University of Kent - Assistant Director of Estates

University of Kent - Assistant Director of Estates

ASSISTANT DIRECTOR OF ESTATES (MAINTENANCE & COMPLIANCE) / CANDIDATE BRIEFING PACK MARCH 2017

Welcome to The University of Kent Dear Applicant Thank you for your interest in the role of Assistant Director of Estates (Maintenance & Compliance) at the University of Kent. This post is a key appointment within the Estates Department and the successful candidate will play a significant role in the development of the Maintenance Service. Reporting to the Deputy Director of Estates the Assistant Director of Estates (Maintenance & Compliance) will oversee and manage all the teams responsible for planned and reactive building and engineering maintenance and take the lead role in the preparation of the long term maintenance programme. This is a challenging and exciting opportunity to join a forward looking Department which is committed to delivering an outstanding student experience and which puts our customers at the heart of everything we do. If you feel you are up to the challenge then we would welcome an application from you. Yours sincerely Helen D Ellis Deputy Director of Estates (Campus Services).

About The University of Kent Established in 1965, the University of Kent – the UK’s European university – is one of the country’s leading academic institutions producing world-class research, rated internationally excellent and leading the way in many fields of study. Having recently celebrated our 50th anniversary, we have 20,000 students studying at Canterbury, Medway, Athens, Brussels, Paris, Rome and Tonbridge.

In 2014, Kent received its second Queen’s Anniversary Prize for Higher and Further Education. The University of Kent is a major employer with around 3,000 members of staff, including more than 900 academic and research staff, and a full range of commercial services and administrative staff. Kent’s reputation as being a good place to work is reflected in its top ranking in the 2014 Times Higher Education’s (THE) Best University Workplace Survey. Worth £0.7 billion, the University is also an important economic force in south-east England, supporting innovation and enterprise across the south-east. Website: www.kent.ac.uk.

The University of Kent has been ranked 23rd in The Guardian University Guide 2017, The Times and Sunday Times University Guide 2016 and in The Complete University Guide 2017. In the Times Higher Education (THE) World University Rankings 2015-16, Kent is in the top 10% of the world’s leading universities for international outlook and 66th in its table of the most international universities in the world. The THE also ranked the University as 20th in its ‘Table of Tables’ 2016. Kent is ranked 17th in the UK for research intensity (REF 2014). It has world-leading research in all subjects and 97% of its research is deemed by the REF to be of international quality.

In the National Student Survey 2016, Kent achieved the fourth highest score for overall student satisfaction, out of all publicly funded, multi-faculty universities. Kent has also developed relationships with many leading overseas universities outside Europe, including Hong Kong and China. In 2013, the University joined with the universities of East Anglia and Essex to form the Eastern Academic Research Consortium: www.kent.ac.uk/about/partner- ships/easternarc .html.

About The City of Canterbury

The University’s main campus is in Canterbury. This world-famous cathedral city was one of medieval Europe’s great places of pilgrimage and knowledge. Today – with its international visitors and two universities – it still has a distinctly cosmopolitan feel. Less than an hour from London, it takes little more than that to visit France.

People come here from across the globe for world-class heritage, for culture and festivals, to visit and to study, to shop and visit some of the best restaurants in the region. The extraordinary Cathedral dominates the medieval streets within the city walls. Among the listed buildings, a boldly modern theatre – named after the city’s famous son Christopher Marlowe – has been built on the river bank, and an art museum has been restored and doubled in size. To the south of the city is St Augustine’s Abbey, part of the World Heritage Site, and England’s first seat of learning. Canterbury’s student population contributes to the city’s buzz and the Experian Inner City Vibrancy Report (2013) ranked Canterbury as the 3rd most vibrant city in England and Wales. However, it’s still easy to find areas of peace and quiet within the City walls. Kent is known as being the Garden of England and you will find local produce in cafes, pubs and restaurants: Romney Marsh lamb, cherries, ale from local hops and awardwinning wine from Kentish vineyards. To the woodlands, the Blean and a few miles away there is the seaside town of Whitstable, renowned for its oysters. north of the city is one of England’s largest ancient

Canterbury and its immediate area have an increasingly rich cultural offer. Turner Contemporary, the nationally-acclaimed art gallery, is within easy reach and the Canterbury Festival, the Whitstable Biennale and the Folkestone Triennial are just some of the regular events taking place in the region.

