrey, not everyone has the same opportunities to flourish. Surrey is an affluent county, and this image often disguises problems of inequality that some residents face. Our four priority objectives to address a different aspect of inequality are: • Growing a sustainable economy so everyone can benefit Surrey County Council is committed to tackling inequality, whether that is supporting businesses in Surrey to thrive, improving health outcomes for our most vulnerable residents, tackling the challenges climate change presents, or helping to create the conditions for residents and communities to better support themselves. The driving principle behind our strategy is to ensure no one is left behind. • Tackling health inequality • Enabling a greener future • Empowering communities
Community Vision for Surrey by 2030 By 2030 we want Surrey to be a uniquely special place where everyone has a great start to life, people live healthy and fulfilling lives, are enabled to achieve their full potential and contribute to their community, and no one is left behind. Our ambitions for people are: • Children and young people are safe and feel safe and confident. • Everyone benefits from education, skills and employment opportunities that help them succeed in life. • Everyone lives healthy, active and fulfilling lives, and makes good choices about their wellbeing. • Everyone gets the health and social care support and information they need at the right time and place. • Communities are welcoming and supportive, especially of those most in need, and people feel able to contribute to community life.
Our ambitions for our place are:
• Residents live in clean, safe and green communities, where people and organisations embrace their environmental responsibilities. • Journeys across the county are easier, more predictable and safer. • Everyone has a place they can call home, with appropriate housing for all. • Businesses in Surrey thrive. • Well connected communities, with effective infrastructure, that grow sustainably.
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Our Values
Our values show what we care about and will be crucial in delivering our Community Vision for Surrey in 2030.
We care about our residents We put our residents front and centre of everything we do.
We care about being excellent We set consistently high standards of performance and are prudent with our resources to achieve them.
We care about being open We are straightforward and transparent about our decisions and actions and set realistic expectations.
We care about working together We work with our partners, residents and colleagues to ensure the best possible outcomes for Surrey and its people.
We care about respecting others We listen to our residents, partners and colleagues and treat them fairly, with consideration and respect.
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About the Land and Property Team
In order to meet the aims of the Asset and Place Strategy, Surrey County Council is investing in two key senior appointments to its Land and Property Team: Assistant Director - Facilities Management Responsible for the management and performance delivery of the FM service, ensuring a high-quality and customer-focused service is delivered at all times. This role is integral to the Council achieving the desired step change in both culture and approach to modernising services and responding to efficiency challenges. Assistant Director - Capital Projects Charged with transforming the way the organisation operates, so that it can deliver great services to residents, as set out in the Community Vision for Surrey by 2030. Responsible for providing expert advice to the Council’s Service Directors and Members and ensure that the processes and programmes for delivering projects are fit for purpose, achieve the Council’s objectives and contribute to the delivery of excellent service.
The Land and Property Team is continuing to transform Surrey County Council’s property portfolio in line with its Asset and Place Strategy (2019-2030), which sets out the Council’s approach to the strategic management of its assets, how it will support service delivery, provide the Council income, promote growth and place shaping within Surrey, and deliver Surrey’s Community Vision. The portfolio is significant and diverse, incorporating over 700 operational assets and over 1100 non-operational assets. The team is key to supporting the delivery of services to the people of Surrey by way of increased efficiency, customer service and income generation across the estate. The portfolio is valued in excess of £1.2bn with a revenue budget in excess of £34m. The team is delivering a significant £0.5bn capital investment programme over the next five years.
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Land and Property Operating Structure
Land and Property Purpose and Strategic Priorities Purpose: To provide and sustain operational and investment property portfolios that are safe, flexible and value for money, enabling SCC to deliver its policies and services to our clients, partners and stakeholders to benefit the residents of Surrey.
Our strategic priorities are:
We achieve our purpose and deliver our priorities by:
• Portfolio consolidation to deliver economies of scale and capital receipts across the operational and non-operational estates. • Embed revenue savings and income generation targets, and improve our net financial position and enhance our VFM offer to SCC. • Deliver L&P’s contribution to net zero by enhancing the environmental performance of the operational estate by 2030. • Enhance the user experience by implementing a major capital and service improvement programmes to benefit our clients, stakeholders and residents.
