UCL - Senior Facilities Manager

UCL - Senior Facilities Manager

LONDON’S GLOBAL UNIVERSITY

SENIOR FACILITIES MANAGER (UCL EAST) CANDIDATE INFORMATION PACK

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CONTENTS

Introduction

About UCL

Transforming UCL

The Role

Job Description

Person Specification

Working at UCL

Application Process

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Introduction

UCL’s estate is unique, rich in history, at the heart of London and diverse in use. Our 270 buildings are predominately located in Bloomsbury in Central London but with a number of specialist satellite sites beyond that. The scale, variety and complexity of the estate is unparalleled within the sector. To support the delivery of UCL’s 20-year strategy, UCL2034, we have embarked on a £1.25bn capital investment programme to develop a truly inspiring estate for our students, staff, visitors and partners. This includes the development of UCL East, our new campus at the Queen Elizabeth Olympic Park, which will offer world class research, teaching and living accommodation within the largest cultural and educational development in Europe. UCL is London’s leading multidisciplinary university, with more than 13,000 staff and 42,000 students from 150 different countries. Founded in 1826 in the heart of London, UCL was the first university in England to welcome students of any class, religion, and the first to welcome women on equal terms with men.

As part of our continued investment in the experience that we offer to students, staff, visitors and partners, we are seeking to appoint to the post of Senior Facilities Manager.

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About UCL

UCL is a diverse global community of world-class academics, students, industry links, external partners, and alumni. Our powerful collective of individuals and institutions work together to explore new possibilities. Since 1826, we have championed independent thought by attracting and nurturing the world’s best minds .

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As set out in UCL 2034 , UCL’s strategy is based on the following principal themes: Academic leadership grounded in intellectual EXCELLENCE A global leader in the integration of research and education, underpinning an inspirational student EXPERIENCE Addressing global challenges through our disciplinary excellence and distinctive CROSS-DISCIPLINARY APPROACH An accessible, publicly engaged organisation that fosters a LIFELONG COMMUNITY London’s Global University: IN LONDON, OF LONDON AND FOR LONDON Delivering global impact through a network of INNOVATIVE international activities, collaborations and partnerships.

UCL is taking on some of the biggest challenges of our time, and making vital contributions to the public good.

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Transforming UCL

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We are transforming our spaces into innovative buildings and world-class facilities – empowering our staff and students to discover more about our world and solve global problems. UCL’s extensive building and refurbishment programme - Transforming UCL – is well under way. This is about creating amazing, inspiring, sustainable spaces that meet UCL’s world-class aspirations and commitment to academic excellence, collaborative learning and innovation. With our students at our heart, we are creating spaces to push the boundaries of our aspirations, ideas, research and innovations. Our central London estate is unparalleled in the sector in its size, scope and architectural heritage. Our development opportunity at UCL East secures our campus of the future, again, unrivalled in its vision for collaborative, multi- platform living and learning spaces for the next century and beyond. With this comes challenge and opportunity in equal measure. We are: • Transforming UCL into a world leading campus • Optimising and progressing our buildings and spaces • Working with our community to design our campus of the future • Delivering sustainability and inclusion to future-proof our estate

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The Role of Senior Facilities Manager

The newly created post of Senior Facilities Manager will be responsible for managing and coordinating the TFM Contract at UCL East and associated staff ensuring the efficient and effective delivery of all hard and soft services. You will liaise closely with building users, managers and other stakeholders providing a main point of contact within the UCL East Complex on all Estates Operations services issues. Details on UCL East can be viewed at https://www.ucl.ac.uk/ucl-east/ The successful candidate will have a demonstrable background in comparable high public footfall environments and will possess a proven track record in the delivery of total facilities management. Ideally your career will be varied in working with both service providers and end users across both the private and public sector. You will be able to demonstrate success in creating and leading a culture of exceptional quality and innovation within a comparable customer focussed environment.