The Estates Department

OUR STRATEGIC VISION, CORE FUNCTIONS AND OBJECTIVES The Estates Department has 260 staff and an annual revenue budget of circa £25 million, it is one of the largest Professional Services departments in the University. Our Strategic vision is: “To provide, maintain and enhance the facilities, services, built environment and grounds of the University in a professional and effective manner which supports the University’s strategic plan and delivers an environment which benefits students, staff and visitors”

Our core functions are: The Estates Department provide a number of essential services to the University at both the Canterbury and Medway Campuses. These services include: • management, development and maintenance of the estate • delivery of capital building projects and major refurbishments • space planning and management • acquisition and disposal of buildings and land • asset management • grounds maintenance • procurement of utilities and energy management • environmental and sustainability management and legal compliance as part of the stewardship of the estate • cleaning, waste management and recycling services • campus security • interior services and internal/external signage • travel, parking and transport management

Our key objectives are: • the development and implementation of the Master Plan for the University’s Estate • to support the University’s Institutional Plan in providing suitable facilities for the delivery of teaching, research and staff and student engagement • to promote environmental sustainability in all aspects of the delivery of the Estates function • to procure and deliver value for money capital projects, assets services and facilities which enhance the University’s brand and the student experience • to effectively manage risk and ensure compliance with all legislative requirements • to ensure the Estates Department is the provider of choice for internal customers across the University • to explore innovative opportunities to enhance Estates services and where possible promote revenue generation • to promote and provide relevant staff development opportunities to achieve the objectives of the Estates Department • to enhance the student experience and provide stakeholder focussed services • to optimise the utilisation of teaching, research, social and office space across the estate • to work in collaboration with Schools, Professional Services Departments, the Students’ Union and other internal and external stakeholders to achieve common goals.

• telecom services • postal Services • print and design services • an Estates Helpdesk.

University of Kent Estate Department Senior Management Team

Director of Estates

PA to Director of Estates and Senior Managers

Deputy Director of Estates (Campus Services)

Secretarial Assistant to Estates Senior Management Team

Acting PA to Director of Estates and Senior Managers

Head of Departmental Administration and Telecoms

Assistant Director of

Head of Energy and Environment

HR Manager

Assistant Director of Estates: Maintenance and Compliance

Assistant Director of

Assistant Director of Estates: Capital Projects

Head of Estates Finance and Corporate Services

Estates: Facilities Management

Estates: Planning

In-House Team: Electrical Team Mechanical Team Building Team Compliance Team Health and Safety Advisor

The Role

The Role The Estates Department with some 260 staff and an annual revenue budget of circa £25 million, is one of the largest Professional Services Departments in the University. It is responsible for the maintenance of 63 buildings and 5400 student bedrooms at the Canterbury Campus and 3 owned and 12 leased buildings at the Medway Campus.

The Assistant Director of Estates (Maintenance & Compliance) will ensure the planning and delivery of maintenance services across the University’s estate at both

Salary: Grade 10: £57,674 - £61,178 per annum Department: Estates Location: University of Kent, Canterbury and Medway Campus Responsible to: Deputy Director of Estates (Campus Services) Responsible for: Maintenance section (Hard FM)

the Canterbury and Medway Campuses. They will be a highly

qualified professional and subject expert providing leadership to the maintenance services and demonstrating broad, clear and innovative thinking with the objective of delivering operational excellence. They will be responsible for long-term maintenance, planned preventative maintenance and reactive maintenance, minor improvements works to buildings and infrastructure and works around critical statutory requirements such as legionella, asbestos, fire prevention and other complex building related requirements. The post holder is the technical expert for Hard FM services and has operational responsibility for a large multi-skilled team (60 + staff) as well as the Estates Health and Safety Adviser. They are expected to provide guidance and support in the resolution of issues brought to them by their team and other Estates colleagues.

