National Portrait Gallery - Building Services Manager

National Portrait Gallery - Building Services Manager

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Building Services Manager Candidate Information Pack

CONTENTS

3

Introduction

About The National Portrait Gallery

4

Estates And Operations

6

Job Description

8

Person Specification

12

Employment Terms & Benefits

14

Application Process

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Thank you for your interest in the role of Building Services Manager with the National Portrait Gallery. The National Portrait Gallery, founded in 1856 and housed in a Grade 1 listed building, is uniquely placed to encourage reflection on the nature of British society, as the only national museum focusing on British identity and the individual impact and influence of people making a mark on the country’s history and culture. Over the past 15 years, the Gallery has enjoyed a period of great success with record breaking visitor numbers to the Gallery in central London, through our National and International programmes and our website. However, we became increasingly aware of the limitations of the Gallery’s facilities, and the need to improve and enhance the visitor experience. As such, we have embarked on a major project, Inspiring People, which will be the biggest transformation the Gallery has ever undertaken. Designed by Jamie Fobert Architects and supported by the National Lottery Heritage Fund, the project comprises a comprehensive re-display of the Collection, combined with a significant refurbishment of the building, the creation of new public spaces, a more welcoming visitor entrance and public forecourt, and a new state of the art Learning Centre. Through this project, we will deepen the understanding and enjoyment of our remarkable Collection, sharing it with the widest and most diverse audience possible. In order to complete the project efficiently and to safeguard visitors, members of staff and the Collection, the Gallery in St Martin’s Place temporarily close to the public from 29 June 2020 while essential building works take place. The renewed Gallery will re-open in 2023. During this time, we will continue to share our Collection with the nation as we embark on an ambitious programme of activities, which will see hundreds of works travel across the UK through a series of partnerships and collaborations. This is an exciting opportunity to join the National Portrait Gallery and make an immediate impact.

We look forward to hearing from you.

Yours sincerely

Adrian Jackson Head of Estates and Operations

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ABOUT THE NATIONAL PORTRAIT GALLERY

Established in 1856, the aim of the National Portrait Gallery London is ‘to promote through the medium of portraits the appreciation and understanding of the men and women who have made and are making British history and culture, and to promote the appreciation and understanding of portraiture in all media’. Founded on the principle that the paintings on display should reflect the status of the sitter, not the artist, the Gallery has collected the likenesses of famous people in British history. Today, the Gallery holds the most extensive collection of portraits in the world, and, as one of the country’s most popular visitor attractions, has received around 1.6 million visits in recent years, prior to temporarily closing for the Inspiring People project. The project will see a transformed National Portrait Gallery with a comprehensive re- display of the Gallery’s Collection from the Tudors to now, combined with a significant refurbishment of the building, the creation of a new public spaces, a more welcoming visitor entrance and public forecourt and a new state of the art Learning Centre. The Gallery’s Primary Collection of paintings, sculptures, miniatures, drawings, prints and photographs contains some 11,100 portraits. Of these more than 4,150 are paintings, sculptures and miniatures, nearly 60% of which are regularly displayed at the National Portrait Gallery or around the country through a series of national partnerships.

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The Gallery is always keen to find new ways to share the Collection through national and international programmes, learning activity and outreach work, as well as through digital activity. Like other national museums, the Gallery is supported both by the government and increasingly by a large number of individuals, companies, trusts and foundations, as well as by the receipts from ticketed exhibitions, retail, catering, and events. The Gallery aims to bring history to life through its extensive display, exhibition, research, learning, outreach, publishing and digital programmes. These allow the Gallery to stimulate debate and to address questions of biography, diversity and fame, which lie at the heart of issues of identity and impact. The Gallery strives to be the foremost centre for the study of and research into portraiture, as well as making its work and activities of interest to as wide a range of visitors as possible.

Further information about the National Portrait Gallery can be found on our website http://www.npg.org.uk.

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ESTATES AND OPERATIONS

Heritage Prote Manager

Building Services Manager Vacant

Security Sh Leaders (x4

Security Provider

CBRE Contract

6

COO

IP Project Director

Head of Estates & Operations

IP Project Director

ection r

Senior Estates & Operations Manager

IP Project Engineer

Operations Manager

Facilities Manager

hift 4)

Receptionists (x2)

DOC Contract

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JOB DESCRIPTION

Job Title: Team: Reports to: Responsible for: Role Purpose

Building Services Manager Estates and Operations Head of Estates and Operations Maintenance Contract Provider

