JOB DESCRIPTION. 1. JOB TITLE: Estates Manager 2. HRMS REFERENCE NUMBER: HRMS/ ROLE CODE: 4. DEPARTMENT: Facilities Management

Transcription

1 JOB DESCRIPTION 1. JOB TITLE: Estates Manager 2. HRMS REFERENCE NUMBER: HRMS/ ROLE CODE: 4. DEPARTMENT: Facilities Management 5. ORGANISATION CHART: 6. JOB PURPOSE: The University of Chester wishes to appoint a driven and committed individual to lead, plan and co-ordinate the development and management of the University s Estate in accordance with the objectives and targets the University s Strategic Plan. Reporting to the Director of Facilities the role holder will work with University faculties and departments ensuring compliance, value for money and effective maintenance programmes for the future development of the University estate. Assessing current working and business practices will be key to the role to ensure that the University achieves continual improvement in this area. The role holder will provide expertise to the Director and relevant staff on the legal requirements for compliance and provide advice, guidance, planning and implementation of both the maintenance programmes of the estate and the effective management of in house staff and the University s measured term contractor. Alongside this, the role holder will be expected to produce monthly and annual reports with respect to planned maintenance targets and compliance regimes in order to update the University. The role holder will manage compliance legislation, prepare and procure services, minor works projects and manage maintenance programmes as required to achieve a high standard of service level statements and quality assurance. The role holder will have responsibility across the University estate. The role will involve managing staff, consultants and contractors and liaising with external bodies on a regular basis. The role holder will also have responsibility for the organisation of the response to all emergency call-outs and breakdowns.

2 7. BACKGROUND INFORMATION: Facilities Management is a multi-disciplinary department providing a comprehensive estate planning and management service and a range of facilities support services, in order to ensure that the University land and property assets and related physical resources are capable of supporting the academic and other business of the University, safely, effectively and efficiently. The department is responsible for advising on, and contributing to the strategic and operational management of the University s land and property portfolio. The University s estate is split across two major sites, in Chester and Warrington. The University owns Kingsway and Riverside Buildings both substantial sites located about one mile from the main campus in Chester. The maintenance department has responsibility for the fabric, fittings and services to all University properties, which includes student accommodation, offices, lecture/conference rooms and service areas such as catering and dining facilities. The maintenance section at the Chester campus currently consists of 14 multi skilled tradespersons, a team leader and measured term contractors as required. The maintenance section at the Warrington campus consists of a premises manager, team leader, measured term contractors and 6 multi skilled tradespersons. The Estates Manager will have responsibility for the coordination and management of these functions across the whole University portfolio. 8. WORK PERFORMED AND/OR KEY RESULT AREAS: 8.1 Communicating Effectively be required to contribute effectively to the Facilities Department s strategic and corporate planning processes, with special reference to the estate, in the context of supporting the University s teaching, research, residential and other business activities. In fulfilling this role, the post holder will be required to liaise closely within the department and with other members of the University in order to plan and deliver an effective high quality service and to communicate such activities in a range of University forums. be expected; To co-ordinate activities of a multi-disciplinary team communicating complex information and ideas to a variety of staff, contractors and consultants on a regular basis. The information will be both technical and specialist in nature and the role holder will be required to tailor such information to suit the variety of recipients. To execute the duties involved to necessitate contact with staff members, consultants, stakeholders, and statutory officials both by

3 telephone and face to face. All the above contacts gain an impression of the University via contact with the role holder. To prepare and develop complex briefs to ensure best practice and up to date legislative information is conveyed to staff, contractors and consultants in order to execute their duties. To prepare complex and technical reports, tender information and task specific information relating to the work of the section as required and communicate these to all stakeholders both internally and externally to the University. To contribute to an annual Business Plan for the Facilities Management Department. To source funding and advice from external bodies where appropriate. To report back to the Director and Senior Management Team on a regular basis on the University s estate management agendas. 8.2 Leadership and Working Collaboratively Manage and co-ordinate the activities and workload of the maintenance departments of the University. Identify and co-ordinate activities of both in house staff, contractors and consultants in order to deliver effective estate management activities in line with the University agendas and best practice. Prepare and procure detailed specifications, technical reports relating to the delivery of effective and efficient planned and reactive maintenance programmes of work; and plan and complete as approved by the Director. Work collaboratively with faculties, departments and teams within the University advising on technical related projects and programmes of work related to the estate. Advise, manage and co-ordinate the activities of maintenance staff and the measured term contractor where appropriate, direct in house teams as appropriate to deliver the service. 8.3 Liaison and Networking Liaise directly with other staff within the University on matters in order to manage the effective implementation of the work of the section. Manage regular meetings of teams, keeping accurate minuted records and attend regular meetings of the Facilities department as required. Represent the University at appropriate external meetings and update their own professional standards. Participate, as appropriate, in internal groups and working groups of the University, hold regular status meetings with respective teams in order to keep the department well informed.