The post holder will participate in the budget setting process and ensure effective financial management of maintenance services within agreed budgets and service level standards, ensuring that value for money can be demonstrated and opportunities for efficiencies are identified and explored. Under the direction of the Deputy Director of Estates & Facilities (Campus Services), the post holder will control budgets of £7 million (at 2016 prices). The post holder will be part of the Estates Department’s Senior Management Team. Errors in judgement have the potential for high levels of impact, both financially and on the health and safety of those within the University.

Key Accountabilities / Primary Responsibilities • To support the Deputy Director of Estates (Campus Services) in delivering the University’s strategic objectives and Institutional Plan in relation to the maintenance of the University’s Estate. Providing the Deputy Director with regular written reports on the operation of the Maintenance Service and assisting with the preparation of the annual and three-year Campus Services Plan. • The establishment, delivery and monitoring of cost effective maintenance services (reactive, planned, condition, compliance and inspections) that deliver value for money, positively enhance the University’s estate, reduce business risk, comply with legislation and environmental sustainability, deliver a positive and consistent experience to students, staff and visitors and support the University’s business of teaching, research and commercial activities. • The development, implementation, monitoring and review of appropriate

Long-Term and planned preventative maintenance programmes, within a financial framework, to ensure: the continued suitability of facilities; compliance with legislation; good environmental performance and sustainability; best practice and to reduce backlog maintenance. • Responsibility for the Maintenance Service revenue budget (circa £5 million as at 2016) and the Long Term Maintenance budget (circa £2 million as at 2016 with access to other significant budget allocations) ensuring appropriate financial controls and management reporting arrangements are in place and that financial resources are managed effectively over the academic year. • Line management of the maintenance management team with overall responsibility for a large in-house multi-skilled team (60+ staff) delivering hard FM maintenance services. This includes maintenance managers responsible for the delivery of electrical, mechanical, compliance and

building fabric services. • Line management of the Estates Health and Safety Advisor. Hold the role of Departmental Safety Coordinator and Chair of the Estates Operations Local Safety Committee. Ensure compliance with statutory legislation and Approved Codes of Practice in all activities undertaken by the Maintenance Services and liaise with external bodies including the Local Authority and Health and Safety Executive. • Designated Responsible Person in accordance with health and safety legislation and the Health and Safety Executives Approved Code of Practice ‘Legionnaires’ disease: the control of Legionella bacteria in water systems (L8)’. Regular training will be provided by the University. • The Duty Holder for asbestos management as outlined in the ‘Control of Asbestos Regulations 2012’. Regular training will be provided by the University.

Key Duties Operational responsibilities • Manage and lead the maintenance team, developing staff to achieve their full potential through targeted training and continual professional development. Monitor the RPD (appraisal) process within the maintenance service, ensuring SMART objectives are set for all member of the team for the delivery of maintenance services which meet agreed operational, budgetary, environmental, sustainability, legislative compliance and customer service objectives and delivery standards. • Promote the Estates Department’s ‘Values’, lead and manage change within the team, engender a culture of continuous improvement and create an environment where delivery of outstanding services that exceed our customers’ expectations is the norm. Actively promote and engage in collaborative working across Estates, working with management colleagues to progress excellent working practices and processes. • Set Service Level Standards and Key Performance Indicators for the Maintenance Service. Ensure these are regularly monitored, reviewed and reported on to demonstrate the performance of in-house and contracted service, illustrate value for money is being achieved and to assist with benchmarking the service. • Undertake regular audits and prepare reports on service delivery, identifying areas of concern and success and

taking remedial action as necessary. Ensure that a consistent quality of service delivery against agreed standards and high levels of customer service are maintained. • Adopt the principles of business-focussed maintenance to deliver the right quality service consistent with value for money. • Responsibility for the procurement of condition surveys and legislative compliance surveys of the Estate. These surveys have historically been undertaken by an external company and the subsequent >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

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