Reporting to the Head of Estates and Operations, the Building Services Manager plays a key role at the National Portrait Gallery and is an integral part of the Gallery’s Estates and Operations team. The post-holder is primarily responsible for the effective contract management of the Gallery’s engineering maintenance provider, which is one of the Estates and Operations teams largest contract services providers and will take responsibility for ensuring value for money and an effective contract management partnership to deliver of the Gallery’s engineering infrastructure of mechanical, electrical and plumbing (MEP) needs. The post-holder will also be responsible for the effective budget management of the Gallery’s building services and utilities provision. Key Accountabilities • Creating a strong partnership with the Gallery’s engineering maintenance provider to investigate improvements and innovations that ensures that the Gallery retains a value for money contract service. Working closely with the Head of Estates and Operations and the Gallery’s contract maintenance provider, to ensure that the Gallery’s strategy for the development and best use of building management systems including, MEP engineering systems, meets the needs of the organisation’s strategic and operational requirements in terms of reliability, effectiveness and value for money. • Holding regular service level agreement meetings with the Gallery’s engineering maintenance provider, to ensure the effective delivery of a contract service that is of the highest standard and value for money. • Working closely with the Gallery’s contract maintenance provider, to ensure engineering development management; researching, recommending and proposing new technology to fulfil strategic objectives. • Working closely with the Head of Estates and Operations and liaising with the Chief Financial Officer to appropriately plan the development of new engineering and 8

building systems for the Gallery. • In collaboration with the Gallery’s Procurement Advisor, further support contract specifications/tender documentation; for the renewal/replacement and modifications of mechanical and electrical services and equipment. • Take responsibility for ensuring effective communication on engineering and building services input into an Estates and Operations forward maintenance plans, including buildings, plant and systems. • Keeping up to date with changes and developments (within the Gallery and externally) and ensuring good two-way communication with other departments at all times. • Liaising regularly with other teams to understand their requirements and communicate information about current and upcoming engineering and building services projects. • Representing the Gallery at Building Services meetings, including engineering matters with external parties. • Maintaining a strong relationship with the Exhibitions team and Design Studio and at times with external lighting designers for Exhibitions and with Curators, to support the lighting of the Collection displays and ensuring good communication and planning with the engineering contract provider. • Managing safety and well-being issues related to the Gallery’s building services and engineering provision, in addition to playing an active role as a Gallery Safety and Well-being Champion. • Following the Gallery’s procurement and financial procedures, whilst leading and supporting the obtaining of quotations, formally tendering as needed and commissioning works when completed. • Promoting sustainable working practices and reducing the environmental impact of the Gallery’s operations in line with its Sustainability Statement. External and Internal Relationship Management • Managing the Gallery’s contract provider, including contract negotiation for engineering maintenance services and hold regular service review meetings that ensure that agreed service level agreements remain in place at all times. • Setting out, developing and regularly reviewing the Gallery’s building services and engineering strategy, and ensure that it is shared and communicated with all other departments across the Gallery as appropriate. • Building and establishing strong working relationships with both colleagues and external contacts at all levels and network with engineering professionals from other museums and galleries as appropriate. Inspiring People and Strategic Management • Working closely with the Head of Estates and Operations, IP Engineering Manager and Construction Director on strategic operational plans for the commissioning and handover stages of new engineering systems, prior to Gallery re-opening in 2023. • Work closely with the Senior Estates & Operations Manager, Heritage Protection Manager and Facilities Manager on departmental operational planning for Gallery re-opening in 2023. 9

• Understanding the strategic objectives of all departments of the Gallery and the implications for engineering services and maintenance, prior to Gallery re-opening in 2023. • Working closely with the Estates and Operations team to develop a post-opening contracted engineering and building services strategy that fully supports the requirements of the Gallery at all times. • Working closely with the contract engineering maintenance provider, maintain appropriate Emergency Planning and Business Continuity Planning arrangements for all Gallery building and engineering systems. • Working closely with the Gallery’s engineering maintenance provider, review engineering infrastructure needs, to ensure that all Gallery staff continue to have the right working environment from a Building Services perspective and in particular to support proposed upgrades, refurbishments and extensions to the Gallery’s systems and services as appropriate. • Reviewing, developing and understanding the requirements for Building Management Systems (BMS) and liaising with the Head of Information Technology to ensure the IT infrastructure and support requirements are taken into consideration. Project Management • Working with the Gallery’s Project Manager to ensure that building services and engineering requirements are accommodated within Gallery projects. • Raising the profile of and promoting effective project management and building services and engineering service lifecycle processes, including adhering to the Gallery’s Project Management Methodology, within the Estates and Operations management team. • Being a contracted services stakeholder in projects run by other departments. • Developing, reviewing and if necessary, revising option appraisals and designs for expansions/improvements to the Gallery’s building services engineering infrastructure and services. Financial Management • Managing the contracted engineering and utilities budgets effectively, including costing proposals, budget tracking and providing financial information when required. • Ensuring revenue generating opportunities for the Gallery are maximised.

This job description is indicative but not exhaustive. As such, in addition to the key accountabilities and responsibilities listed the post holder may be required to perform other duties commensurate with the scope and/or level of the role.