• Establishing our operating model: ensuring clear lines of accountability and transparency for service delivery, underpinned by effective governance and risk management. • Being client driven: improving our understanding of SCC services and stakeholder needs, and consequently to better forecast and deliver to our clients’ requirements. • Leveraging the supplier market: to harness the capabilities of the supply chain that enables L&P to become responsive to change and transfers those risks better managed by external expertise. • Engaging effectively with our stakeholders and partners: working collaboratively within and across SCC and with other public authorities and voluntary, community and faith based organisations to identify and deliver asset-based opportunities. • Managing performance: developing and reporting on our key performance metrics that demonstrate delivery against the key principles in the Asset and Place Strategy and any other strategic priorities for SCC and our stakeholders.
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The Role
• Review and develop strategic decision making built on supplier-fed MI and Insight. • Manage the key customer relationships with the Service Directorates and ensure that the improvement in NPS targets is achieved, year after year. • Work closely with the four L&P shared service functions to develop and implement the key tasks in: Climate Change, Energy and Sustainability; Health & Safety; Contracts & Commercial; and Finance functions, ensuring the outcomes required in management of the Hard, Soft and Forward Maintenance projects are delivered. • Ensure that energy is procured effectively and at lowest cost/maximum flexibility in line with the agreed SCC strategy, and, working closely with the Council’s Greener Futures team, develop the annual proposals to reduce energy/CO2 emissions though replacement and improvement of plant, equipment and fabric in line with the Life Cycle and Condition Survey Forward Maintenance strategy. • Ensuring that Climate Change is at the strategic heart of everything we do in FM and Forward Maintenance delivery, focus on implementing the strategy and deliver improvements annually. • Target 100% Statutory Compliance through suppliers. • Develop and manage the contracts and financial performance through the Commercial team, driving performance through the Operational and Key Performance KPIs. Agree the service credits and incentives payable to the suppliers on a quarterly and annual basis. • Agree the Continual Improvement targets for suppliers and the in-house team annually, and measure performance through ever increasing stretch target KPIs. • Support the Strategic Asset Managers in the development of L&P total costs of occupation strategic business cases by providing detailed information on FM and Forward Maintenance expenditure (Estates and Capital Projects costs supplied by others). • Review the Customer Experience team’s feedback reports from Service Directorates on their perception of the overall FM and Forward Maintenance service, review Corrective Action Plans, review NPS feedback reports and meet with the suppliers to agree the targets for improvement and corrective actions. • Review the activities of the Gypsy Romany and Traveller Team and ensure that the services are delivered to the standards required for their customers. • Review the reports from the Insights Manager and develop the strategic changes for FM services and projects as a result. • Prepare the Monthly Reports for the estate as a whole, and individually for each separate Service Directorate, so that monthly reviews can be held with each Service Directorate. Review all the services they receive, in terms of scope and quality, based on supplier-fed MI and Insight, and drive continual service improvement.