4 Contribute to the dissemination and sharing of best practice on activities within the department. Chair specific related groups with both internal and external staff as required in order to facilitate team and client meetings effectively. Establish and convene, as necessary, relevant management meetings both internally within the department and externally with consultants and stakeholders. 8.4 Delivering a High Quality Standard of Service Take a proactive approach in providing, procuring and developing effective and efficient services, based upon the highest professional and business standards in order to manage the section on behalf of the department and University. Demonstrate and promote a strong service and professional ethos throughout the teams to maintain the highest levels of service delivery to staff and students of the University. Initiate contact and communicate effectively with University staff to identify needs and evaluate alternative solutions in order to execute the service successfully and to continually seek to increase customer and client satisfaction. Maintain current standards and legislative knowledge to execute the roles and responsibilities of the post, and to advise the University and Facilities Management teams on the most up to date information relating to this best practice. Be responsible for the overall management, coordination, implementation, execution, and control of the service ensuring consistency with University strategy, commitments and goals. 8.5 Effective Decision Making Have responsibility for the effective and efficient delivery of the service. The role holder will be expected to take independent decisions on behalf of the department in order to execute the tasks successfully. Provide sufficient information relating to the service to enable the Director and Senior Management Team of the University to take such decisions necessary to provide best practice in line with the Universities key strategic aims. Provide advice to the Director of Facilities and internally as required to heads of department relating to estate management best practice. Suggest areas for improvement in internal processes along with possible solutions and head internal teams in the implementation of best practice in relation to the service. Inform departmental strategic decisions by producing the briefs and plans for the service.

5 8.6 Planning and Organising Self and Others Work on his/her own initiative, reporting formally to the Director of Facilities on relevant issues, on the progress of individual tasks, and on the management and operational effectiveness of teams in the section. Manage effectively and efficiently his/her own workload and that of the professional and in house teams. Manage staff across the range of functions including selection of consultants, and control of in house staff as necessary. Monitor the progression of all tasks within the section ensuring all specifications are met within an agreed time, budget and quality requirements. Contribute positively to the University s implementation of diversity and equality legislation, regulations, equality schemes and best practice as they apply to all work within major and capital projects. Comply with and help enforce standard policies and procedures within the department relating to sustainability and related tasks. Organise the work of professional teams to ensure a cost effective efficient service is provided to undertake the roles and responsibilities required to carry out the service. 8.7 Innovation and Improvement (Effective Problem Solving) Work on his/her own initiative, reporting formally to the Director of Facilities on relevant issues, and on the management and operational effectiveness of teams. Contribute to the department s annual budget and to ensure that all activities are provided for and delivered at optimum cost efficiency. Resolve any project specific issues in a timely and professional fashion and communicate difficult and/or sensitive information both internally and externally on behalf of the University. Identify opportunities for improvement and make constructive suggestions for change and to manage the process of innovative change effectively and efficiently. Motivate the team to work together in the most efficient manner and to mitigate team conflict and communication problems. 8.8 Analysis and Research Research relevant practices and product applications to ensure best practice in their application.

6 Ensure best practice and legislative compliance to all work relating to the section in order to safeguard the University. Analyse concepts and solutions within project briefs in order to advise the University on their application to specific projects. Provide management information to the department on related tasks. Contribute to the formulation of the department s annual budget and to ensure that all operational activities are provided or delivered at optimum cost efficiency. 8.9 Sensory and Physical Demands The role will require a significant amount of walking between sites and occasionally climbing ladders and scaffolding. The role holder will be expected to drive to the University s Warrington campus and to other off-campus sites Work Environment Working conditions The postholder has an office at the Chester Campus. However, the nature of the role will require frequent visits to other University premises as appropriate. On occasion, some time may be spent in building site conditions and the postholder may be exposed to inclement weather, cramped conditions, be required to climb ladders or scaffolds and be expected to work outside of normal hours. Hazards need to be aware of potential hazards when visiting the sites of building work. liaise with the University Health and Safety Officer to carry out and supervise Health and Safety risk assessments for University buildings and is responsible for the risk assessments of the operational teams within the Facilities Management Department Pastoral Care and Welfare Act as the first point of contact in dealing with issues for staff within the context of the section. Line manage in house teams, contract staff and consultants where applicable. Be the first point of contact to deal with complaints from team members and will attempt to resolve any issues in a timely professional manner. Be responsible for the management of the staff and co-ordinate day to day activities of the teams.

