LSE - Deputy Director of Facilties

LSE - Deputy Director of Facilties

Deputy Director of Facilities Candidate Information Pack

Contents Introduction About LSE LSE Estates Division and Capital Development The Role – Deputy Director of Facilities Working at LSE Application Process

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Introduction

The LSE was founded in 1895 and has grown to become one of the foremost social science universities in the world. A specialist university with an international intake, LSE’s reach extends from its Central London campus to around the world. The School has a cosmopolitan student body, with around 11,000 full time students from 148 countries and staff of just over 3,000, with about 46 per cent drawn from countries outside the UK. The LSE Estates Division is responsible for development and implementation of the LSE Estates Strategy supporting the School’s strategic objectives, and environmental sustainability forms a crucial part of this.

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About LSE LSE is one of the foremost social science universities in the world. A specialist university with an international intake, LSE’s reach extends from its Central London campus to around the world. The School has a cosmopolitan student body, with around 11,000 full time students from 148 countries and staff of just over 3,000, with about 46 per cent drawn from countries outside the UK. LSE opened its doors in 1895 with three rooms and 200 students.

Today more than 11,000 students study for degrees at our central London campus, while more than 40,000 more learn on campus or remotely. But while much has changed, one thing remains constant: our commitment to the original vision of LSE, as ‘a community of people and ideas, founded to know the causes of things, for the betterment of society’. As we look to the future, we do it as an internationally renowned institution, with a reputation for excellence in teaching, research and public engagement in the social sciences. What happens at the School has the potential to be world-changing – and in these turbulent times, the social sciences are needed more than ever.

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Facts & Figures

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The Estates Division is responsible for development and implementation of the LSE’s Estates Strategy, providing world class buildings and facilities for teaching, learning and research. The Estates Division are committed to creating a higher quality built environment, commensurate with LSE’s academic standing. Strategic projects are developed and delivered by the Capital Development team, responsible for the planning and implementation of major capital projects, long term maintenance and carbon management in progress at the School. LSE Estates Division and Capital Development

“Improving the student experience lies at the heart of what we do. We are focussed on providing world class buildings and facilities and through excellent customer service we aim to ensure the safe, secure and environmentally sound operation and

maintenance of LSE assets.” LSE Estates Division Mission

Notable recent projects include:

- LSE’s Centre Building Redevelopment project, which creates a state of the art flexible and highly sustainable

- The Saw Swee Hock Student Centre. The striking building design received praise from students, staff and architecture critics alike, and has been nominated, shortlisted and presented with numerous awards including being shortlisted for the prestigious Stirling Prize. Swa Swee H

academic and teaching building. CBR project

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Looking to the future we have ambitious plans including the delivery of three projects each with budgets in excess of £100m: - The Marshall Building. An academic-led mixed use building in the heart of the campus that will house a sports centre, teaching and learning hub, arts facilities, several academic departments and the The Marshall Institute for Philanthropy and Social Entrepreneurship. The Marshall Building

- A major new development, that will be the subject of an international design competition, to create an Executive Education facility for LSE. - A major project with a development partner to deliver a large-scale increase in high-quality student accommodation provision at LSE.

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The Role - Deputy Director of Facilities

Job title: Deputy Director of Facilities Department/Division: Estates Accountable to: Director of Facilities Job Description This form summarises the purpose of the job and lists its key tasks. It is not a definitive list of all the tasks to be undertaken as those can be varied from time to time at the discretion of the School, in consultation with the postholder.

Job Summary We are looking to recruit an experienced deputy Assistant of Facilities Management to support the Director of Facilities in delivering a first class Facilities Service to staff and students and leading our diverse FM team. This is an exciting period of significant change for the University and the Estates Division, with a planned capital investment in the estate of circa £240M to 2021 and a centralisation of facilities services across both the campus and Halls of Residences. You will play a key role in supporting the changes needed to transform Estates into a client-focussed integrated services provider, maximising the value it delivers to the whole University community. You will contribute to defining the vision, strategy and operating model for the facilities section, and contribute to the strategic development of Estates.

The Division aims to deliver best practice services across all sections and the postholder will be expected to benchmark and develop the services to achieve this. As well as possessing excellent interpersonal, negotiation and analytical skills you will have knowledge and experience of: Running effective FM departments • Running effective FM departments • Management techniques for achieving process and quality improvements • Management of large and complex estates, including budget and resource management. The post will have line management responsibility for cleaning, postroom, sportsground, reprographis, porters and facilities staff, in excess of 350 staff Have day-to-day management of a number of outsourced contracts.