Purpose The Assistant Director – Facilities Management is charged with transforming the way the organisation operates, so that it can deliver great services to residents, as set out in the Community Vision for Surrey by 2030. Reporting to the Director of Land and Property, this role is responsible for delivering an exceptional customer service and experience for the Council’s Service Directorates. The post-holder will lead the Facilities Management team through a period of change and transformation as the Council procures new outsourced Soft and Hard Facilities Management suppliers and a Framework of minor works contractors in 2023. The Assistant Director – Facilities Management will have a key role in selecting the new suppliers, through a procurement process starting in September 2022, and will take direct responsibility for the suppliers’ successful mobilisation of the new contracts to drive continual improvement throughout the term of the contracts, whilst ensuring that Climate Change is at the heart of delivery. The post-holder will be responsible for driving the delivery of FM and projects, ensuring successful completion to meet stakeholder and end-user expectations, budgetary and financial control and with an unwavering focus on health and safety and compliance. The post-holder will provide expert advice to the Council’s Service Directors and Members and ensure that the processes and programmes for managing and delivering projects are fit for purpose, achieve the Council’s objectives and contribute to the delivery of excellent service. This role is integral to the Council achieving the desired step change in both culture and approach to modernising services and responding to efficiency challenges. The post-holder will be expected to provide strong leadership, direction and guidance regarding the allocation of resources, programme, project and risk management, change management and management behaviours when leading on these services. Key service and functional accountabilities • Lead the team through a period of change and transformation, as the Council procures its new, outsourced Soft and Hard Facilities Management suppliers and a Framework of minor works contractors in Q3 2023. • Take full responsibility for the management of a new high performing commissioning-based in-house team, driving performance through its outsourced FM suppliers and minor works contractors. • Ensure exceptional customer experience is delivered to the Council’s Service Directorates. • Take a key role in the selection of the new suppliers, taking direct responsibility for the suppliers’ successful mobilisation of the new contracts. • Drive continual improvement throughout the term of the contracts, ensuring that Climate Change is at the heart of delivery. • Manage the performance of suppliers to ensure customer-focused service delivery at all times and agree strategic decisions to improve services with each Directorate quarterly and annually. • Deliver the key sustainability, EDI and Social Value aspects of the new outsourced contracts monitoring the commitments made at bid stage and ensuring these are delivered and improved throughout the course of the contracts.
Scope Direct financial impact: Management of new FM contracts totalling £15m pa (Revenue budget); and Forward Maintenance projects totalling £20m+ pa (Capital budget).
Direct reports The post-holder will be responsible for managing internal staff (approx. four direct reports and a team of 25 people), as well as a range of consultants and advisers.
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Person Specification Education, training and work qualifications
• Ability to ensure that the Council is complying with statutory requirements. • Authoritative and influential with highly developed relationship management and networking skills, and the ability to foster joint working across boundaries for the benefit of residents and communities in Surrey. • Political sensitivity with an ability to make progress in complex policy areas and a strong belief in the value of local democracy and accountability. • Builds best-in-class, lean, internal governance, systems and processes. • Ability to think strategically with appropriate level of detail analysis to plan and execute. • Ability to persuade, negotiate and influence at all levels. • Ability to apply discretion and initiative in dealing with complex issues. • Commitment to Surrey County Council’s values, behaviours and equal opportunity policies, with an ability to demonstrate personal leadership on the importance of diversity. Relevant experience • Substantial experience, evidenced by a solid track record of success, of leading the delivery of a FM service in complex, devolved and dynamic organisations, within relevant public and private sectors. • Experience of managing and resolving difficult situations dynamically, promoting confidence in the service. • Experience of leading transformation in outsourced services, establishing and embedding a new in-house team to deliver commissioning-based services, and the delivery of culture change in a large complex organisation. • Experience of delivering customer focused services. • Experience of delivering Climate Change- related projects.
• Educated to degree level in a relevant discipline or with a relevant professional or management qualification at post graduate level, or equivalent experience (e.g. MRICS or IFM). • Evidence of continued professional, managerial and personal development in relevant professional area. Knowledge • Exceptional understanding of the concepts, principles and practices which underpin delivering outsourced, customer-focused FM and Forward Maintenance capital projects, within a public sector or relevant private sector organisation. • Demonstrable experience of leading and managing a multi-disciplined, in-house commissioning-based team. • Experience of driving the customer experience required to deliver leading edge FM and Forward Maintenance services through outsourced suppliers. • Experience of delivering Climate Change-related projects. • Commercial and financial experience in managing suppliers and complex internal budgets to ensure value for money service delivery. • Demonstrates understanding of the changing role of local government, the issues facing the public sector, the wider economy and how they impact relevant service areas or similar relevant private sector experience. • Up-to-date professional knowledge base of the key areas relevant to the role, particularly regulatory compliance. • Knowledge and demonstrable understanding of transformation, culture change, engagement, participation and development of staff, IT systems and service. Skills and abilities • Excellent analytical thinker, with the ability to apply a significant degree of evaluative judgement and innovative thinking to arrive at conclusions, sometimes with ‘no right answers’. • Enthusiastic and energetic, and prepared to see things through and take accountability. • Ability to balance policy development with effective operational management. • Ability to lead a FM function, to meet corporate and Service Directorate needs by delivering agreed strategic and operational priorities. • Ability to lead and manage in-house commissioning-based teams effectively, motivating staff to give their best, promoting confidence and trust amongst staff and effective engagement across services. • Ability to manage the commercial aspects of outsourced services within budgetary requirements. • Ability to translate ideas into action, with resilience, tenacity and focus to secure tangible and measurable execution at pace.
