Specialist recruiters within education, youth, mental health, employability and IAG
Our client, a leading College group in London, is seeking a Head of Estates & Facilities Management on a permanent basis as soon as possible.
Head of Estates & Facilities Management
£53,370 to £56,657 p.a
Excellent staff benefits
Closing date: Midday 29 August 2019
Interviews: w/c 02 September 2019
PURPOSE OF THE POST
Reporting to the Chief Operating Officer (COO), the post holder has responsibility and accountability for:
- Managing the development of estates and facilities management across the College Group’s property portfolio so as to support the delivery of the Strategic Plan;
- Ensuring that the EFM service offer is clearly defined and developed, and that the offer both contributes positively towards students’ learning experiences, and helps to create learning environments which are safe, secure and supportive for all College staff, students and visitors;
- Maintaining statutory compliance in all aspects of building services, maintenance and operations, including health & safety and security management;
- Engaging and communicating with the customers for EFM’s services to maintain positive customer relationships, manage expectations and improve customer satisfaction;
- Managing the staff within the Estates & Facilities Management (EFM) Directorate’s campus management, operations and service delivery teams.
Educated to degree level in a property-related discipline, or with directly equivalent accumulated professional experience.
- Full membership of, and accreditation with, a relevant professional property institute (such as MIWFM, RICS, CIBSE etc.).
- Level 2 (GCSE) English and Maths.
A formal health & safety qualification (IOSH, NEBOSH or equivalent).
- A technical qualification in hard services/MEP (e.g. BTEC HNC/HND in Building Services Engineering).
MAIN DUTIES AND RESPONSIBILITIES
Accountable for: the management of the College’s estates and facilities management function, and for the ongoing development and improvement of all estates and facilities management services and solutions, as delivered by the staff and contractors of the Estates & Facilities Management (EFM) Directorate, for all premises within the College Group’s property portfolio.
Hard and soft facilities management (FM): Develop EFM’s offer of hard (building services) and soft (customer services) FM and manage the delivery of FM services (including operations, health & safety, security, catering/refectory, cleaning and maintenance) on a day to day basis, ensuring that the FM service provision is legally compliant and appropriate to operational and curriculum requirements at each site.
Planned preventative maintenance: Define and develop rolling Planned Preventative Maintenance (PPM) plans for building fabric and building services for each of the College’s premises (taking into consideration the nature of the building, its expected remaining useful life, and the operations at each site), ensuring premises are fully compliant with all relevant statutory legislation and regulations.
Environmental and Utilities Management: lead on environmental sustainability initiatives and energy conservation; monitor and optimise energy usage across the College via BMS system and other means; work toward ISO14001 certification and support meeting BREEAM requirements on building projects.
Health and Safety: contribute to the College Health and Safety strategy and support the Health and Safety Manager to implement; operational responsibility for ensuring the health and safety of staff and students by providing a safe working environment across all campuses; ensure reportable accidents under RIDDOR involving College staff are reported to the HSE and are properly investigated.
Commissioning and contract management: Manage EFM supply and service contracts and ensure that all commissioning/tendering activity is carried out in accordance with both the financial rules of the College and those for management of public money; act as first point of escalation for EFM’s Managers to resolve under-performance issues in relation to procurement, tendering or contract delivery.
Estates management: support the COO as necessary in delivering the plan for future redevelopment of the main College campuses in line with an agreed Estates Strategy for the Group, and for the individual premises and holdings within the portfolio, to facilitate achievement of the College’s Strategic Plan 2017-2020 and beyond; manage a programme of regular market valuations and condition surveys to inform the forward planning of capital works and any acquisitions/disposals;.
Minor works: Manage the annual programme for minor capital works across the College sites; ensure appropriate consultation and communication with Directors and Heads of School to determine priorities for refurbishments, redecoration, or alterations; manage the contracting for works to ensure value for money, quality and timely completion.
Budget management: Manage the EFM Directorate’s annual capital and operational revenue budgets; liaise with Finance colleagues to ensure accurate and timely reporting of EFM expenditure against plan and forecast.
Customer satisfaction: Establish the EFM service offer so as to provide exemplary levels of customer service to College staff, students and visitors as EFM’s customers at all College sites; ensure that the scope and content of EFM’s service offer meets or exceeds agreed performance indicators for service quality and that it promotes and aligns with the College’s brand and values.
