JOB DESCRIPTION. Head of Maintenance. Estates and Facilities Division. GRADE: Grade 8

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1 JOB DESCRIPTION JOB TITLE: DIVISION: Deputy Head of Maintenance Estates and Facilities Division GRADE: Grade 8 REPORTING TO: Head of Maintenance JOB FUNCTION/PURPOSE: To support the Head of Maintenance to deliver a sustainable, efficient and effective, customerfocused, value for money Maintenance Service in both an operational and strategic context embracing industry best practice, statutory compliance and associated governance that supports the UEA s current and projected business needs. Delegated responsibility for the management of all third party maintenance and intelligent client services contracts, including contract management, asset management and associated compliance and governance. DUTIES AND RESPONSIBILITIES DEPUTY HEAD DUTIES 1. Under the direction of the Head of Maintenance, develop and implement strategic plans, policies and procedures. When required, lead on dedicated workstreams or strategic projects. 2. Line management of the Assistant Maintenance Managers (Assets & Compliance) and (Contracts) to ensure a joined up service across planned and reactive maintenance; providing motivation, leadership, direction and guidance where needed; performance management and undertaking appraisals; and providing support, training and development. 3. Line management of Maintenance Technical Support Assistant: providing motivation, leadership, direction and guidance where needed; performance management and undertaking appraisals; and providing support, training and development. 4. Work alongside the Head of Maintenance to develop and implement a coordinated Maintenance Strategy, in line with emerging Estate Strategy. 5. Work alongside the Head of Maintenance to develop and maintain, in collaboration with the Projects and Development and Engineering teams, a comprehensive 25-year asset management strategy / plan for all buildings, plant, equipment and infrastructure in both practical and financial terms taking into account business risk and whole-life value for money, and providing particular expertise on all Maintenance aspects of the plan. 6. Formally deputise for the Head of Maintenance during periods of absence, or whenever the needs of the business dictate, in both a strategic and operational context, to ensure the smooth operation and progressive development of the Maintenance department in order to fulfil business objectives.

2 THIRD PARTY MAINTENANCE CONTRACT MANAGEMENT AND ASSET MANAGEMENT 7. To lead and be accountable for the effective delivery of Intelligent Client Services functions that the University delivers to its partners, in accordance with the contractual terms. The scope of the IC Services includes the following: o Client Contact; act as the main client contact for the FM provider for all client side contract administration. o Landlord s Agent; act as the main landlord contact for tenants. o Financial; provide governance approval for FM provider invoices, annual budgets, performance management penalties, contract variations and re-tenders. o Auditing; undertake a formal audit of the contract to include statutory compliance, service delivery, new work delivery, and helpdesk performance. Undertake building inspections with the FM provider and users. o Duty Holder Roles; provide the Duty Holder responsibility for areas such as the Control of Legionella, Fire risk assessment, and Building Services. o Insurance; liaise with the building insurer, assist with inspections, claims, and renewals. 8. Overall management for all third party maintenance contracts to ensure all third party providers fulfil their contracted obligations in a safe, efficient and effective manner, and to ensure service provision, value for money, sustainability and associated governance aligned to industry best practice. 9. Lead on the re-tendering process for third party contracts at agreed intervals. 10. To manage supplier relationship management including monthly and quarterly meetings with all third party providers to review performance against agreed service levels and KPI s, supported by the provision of management information. 11. To establish, for all principal contracts, a Service Development Plan for the length of the contract to identify mutually beneficial value-adding activity. 12. Strategic oversight of work planning allocation and control for the Maintenance Department for third party contracts. 13. Strategic oversight for the utilisation and development of the CAFM system in line with best practice, ensuring the system is effectively and efficiently managed for all works involving third party contracts. GENERAL DUTIES 14. To be a Deputy Responsible Person for Legionella Control, in accordance with the University s and the L8 Approved Code of Practice The Control of Legionella Bacteria in Water Systems Support the Head of Maintenance to own, develop, maintain and ensure compliance with the Water Quality Management Plan. Maintain technical knowledge of the University s Water Systems. Working with the Head of Maintenance, plan and implement a suitable arrangement to ensure a robust management response to Legionella issues 24 hours a day, 365 days a year. 15. Manage and evolve appropriate quality control policies, processes and procedures for all aspects of front-line delivery from a customer s / team member s perspective, supported by appropriate action plan(s) based on cause and effect principles.

3 16. As required by the Senior Management Team, analyse and evaluate management information in order to compile regular reports on progress, trends and recommendations for change, within area of responsibility. 17. Ensure, in collaboration with the Projects and Development and Engineering teams, that the operation / replacement of plant is aligned to minimise energy consumption whilst meeting our customers expectations. 18. Ensure that at all times the university is fully compliant with all statutory obligations as applicable to all built assets within your area of responsibility. 19. Manage Health and Safety within the designated area of responsibility and in other areas where the post holder has particular expertise. 20. Accountable for management of allocated budgets including planning, prioritising, forecasting, compliance and reporting of same. 21. Ensure safe working practices are followed within the areas of responsibility and that Risk Assessments and COSHH assessments are undertaken, recorded, regularly reviewed and communicated. 22. To be an authorised person within the Universities safe systems of work and responsible for issuing and managing permits to work. 23. Work effectively in collaboration with all other Estates departments to optimise our delivery model; demonstrating a joined up customer focused, value for money service aligned to UEA business needs. 24. Develop and maintain appropriate stakeholder relationships on a formal and informal basis, both external to and within the UEA, to understand their perceptions and manage expectations accordingly. 25. Foster a culture of continuous improvement based on innovation and industry best practice to improve efficiency and value for money. 26. Identify and support training and development needs for all team members with area of responsibility in support of departmental business needs. 27. Act as a point of reference to others; demonstrate continuous professional development by undertaking and encouraging the enhancement of specialist and technical knowledge. 28. Support projects / events / initiatives, as requested. 29. On a goodwill basis, respond / support business critical incidents as required. 30. Undertake any other duties that are commensurate with the grade of the post, to suit the operational needs of the business. July 2017

4 ORGANISATIONAL DIAGRAM

5 PERSON SPECIFICATION Criteria Essential Desirable Education, experience and achievements 1. Experience in senior leadership/management position responsible for large budgets, within a Maintenance or Facilities Management environment. 2. Substantial experience in a management/supervisory position responsible for the management of third party contracts within a Maintenance or Facilities Management environment, including monitoring performance against service levels and the provision of feedback. 3. Degree, or equivalent qualification, in engineering or facilities management. 4. Membership of related professional body such as CIBSE, CIOB or BIFM. 5. Previous experience of working in higher education. 6. Relevant Health and Safety qualifications. Skills and knowledge Personal attributes Special circumstances 7. Demonstrable communication skills in English language. 8. Ability to think and operate at both an operational and strategic level. 9. Ability to work collaboratively with other departments. 10. Technical knowledge of facilities management / engineering. 11. Good IT skills with a working knowledge of CAFM systems. 12. Excellent people management skills including performance management / coaching. 13. Strong commercial skills; able to identify good value for money. 14. Track record of delivering innovation and best practice. 15. Understanding of customer focused service delivery. 16. Ability to analyse and interpret complex data. 17. An ability to successfully manage change and provide a clear sense of direction. 18. Self-motivated with a proactive approach. 19. Able to manage conflicting priorities. 20. Good team player with an ability to lead and motivate others. 21. Ability to respond to conflicting viewpoints using tact and diplomacy. 22. An assertive nature when dealing with challenging situations. 23. A flexible approach to work as some out of hours work will be expected. In addition, the role holder will be required to respond to business critical incidents, as required. July 2017