JOB DESCRIPTION. Grade: This post has been evaluated at Grade 7. Estates staff as directed by the Head of Estates. Date: October 2013

Transcription

1 JOB DESCRIPTION Job Title: Estates Manager Grade: This post has been evaluated at Grade 7 Responsible to: Responsible for: Head of Estates Estates staff as directed by the Head of Estates Date: October 2013 Job Purpose Reporting to the Head of Estates, the Estates Manager will provide a wide range of estates management, facilities management and operational services relating to the built environment to help implement and deliver the estates strategy for Falmouth University. The Estates Manager will also procure, manage and deliver a range of estates improvement and development projects across the University estate. Projects will vary in value and will range from refurbishment, remodelling and new build projects. In this challenging and varied role you will work with a wide variety of stakeholder groups, ensuring that projects are delivered to meet high expectations. This new role will play an essential part in helping to deliver the University s strategic plan through innovative and creative ways of using our estate to improve the efficiency and utilisation of our estate at both the Penryn and Falmouth campuses. The estate ranges from listed buildings to innovative state of the art new buildings and the quality of our spaces has a fundamental impact on the institution s success. Falmouth University shares the Penryn Campus with University of Exeter (UoE) and outsources the majority of its development and facilities management at this campus to FX Plus, an established joint venture company. As can be seen from the key relationships below, this role will require strong interpersonal skills and to confidently operate at a senior level within the institution. Key Relationships Head of Estates Estates staff and caretakers Health and Safety Officer FX Plus staff at Penryn Campus Academic staff and technical managers, Professional Services staff (including Finance, Academic Services, External Affairs) External consultants and contractors HERA/CG/0636/ Page 1 of 7

2 Health and safety at Falmouth University The University takes health and safety matters very seriously. All staff have a responsibility to take reasonable care for the health and safety of themselves and others who may be affected by their actions and omissions. They also have a duty to comply with the University s arrangements for health and safety. Staff with responsibility for others must ensure the proper enactment of University policy within their areas in line with levels of responsibility set out in the University s Health and Safety Policy. Main Duties and Responsibilities 1. To provide estates and facility management services to ensure the efficient day-to-day operation of the university estate to a high and professional standard. To work and liaise with FX Plus colleagues to ensure delivery of equally high standard estates and FM services at the Penryn campus. 2. To provide project management services to ensure the professional procurement and delivery of major and minor capital projects ranging from new buildings and campus improvements to alterations and refurbishment projects. This will include preparing options appraisals and making recommendations for the improvement, refurbishment or alteration of buildings and property acquisitions and disposals. 3. To assist in space planning exercises at both campuses (with support from colleagues in FX Plus at Penryn Campus) maintaining close liaison with academic colleagues and professional services staff regarding future growth requirements and how to improve the utilisation of space. 4. To be responsible for supervising members of the Estates Team, managing sickness absence, completing appraisals and other aspects of management as required. 5. To delegate and assign work to other members of the Estates team on a day to day basis as may be required. 6. To work closely with and support the university Health and Safety Officer, to identify and manage health and safety issues relating to on site works, contractors and the building environment. 7. To act as deputy to the Head of Estates from time to time and as required in attending meetings including acting as the client representative at Penryn Campus to manage FU estates interests, capital projects and facilities management and other services from FX Plus colleagues. 8. To develop and manage both reactive and planned building maintenance programmes, make recommendations, prepare briefs and specifications, manage and ensure best practice and timely delivery of annual planned and reactive maintenance for dedicated university buildings at the Falmouth and Penryn Campuses. Page 2 of 7