Curriculum partnering: Engage collaboratively and creatively with Curriculum Directors and Heads of School to ensure that EFM service offer meets their teaching needs; liaise with them to monitor and improve how the offer supports curriculum delivery to students and contributes towards learning experiences and outcomes.
Performance measurement and reporting: Develop the EFM team’s capability to measure, analyse and report on the performance of individual built assets and of EFM services; continue the development of EFM’s CAFM and Helpdesk systems for workflow management and reporting against key performance indicators and metrics; prepare reports for the College Executive Board, College Leadership Team (CLT) and other senior management forums as required.
EFM service alignment: Work collaboratively with other peer Heads of Business Support Services (e.g. IT, Finance, HR, Student Support and Student Services) to ensure that EFM’s services are aligned with those provided by other service areas and that all services work together to enable the delivery of the Strategic Plan.
EFM guidelines and documentation: Develop and maintain EFM’s policies, guidelines and standard procedures, ensuring these are regularly refreshed to capture professional best practice and future-proof the service offer; ensure that all statutory testing certificates, formal inspection records, permits to work and maintenance logs are kept up to date, in good order and available for review at all times.
Staffing and line management: Manage and develop relevant direct (3) and indirect (19) reports within the EFM Directorate, ensuring that College processes for staff recruitment, training and development, absence planning and performance management are followed; monitor demand for EFM services against available staff resources and support the team in managing workload accordingly.
Creating opportunities: Develop and maintain positive relationships with EFM’s commercial contractors and suppliers to create education and employment opportunities for staff and apprentices, and work experience for the College students wherever possible.
Subject matter expertise: Maintain a subject matter expert role in relation to estates and facilities management, keeping abreast of developments in this area; coach and mentor apprentices and junior members of the team to ensure that the EFM Directorate becomes a recognised exemplar of professional development; provide professional advice to colleagues at all levels of management as and when required.
The College is seeking to appoint highly skilled, dynamic, flexible and committed people with the potential to help us realise our mission and strategic objectives. In order to help the appointing panel recruit the best possible candidate, and be able to assess each candidate’s abilities and suitability for the role objectively, the skills, experience and qualifications required are set out in detail in the Person Specification below.
Except where explicitly stated otherwise, the following qualities are all deemed essential to the requirements of the post. The College will therefore, be seeking evidence of these in the selection process, which will include the written application, an assessment centre, face-to-face interview(s) and the content of substantive references, in order to make an appointment.
Skills and Job Knowledge
A background in hard services management, with the technical skills necessary to oversee building services/maintenance engineers and other technical specialists.
- Risk management skills, including the ability to analyse and resolve complex health & safety or security issues in office and educational environments.
- Understanding of, and ability to interpret and work with, a range of architectural drawings and information (e.g. general arrangements, coordination drawings etc.).
- Ability to specify, implement and use specialist FM Helpdesk, Computer-Aided Facilities Management (CAFM) systems and architectural packages such as AutoCAD or Autodesk Revit.
Proven ability to manage people, both individually and as a team.
- High level of verbal communication skills, including the ability to negotiate and influence at all levels.
- Well-developed written communication skills, with the ability to draft presentations and technical reports for more senior colleagues.
- Excellent organisational abilities, including the ability to plan own time and work and to deal calmly and effectively with conflicting priorities.
- Ability to work with large, complex data sets and to analyse and interpret data to solve problems and inform management decision-making.
- Budget and financial management skills.
- Competent in use of IT, including the ability to use Microsoft Office, Microsoft Project and PowerPoint programs.
Demonstrable previous experience of heading-up an estates or facilities management function, including at least 5 years’ experience working at a senior management level, including:
- Successfully managing in-house (client-side) facilities management services;
- Working across a range of property disciplines (e.g. building or quantity surveying, architectural design, construction project management, mechanical & electrical engineering or facilities management);
- Delivering property projects to time, cost and quality;
- Managing a mixed economy of in-house staff and outsourced suppliers, consultants and contractors to deliver facilities management services.
- Experience of managing the commissioning and tendering of FM service delivery and supply contracts for a range of commercial and educational environments (e.g. offices, schools, colleges, nurseries/kindergartens etc.).
- Experience of working with international quality standards (e.g. ISO9001, ISO14001).
- Demonstrable experience of working with a culturally diverse and geographically dispersed team, including managing remotely when required.
Please note: Prior to confirming an appointment to the College, individuals are asked to complete a medical questionnaire in order that the College’s Medical Health Contractor can ascertain their medical fitness for the post.
Please email email@example.com or call 01924 498184 to discuss
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