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Duties and Responsibilities Communication • Communication of complex information relating to FM management issues. An ability to communicate clearly with both internal audiences and external bodies. • Preparation and presentation of formal reports. Evaluation of options with clear recommendations for decision making. • Compiling and reporting high- level management information on the performance and best value issues relating to the delivery of FM services. • Establishing and maintaining communication mechanisms with users to provide timely information about the delivery of FM services from the Division

Planning and Organising Resources

The post holder will be able to work both as part of a team and independently to plan service delivery, conduct services and report orally and in writing on matters relating to the services directly to the Director of Facilities. The post will deputise as required for the Director of Facilities The post holder will liaise daily with staff at all levels across the school and residences, as well as students, and other stakeholders, acting as an initial point of contact concerning specification, quality control and monitoring of soft FM services. The post will also lead on a number of specific projects as required by the Director of Facilities.

• Setting service standards, continuously monitoring and seeking customer feedback. Regularly reporting on performance and customer feedback as part of management information. • Working with senior staff to develop strategic objectives and to establish annual operating plans. Analysing resource needs and distributing allocated resources to deliver against agreed priorities. Identifying medium to long term resource needs and preparing cases to bid for additional resources, when required. • Planning and managing FM budgets and discharging duties as Budget Holder in accordance with the School’s Financial Regulations. Participating in monthly Budget Review meetings with the Director of Facilities (Budget Controller).

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The Role - Deputy Director of Facilities

Problem Solving and Initiative • To evaluate strengths and weaknesses of FM service provision, suggest alternative courses of action and to contribute problem-solving options for consideration by the Director of Facilities. • Evaluate initial requests and enquiries, identifying an effective course of action and taking initiative in referring or resolving situations where appropriate. • To understand when to escalate an issue or problem to the next management level. • To deal with operational situations and events in a professional, logical and practical manner. Teamwork and Motivation • Managing a large team providing direction through professional leadership. • Conduct career development reviews (CDR)with all staff, developing policies for staff training and development to ensure all members of the FM section are fully trained and aware of current legislation. • Support the Director of Facilities in managing periods of change during the transition from Residences to Estates. • Engaging with the FM team to continuously look for opportunities to improve services. • Deputise as and when required for the Director of Facilities.

Service Delivery • Continually review operational structures that are sustainable and appropriate for the delivery of high quality FM services throughout the School’s estate, including Halls of Residence. • Support the Director of Facilities in formulating strategies and implementing policies for the management of FM with an overall objective of achieving a best practice services to provide a first class working environment within the School. • To developing specifications and support the procurement of a wide range of outsourced contracts to ensure VFM and the delivery of an efficient effective range of services. • To lead and manage on an operational level all outsourced fm contracts. • Ensure that all staff are compliant with Health & Safety and other relevant legislation. • Working closely with Conferences & Events to provide the delivery of a high quality FM service to support School events. • Support the Student Union in ensuring delivery of the appropriate levels of FM services in the Saw Swee Hock Student building. • Developing and regularly reporting on FM performance. Identifying any negative trends prioritising resources as necessary in order to address any issues identified.

• Developing and maintaining a management rota within the FM section to ensure all out of hours FM services are appropriately covered, including participation in a School wide out-of hours support service. • To ensure visible quality monitoring systems have been implemented across the estate, report on performance to Director of Facilities and ensure that any remedial action required is acted upon. • Working closely with Planning & Development section during the planning and design stages of minor capital and capital projects to ensure that designs take account of the efficient future provision of FM services. • Any other duties as instructed by the Director of Facilities.

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Knowledge and Experience • Management of large and complex FM teams, including budget and resource management • Management techniques for achieving process and quality improvements • Working experience of Health and Safety Legislation • Ability to deal efficiently and professionally with a wide range of staff, students and stakeholders, many at senior levels with the primary focus of delivering excellent customer service. • Working knowledge of MS Word, Outlook and Excel. Analysis and Research • To independently conduct surveys, analysis and research as part of the Facilities Management Team for the purpose of management information provision and effective service evaluation. • To identify methods of analysis or investigation (qualitative or quantitative) according to the type of >Page 1 Page 2 Page 3 Page 4 Page 5 Page 6 Page 7 Page 8 Page 9 Page 10 Page 11 Page 12 Page 13 Page 14 Page 15 Page 16

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