3 9. To manage FM services to include procuring service contracts for the maintenance and replacement of BMS equipment, heating and ventilation, fire safety equipment, site security. 10. To operate within the annual estates budget and assist in preparing the estates business plan and other financial reports. 11. To be responsible for efficient procurement, tendering and appointments of professional consultants contractors and suppliers of FM services, construction, consultancy and other services to accord with university policies and guidance. 12. To provide a key input into sustainability and environmental issues and the implementation of the Carbon Management Plan, and Green Travel plan with the support of FX Plus colleagues. 13. To manage local authority and statutory approval processes including planning applications, building regulation approvals, fire certificates and other relevant approvals relating to Falmouth Campus and its annexes. 14. With the support of FX Plus staff and Falmouth Campus staff, to assist in preparing estates data submissions including the annual estates statistics returns to the Higher Education Funding Council for England (HEFCE). 15. To monitor delivery and performance of Service Level Agreements for FX Plus colleagues against agreed targets 16. To provide regular reports as may be required, on estates and facilities performance (including Key Performance indicators such as space utilisation) for the Management Board and Finance Committee. 17. To assist in the development, review and operation of the institution s critical incidents and disaster recovery plans. This is supported by FX Plus colleagues. General Duties and Responsibilities 1. To work within and actively support the equality and diversity policies and practices of Falmouth University. 2. To notify a more senior member of staff of any errors or concerns at the earliest opportunity. 3. To participate in the annual Performance Development Review process. 4. To ensure that the university s cross-cutting themes of partnership, equality and diversity and sustainability inform all activity related to the role. Page 3 of 7

4 5. To ensure communications systems and practices support effective management arrangements and promote good relations with staff and students. 6. To work within a framework of effective governance, ensuring compliance with relevant regulations, legislation/policies and procedures. 7. To be responsible for your own continuing self-development. 8. To undertake other duties not specifically stated above, which from time to time are necessary for the effective performance of the University s business without altering the nature or level of responsibility involved. Health & safety requirements In relation to health and safety, you are responsible for ensuring that: You comply with safe systems of work in operation within your work area. You work co-operatively with other staff who have responsibility for health and safety requirements. You report any health and safety concerns to your manager or other responsible member of staff as soon as these are identified. You attend training as appropriate to your role (see the relevant health and safety training grid for requirements). You may be required to undertake duties as a first aider (for which a separate allowance is paid). Membership and responsibility as a designated member of Falmouth s Committee structure (including Health and Safety Committee) as appropriate to the role. In relation to health and safety, you are responsible on direction and on behalf of the relevant management board lead for supporting the discharge of their duty as a member of the senior management team: To monitor effective safety implementation. To identify health and safety needs and requirements. For the care of all those affected by your acts or omissions. You have a responsibility to ensure a safe and healthy environment for staff, students and other users of the areas of the University under your span of control, by ensuring that: Page 4 of 7

5 Falmouth s safety policies and requirements are implemented and that resources are available to the staff under your control to ensure statutory compliance. Risk assessments are carried out for relevant activities (e.g. fieldwork, performances, exhibitions etc.) undertaken by staff and students within your area, and that any resulting actions are taken and that safe working practices are followed. The statutory compliance of those whose work you oversee. Health and safety policies and practices are implemented for areas under your control. Correct and timely communication of safety issues, both to your superiors and the staff that work for you, as relevant to your areas of responsibility is carried out. You work within a framework of effective governance, ensuring compliance with relevant regulations, legislation, policies and procedures. Staff within your area fulfill their responsibilities under the University s Health and Safety Policy, including any responsibilities as members of University Committees as appropriate. Page 5 of 7

6 PERSON SPECIFICATION Job Title: Estates Manager Attributes Essential Requirements Desirable Requirements Education and Qualifications Chartered professional qualification in a property related discipline. Degree/Post Graduate level education Experience and Knowledge Skills and Personal Requirements Post qualification estates/facilities/ project management experience in a medium/large organisation. Demonstrable success in working with different stakeholders all levels to achieve good solutions, working with teams and responding proactively to user needs. Experience of working with interdisciplinary groups. Experience in Health and Safety procedures related to buildings and project delivery. Legal and financial experience in property transactions/ budget control. Ability to find creative solutions to estates problems and deliver solutions within tight constraints. Strong influencing and negotiating skills. Ability to communicate with colleagues at all levels, with appropriate tact, diplomacy and sensitivity. Strong presentation skills. Post qualification estates/facilities/ project management experience in a medium/large organisation. Demonstrable success in working with different stakeholders all levels to achieve good solutions, working with teams and responding proactively to user needs. Experience of working with interdisciplinary groups. Experience in Health and Safety procedures related to buildings and project delivery. Legal and financial experience in property transactions/ budget control. Page 6 of 7

7 Excellent numeracy and highly effective analytical abilities. Proven project management skills. Confidence to work with all appropriate IT tools to deliver efficiency and functionality. Page 7 of 7