UAL - FM Contract Manager

UAL - FM Contract Manager

FM Contract Manager Candidate Information Pack

Photograph by John Sturrock.

Contents

Background University of the Arts London (www.arts.ac.uk) is a hotbed of creativity, innovation and invention across the knowledge economy. It draws together six Colleges with international reputations in art, design, fashion, communication and performing arts. The University has a world-class reputation and is made up of 6 equally renowned Colleges, Camberwell College of Arts, Central Saint Martins, Chelsea College of Arts, London College of Communication, London College of Fashion and Wimbledon College of Arts. UAL is home to a diverse body of 19,000 students from 130 countries. We are proud of our international student and staff community, creating a vibrant, multi‐cultural environment.

Background

Pages 3-5

UAL Estates Strategy Pages 6-9 Job Description & Person Specification Pages 10-15 The Recruitment Process Pages 16-17

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University of Arts London University of the Arts London is in the top 5 universities in the world for art and design.

- Over two thirds of the winners of British Designer of the Year are UAL alumni. UAL alumni have taken home the award for the past three years running (2015 – 2017). - 14% (20) of the Current Royal Designers for Industry are UAL alumni. - Over half of the fashion designers that showed at London Fashion Week 2018 are UAL alumni. - Other alumni have gone on to take home some of the industry’s most prestigious art and design awards including BP Portrait Award, Jerwood Prize, Taylor Wessing Photographic Portrait Prize, Queen Elizabeth II Award for British Design, Minerva Medal, BAFTAs, Golden Globes and Oscars.

They offer an extensive range of courses in art, design, fashion, communication and performing arts. Their graduates go on to work in and shape creative industries worldwide. UAL has produced over half of all Turner Prize winners since its inception in 1984. - Half the Turner Prize nominees and both winners for 2016 and 2017 were UAL alumni - 36 of the 77 Royal Academicians are UAL alumni, serving or former staff.

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UAL Estates Strategy

The University aims to be a place that will challenge, inspire, surprise and stimulate, to be recognised as one of the foremost institutions in the world for learning, practice, research and development in arts, design and communication, and to provide a learning environment in which originality is recognised, difference is respected, and excellence is pursued.

UAL has an incredibly diverse estate spanning Central and Greater London and includes a broad range of property types encompassing academic, teaching, research, commercial, social, hospitality, residential and public realm spaces. The property portfolio is made up of 16 academic sites and 13 student residences hubs with buildings ranging from listed historic buildings to new state of the art facilities. This dynamic and diverse mix in one the world’s leading cities gives an exciting and challenging proposition to the UAL Estates department. The Estates department is currently undertaking an unprecedented estate transformation programme. Following the success of UAL’s relocation of Central Saint Martins as the centrepiece of the King’s Cross regeneration scheme, we are proposing over the next 5-7 years to replace over half of the academic estate with some major developments including two buildings in Stratford and Elephant and Castle totalling circa 70,000 sq m. We will increase our portfolio of owned halls of residences by the addition of at least two halls totalling circa 800 beds and continue to maintain and adapt the remainder of the 170,000 sq m estate to meet the needs of the University for decades to come. The current financial strength of the University, combined with opportunities in the property market, provide a unique opportunity to deliver the vision of a more unified, rationalised estate. Whilst recognising the importance of the individual identity of the six Colleges, this is an opportunity to create greater campus environments, showcase its collections and archives and enable the University to act cohesively.

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Primary interventions up to and beyond 2025 will be:

• The creation of new facilities for London College of Communication, London College of Fashion, Camberwell College of Arts, and University Services; parts of Chelsea College of Art will also be upgraded.

Central Saint Martins ER

Key to locations Central Saint Martins KX – Kings Cross ER – Elthorne Road BH – Back Hill London College of Fashion JPS – John Prince’s Street

Sketch House

• A new Students Residence hall has now been delivered at Camberwell College of Arts and opportunities to build further UAL owned or part owned Halls of Residences are being explored, particularly local to academic premises where viable. Means of shortening tenures and providing lower rental accommodation for students will be pursued and the Pastoral and Social Programme activities in residences will be a core part of service delivery.

Cordwainers Court

LG – Lime Grove GL – Golden Lane CR – Curtain Road MS – Mare Street UAL

Central Saint Martins KX

London College of Fashion MS

Will Wyatt Court

Hoxton

Central Saint Martins BH

London College of Fashion CR

LCF 03 London College of Fashion GL

Costume Store

AS – Accommodation Services Office CO – High Holborn/Central Offices

UAL AS

London College of Fashion JPS

UAL CO

Don Gratton House

Key to tube lines

• The creation of a sustainable estate will enable the University to position itself as an influencer in this area for decades to come. The design of new premises will incorporate low energy sustainable operational concepts.