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Key Criteria for Success

After 6 months in post, the successful candidate will have: • Established credibility and developed effective relationships with a range of internal and external stakeholders • Demonstrated a clear commitment to and understanding of the work of the Gallery • Demonstrated a good understanding of project management and applied this successfully to the role • Met key project timescales

PERSON SPECIFICATION

Qualifications, Knowledge and Experience

Essential

• A relevant professional qualification in building services or a related technical field. • Substantial experience of contract management and developing engineering and building related contracted services and infrastructure within a museum, large visitor attraction or similar medium to large organisation. • Customer focussed and results orientated leadership/management experience, encouraging and supporting the development and contribution of others. • Demonstrable budget management experience and confidence in working towards demanding targets. • Proven experience of formulating and leading strategy and policy developments and aligning standards with the business strategy (together with other senior management colleagues) in an equivalent sized, multi-department organisation. • Experience, knowledge and understanding of project management and engineering and building service maintenance. • Strong and effective relationship management of third-parties including partners, consultants, contractors and suppliers. • Understanding and awareness of the developments within the engineering sector, in particular in relation to LED lighting, steam raising plant, support systems and services, high voltage systems and Building Management Systems. • Experience of Building Management Systems in the close control of plant and machinery. • Thorough understanding of health and safety requirements, including fire safety. • Experience of lighting controls and lighting systems used within a gallery environment. • Experience of air conditioning systems to enable full environmental control of public and storage areas within the Gallery. • Understanding and experience of public health systems within large buildings.

Desirable

• Experience of working on capital campaigns. • Experience giving basic health and safety training. • Experience of, or empathy with, the cultural and heritage sector.

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Skills and Attributes • A proactive and confident communicator in both written and oral form, with the ability to liaise effectively with the team and all other Gallery departments as well as with other museums and galleries and external organisations, including government departments and private sector companies. • Solutions orientated approach to problems, with the ability to make things happen and work at both the strategic and tactical level. • Ability to communicate technical and engineering-specific information to a non- technical audience in written and oral form. • Strong interpersonal and relationship building skills with the ability to engage subject matter experts to define requirements and conduct reviews with project teams. • Customer focused and service orientated approach, personable and approachable with an awareness of an organisation’s business processes. • Demonstrable ability to plan, lead and deliver projects of varying size and timescale. • Highly developed organisational and multi-tasking skills, and the ability to deal efficiently and diplomatically with complex tasks at all times and under pressure. • Good judgement and excellent attention to detail. • Ability to learn quickly, use own initiative and to prioritise appropriately. • An enthusiasm for and willingness to share knowledge and information. • Patient with a friendly approach and a keenness to help others. • Ability to work independently as well as collaboratively with colleagues within Estates and Operations and across the Gallery. • Demonstrates passion and approaches all work in an enthusiastic way. Other • Flexibility with regard to working hours will be necessary, including an occasional need to be on site during engineering related projects and building works. • All staff are expected to be enterprising and maximise opportunities for income generation in the Gallery. • A strong commitment to equality and diversity with the ability to balance differing needs. • Keen interest in the mission and purpose of the National Portrait Gallery and building its relevance for contemporary audiences, and in the long-term success and development of the Gallery. • The post is subject to a Basic Disclosure and Barring Service (DBS) check.

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EMPLOYMENT TERMS AND BENEFITS Building Services Manager Details of the post are given below and in the job description. You should take care to show in your application how you can fulfil the requirements of the job. Term of appointment This post is permanent. Hours Your contracted hours of work will be 40 (5 days) per week, including a lunch break (paid) of one hour per full day worked. Pension Pension benefits are provided under the Principal Civil Service Pension Scheme (PCSPS). Annual Leave Your annual leave allowance is 27 days per annum, rising to 31 days at the start of the annual leave year following completion of five years’ service, and up to 35 days after 10 years’ service. Benefits The National Portrait Gallery offers a variety of exciting opportunities to learn, develop and grow in your career. We recognise the value each individual brings to the organisation to achieve our ambitious plans and are dedicated to developing and rewarding our staff. We offer all our employees a competitive benefits package including: • Membership of the Principal Civil Service Pension Scheme (PCSPS) • Generous annual leave allowance • Additional birthday leave • Additional volunteering leave • Interest free season ticket and bicycle loans • Rental deposit scheme • Childcare voucher scheme • Membership of the Civil Service Sports & Leisure club • Access to independent, low cost healthcare schemes • Employee health and welfare services including access to a free, independent and

confidential employee assistance programme • Free entry to many UK museums and galleries • Staff discounts on purchases in online shop • Professional & personal development opportunities 14

Probation All appointments are subject to satisfactory pre-employment checks, further details of which will be provided when an offer of employment is made or are available on request. The probation period for this post is 6 months. Equality The Gallery believes in the employment and advancement of people solely on their ability to do the job required. When recruiting people, we will therefore disregard their gender, marital status, race, age, colour, nationality, ethnic origin, religion and sexual orientation. There will be no unfair discrimination on the basis of disability.

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APPLICATION PROCESS

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To arrange a confidential briefing conversation please contact our retained advisor

Matthew Giles [email protected] 07530 680 159

Applications should consist of a comprehensive CV (of not more than 4 pages). Applications should be sent to [email protected].

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