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Working at Surrey County Council Our employees have access to a wide range of benefits. This ensures that we are giving our hardworking employees the rewards they deserve for the tremendous services they provide for our county and the people in it. Our core benefits consist of a competitive pension scheme, 26 days annual leave entitlement rising to 28 days after two years service, maternity and adoption pay, sick pay entitlement, parental leave, early retirement and severance schemes, special leave for reserve forces training as well as awarding our longest service employees who reach 25 and 40 years with us. Family and lifestyle discounts via Surrey Extra
• Discounts on food shopping • Local offers/discounts
• Cinema tickets • Weekends away • Holidays • Gifts • Childcare vouchers (scheme now closed to new entrants) • Microsoft Home User Programme
Travel and transport staff benefits • Lease car scheme: drive away a cost-effective vehicle for a two or three-year period. • Cycle to work schemes: you can save up to 42% (via salary sacrifice) on the cost of a brand new bike, up to the value of £3,000. • Bus and train discounts: season ticket loans and a plethora of discounts on a wide range of transport options. • Car clubs and car sharing schemes.
Health and wellbeing staff benefits • Healthcare plans • Dental insurance • Health and wellbeing assessments • Gym/health club memberships and eye tests
• Work and education staff benefits • Employee volunteering scheme • Discounted adult learning courses • Flexible working opportunities • Fantastic CPD support
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Our Commitment to Equality, Diversity and Inclusion Tackling inequality so no one is left behind is our guiding principle. We commit to being a fair, compassionate and inclusive Council that genuinely values difference and makes everyone feel safe and they belong. We will be open and transparent with residents and staff on our intentions and will take responsibility to achieve them.
All residents should have the same chances for a high quality of life and feel they belong in their communities. We will champion our most vulnerable residents, including those who may suffer from prejudice or discrimination because of who they are or their circumstances.
Focusing on Equality, Diversity and Inclusion is vitally important to improve the experiences of residents and staff and ensure no one in the county is left behind. We also have a legal responsibility under the Equality Act 2010. We aim to eliminate discrimination, increase equality of opportunity and foster good relations across people from all groups protected by law. To do this, we will: • Proactively look for potential discrimination and work with residents and partners to co- design services so they are inclusive, accessible and fair. • Minimise bias in our employment practices, including recruitment, and support staff to carry out their responsibilities under this commitment. • Facilitate and embed Employee Reference Groups for staff from protected groups to have a
We are committed to supporting all Members and staff to feel they belong at the Council and have opportunities to succeed. We will work with staff to identify and remove barriers that get in the way of inclusivity and diversity.
safe space to engage the Council’s leadership on equality issues. • Develop a workforce that reflects Surrey’s diverse communities.
• Ensure all contractors providing goods and services on our behalf share our commitment. • Influence other employers and partners to work with us on this agenda through joint initiatives to tackle inequality. • Use complaints feedback to identify unfair treatment and take steps to correct this.
We take a zero-tolerance approach to bullying, discrimination and harassment. Members and employees are expected to behave in ways that help us support residents, partners and Council colleagues. We will hold Members and staff to the high standards required, dealing decisively with instances of discrimination.
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Application Process Surrey County Council is being supported on this recruitment campaign by search consultancy The Management Recruitment Group (MRG). To arrange an initial confidential conversation please contact our retained advisor Michael Hewlett on 07972 579 938 / michael.hewlett@mrgpeople.co.uk Applications should consist of CV and Covering Letter and should be sent directly to Michael Hewlett.
The closing date for applications is midnight of Sunday 17 July 2022.
First stage interviews with MRG are scheduled for w/c Monday 25 July 2022. Final stage interviews with Surrey County Council are scheduled for w/c Monday 8 August.
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