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Job Description

TITLE

Senior Facilities Manager

DEPARTMENT REPORTS TO

UCL East – Facilities & Workplace Services

Deputy Director of Facilities

GRADE

9

MAIN PURPOSE OF THE JOB • To manage and coordinate the TFM Contract at UCL East and associated staff ensuring the efficient and effective delivery of hard and soft services • To liaise closely with building users, managers and other stakeholders; provide a main point of contact within the UCL East Complex on all Estates Operations services issues. • To proactively lead the interface with the TFM Contractor and ownership of issues raised by building users and TFM Contractor and lead their resolution.

DUTIES AND RESPONSIBILITIES:

1. Manage and coordinate Estates and FM Services across the UCL East estate. 2. Manage effective communication and collaboration with Estates Operations, Facilities and Estates Development, Capital projects and other teams within Estates Operations. 3. Oversee and provide advice on a range of services, contracts and projects delivered by Estates Operations.

4. Provide a primary point of contact for building users within UCL East; liaise to identify problems arising and initiate remedial actions. 5. Proactively lead service/facility improvement initiatives; take ownership of Estates issues raised by building users and lead their resolution. 6. Represent Estates/F&I with a range of stakeholders; attend relevant committees, working groups, project teams etc. with delegated

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authority to commit to a course of action and/or expenditure. 7. Oversee, direct and monitor the TFM Contractor to ensure the safe, efficient and effective delivery of services; ensure that work is carried out in compliance with relevant legislation, regulations and best practice. 8. Provide supportive line management and direction to Senior Engineer UCL East. 9. Proactively develop and maintain effective customer/stakeholder relationships through a network of key contacts. 10. Monitor the TFM Contractor within the area for compliance with H&S policies and standards, ensuring any non-conformities are reported; assist with investigations and resolutions and propose solutions as required. 11. Support and direct contractors, service providers, students and staff to assist them in complying with H&S requirements; promote and demonstrate a commitment to improving H&S standards across the Area. 12. Monitor, report and take appropriate actions in respect of fire safety issues, including the storage of materials, fire door operations, smoke/heat detectors etc. 13. Communicate effectively with client departments/stakeholders; monitor projects and services to ensure that

they meet customer expectations and are delivered to specification, on time and within budget; provide relevant feedback; 14. Advise and influence the planning and coordination of maintenance and facilities work on site to minimise disruption and inconvenience to users; 15. Work closely with Commercial and Procurement managers and the TFM service provider monitor and supervise service providers’ performance on site; contribute to the drafting of service specifications, project briefs etc; 16. Manage minor improvement works, installations, adjustments etc.; specify, procure and manage services and minor works; 17. Contribute to the development of briefs and cost estimates for minor works. 18. Manage delegated budgets; authorise/initiate the purchasing of equipment, materials, consumables etc., within delegated limits; authorise the payment of invoices; authorise service level variations where appropriate; 19. Work with Facilities Teams, Room Bookings, client departments and contractors to ensure that events are properly managed and services for events delivered efficiently and with minimum disruption.

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20. Provide advice, assistance and input into the preliminary/detailed planning of all work (projects and business as usual) to be carried out in the Area’s premises/facilities. Liaise with and advise UCL East Project Officers (UPOs) and Contracts Managers (CMs) as required. 21. Collaborate within Estates and Facilities as required to co-ordinate work undertaken by contractors, direct labour teams and others within the Area’s premises/facilities. Ensure that interfaces between activities are considered and, in liaison with customers, UPOs and Contract Managers, help to plan/ programme work to minimise risks and disruption to all parties. 22. Work with key departmental representatives and Procurement to implement and support sustainable procurement and to support building/area wide procurement/ purchasing initiatives and shared use of equipment and resources. 23. Oversee the compilation and maintenance of essential records, including asset register, asbestos register, Health and Safety Information and PPM records etc., and ensure that the Building Information >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 Page 17 Page 18 Page 19 Page 20 Page 21 Page 22 Page 23 Page 24

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