7 8.12 Team Development Manage the development of the team by ensuring that tasks are in line with the brief while serving as a role model and mentor to the team. Undertake staff performance and development interviews with staff within the department and induct new staff into the department within the guidelines set by the University. Advise on and mentor in house teams in order to execute career development plans. Seek and participate in development opportunities and assist in training other in house staff and clients through both formal and informal training programs. Encourage more junior staff to take responsibility for their development within the University and develop and implement specific professional development programmes for the department as applicable. Consistently acknowledge each team member's contributions and effectively utilise each team member to their fullest potential Teaching and Learning Support None associated with this role Knowledge and Experience The role holder is expected to remain on the forefront of emerging industry practices applying the breadth and depth of their experience to act as a specialist point of reference on all aspects of across estate management and maintenance agendas of the University.

8 Job Title: Estates Manager PERSON SPECIFICATION Department: Facilities Criteria / Desirable Qualifications: Method of identification Degree in an estates management subject (or equivalent) Hold an IOSH and/or NEBOSH certificate Member of a related professional body Background in multi site complex organisations Desirable Application Form Application Form Application Form Application Form Proven Experience: Experience in a relevant discipline e.g. engineering, building surveying. Significant management experience in a technical building background with responsibility for a number of trades. Experience in supporting tenders and developing business cases Good understanding of all building trades and maintenance services. Delivering academic and service excellence: An ability to analyse and interpret data relevant to decision making process Possess strong project management skills Demonstrate knowledge of sector knowledge, legislation and developments applicable to the post Application Form Application Form/ Managing self and inspiring others: The role holder must be able to prioritise and organise the work of themselves and their teams effectively and efficiently. Provide advice and guidance on related matters to the relevant staff within the team and associated consultants and contractors. Demonstrate team building and engagement with staff, consultants and contractors. The role holder should demonstrate the desire to pursue professional development Desirable Desirable

9 Working together: The role holder must have the ability to communicate easily with and be able to relate to people at all levels. Excellent IT, Oral and presentation skills Desirable Organisational and stakeholder awareness: An understanding of the Health & Safety at Work Act 1974 and delegated associated legislation. Demonstrate awareness of legislative change and best practice in the sector. Knowledge and development of key practices within the areas of responsibility. Application Form/ Application Form/ Requirements are those, without which, a candidate would not be able to do the job. Applicants who have not clearly demonstrated in their application that they possess the essential requirements will normally be rejected at the shortlisting stage. Desirable Requirements are those that would be useful for the post holder to possess and will be considered when more than one applicant meets the essential requirements. Method of identification is where the selection panel will match the candidate s skills and abilities to the required criteria outlined (i.e. application form, interview, test)

10 UNIVERSITY OF CHESTER TERMS & CONDITIONS OF EMPLOYMENT FACILITIES MANAGEMENT ESTATES MANAGER SALARY SCALE University Scale OS11, points 40 43, 40,430-44,166 per annum payable monthly in arrears. RESIDENCE REQUIREMENT It is a requirement of this post that within 12 months of appointment, the post-holder should live within a 30 mile radius or within a one hour travelling time by public transport from the University. HOURS OF WORK Monday to Thursday Friday 8.30am pm 8.30am pm (Less one hour lunch break each day) A flexible approach to work will be required as there may be occasions when it would be necessary for you to work additional hours as dictated by the workload. HOLIDAY ENTITLEMENT 22 days per annum (pro-rata during the commencement and cessation years), rising to 27 days after five years' continuous service. Two extra statutory days per annum during the Christmas period. PROFESSIONAL CONTRACT The successful applicant may opt to be employed on a professional contract. Those employed on professional contracts have a holiday entitlement of 35 days per annum. As a minimum they are expected to be present during the core hours of the role, as outlined above, and they are not entitled to participate in the department s flexi-time scheme. MEDICAL EXAMINATION Successful candidates will be required to complete an Occupational Health questionnaire, and may be required to undergo a medical examination. ESSENTIAL CERTIFICATES Short-listed candidates will be asked to bring to interview, proof of qualifications as outlined on the Job Description and Person Specification provided. Upon appointment, copies of essential certificates will be required by HRM Services. PENSION SCHEME The University is an admitted body to the Cheshire local government pension scheme. All support staff are eligible for membership of the scheme, and upon appointment, will be asked to indicate whether or not they wish to join the scheme. EQUAL OPPORTUNITIES The University has a policy of equal opportunity aimed at treating all applicants for employment fairly. SMOKING POLICY The University operates a No-Smoking policy. PROBATIONARY PERIOD A nine months' probationary period applies to all University posts. CLOSING DATE Completed application forms should be returned to HRM Services, University of Chester, Parkgate Road, Chester, CH1 4BJ, no later than Friday 9 th March 2012, 12 noon quoting reference number HRMS/11065.

11