London College of Fashion LG

Jubilee Northern Bakerloo Central Circle District Hammersmith Metropolitan Victoria Piccadilly London Overground Waterloo & City DLR First Capital Tramlink

London College of Communication

Chelsea College of Arts

Highline Building

Bernard Myers House

• The Facilities Management Services to the Colleges and University Services are tailored to suit the evolving development and rationalisation of the estate. The Services Team maintains the estate ensuring compliance with safety standards. Maintenance is proportionate to the condition and predicted tenure of each building.

Camberwell College of Arts

Brooke Hall

The Glassyard Building

Camberwell Campus

• In operating, maintaining, rationalising and developing the estate the Student Experience and working environments for staff are of paramount importance. Through effective engagement with end users their needs and priorities are embedded in the strategy.

Furzedown Student Village

• New facilities will be future proofed for the digital world and appropriate for multi functional usage for multiple stakeholders. Through research and innovation UAL will strive for world class sustainable facilities.

Wimbledon College of Arts

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Job Description (1)

• To assist the Risk and Compliance Manager in ensuring that service partner processes and procedures are established for all statutory compliance and maintenance works and corresponding records kept up to date and available for audit inspections. • To be responsible for ensuring that the service partner business continuity and emergency plans are aligned with UAL business continuity and resilience plans. • To liaise with key stakeholders to ensure their key deliverables and expectations as defined in the service specifications are being met i.e., Health & Safety team, Sustainability team, Accommodation team and Projects team. • To work with our service partners to promote a culture of collaboration and delivery of a truly customer focussed hard and soft FM service provision to the university. Such as: Cleaning, Security, pest control, PPM, Statutory Compliance and reactive maintenance of building services. • Working in collaboration with the Contract Administrator to be responsible for monitoring FM service performance against established SLA’s and KPI’s. • To develop robust communication channels between FMs and the service partners to promote a ‘One Team’ approach and a positive customer service culture. • Working in collaboration with the Hard of Campus Services and Head of Hard FM in the identification and development of FM service procedures and standards that will underpin new ways of working and operational activities. This includes recognition that the estate will be evolving with new premises taking over from some of the current premises. The first change being London College of Fashion moving from current 6 premises to a single site in the Olympic Park in 2023.

Job title: FM Contract Manager Accountable to: Associate Director of Estates Contract length: Permanent Hours per week: 40 hrs Weeks per year: 52

Who we are The Estates Department is responsible for the logistical operations management and the delivery of building services to the University’s 14 academic sites and includes facilities management, catering and commercial services, sustainability and energy management, estate management, project management, and property development. It also works with the team managing 3 Halls of residence.

What is the purpose of the role: Reporting into the Associate Director of Estates

The Contract Manager will be responsible for managing the performance of our contracted service partners in the delivery of a customer focused FM service from mobilisation transition to Business as Usual. To build collaborative relationships and common understanding with key stakeholders to ensure that the FM service provision reflects that contracted between parties and that it meets College and Estates business requirements. The post holder will ensure a seamless service by proactively assessing and identifying business and stakeholder requirements. To be the champion of change and drive a culture of continuous improvement and the implementation of FM service strategies that promote a secure and well maintained environment for staff, students and visitors. Duties and Responsibilities • To deliver the FM Services strategy for Soft and Hard Services from OCS and CBRE To project manage the transition of our service partners from mobilisation through to BAU maintaining oversight of progress against set milestones, identifying and managing operational risks and providing monthly reports to the Associate Director of Estates and other senior Estates staff. • To manage services scope changes that may emerge in initial stages as the new providers establish any gaps in previous FM provider services and issues relating to condition of assets. • To establishing service partner risk control standards relating to both Hard and Soft FM.

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Job Description (2)

• To conduct all financial matters associated with the role accordance to the University’s policies and procedures, as laid down in the Financial Regulations.

Key Working Relationships • Estates Department Senior Management

• To assist in the ongoing development of internal processes and procedures which will enable a professional Estates Helpdesk service that is empowered to be responsive to customer enquiries and finding resolution. • To liaise with the contract administrator to ensure that billing for additional works and monthly core invoicing is in the correct format and accurate. • To keep such documentation and briefing notes and if time permits to provide a personal hand over to a future full time member of staff at the end of this commission. Other Duties • Interaction with other departments by sharing good practise and providing advice as necessary in a professional capacity. • To undertake other duties within the scope of the facilities function as requested by the Associate Director of Estates. As a senior member of the University the following applies: • You will be expected to work such hours as are reasonably necessary to fulfil the duties and responsibilities of the role. • You may be required to travel to all sites as necessary. >Page 1 Page 2-3 Page 4-5 Page 6-7 Page 8-9 Page 10-11 Page 12-13 Page 14-15 Page 16-17

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