University of Kent - Head of Maintenance

University of Kent - Head of Maintenance

HEAD OF MAINTENANCE CANDIDATE BRIEFING PACK OCTOBER 2021

Welcome to The University of Kent Dear Applicant Thank you for your interest in the role of Head of Maintenance post at the University of Kent. This is a key role within the directorate that takes full responsibility for the delivery of Electrical, Mechanical and Building Fabric maintenance across the estate. The team ensure that maintenance is undertaken for both PPM and reactive work through dedicated trades and maintenance managers achieving best value for money (VFM) from the supply chain Yours sincerely, Ron Moore Assistant Director of Estates.

About The University of Kent Established in 1965, the University of Kent – the UK’s European university – now has circa 18,000 students across campuses or study centres at Canterbury, Medway, Tonbridge, Brussels, Paris, Athens and Rome.

A consistent strong performer in the league tables, it was also awarded in 2017 a gold rating,

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. Along with the universities of East Anglia and Essex, Kent is a member of the Eastern Arc Research Consortium (www.kent.ac.uk/about/partner- ships/eastern-arc.html).

The University is worth £0.7 billion to the economy of the south east and supports more than 7,800 jobs in the region. Student off-campus spend contributes £293.3m and 2,532 full-time-equivalent jobs to those totals. Kent has received two Queen’s Anniversary prizes for Higher and Further Education. Website: www.kent.ac.uk

the highest, in the UK Government’s Teaching

Excellence Framework (TEF). 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).

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 circa 300 staff, an annual revenue budget of £26.8 million and 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. The Department’s core values are: • Customer Focussed – we will put our customers first and deliver the best empathetic service we can with the resources we have available. • Honest – we will be honest with our staff and customers. • Ownership – we will take responsibility for our actions and behaviour and will not evade responsibility or pass it to someone else. • Inclusive – we will not exclude individuals from using our services or tolerate any discrimination in the workplace. • Competent – we will be professional, skilful, assured and polite in all our interactions. • Empowered – we feel empowered and have the confidence to solve problems, make decisions and take responsibility for our work. Our core functions are: The Estates Department provide a number of essential services to the University at both the Canterbury • 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 • telecom services • postal services • print and design services • an Estates Customer Service Centre. 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 and Medway Campuses. These services include:

• 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.

The Role Head of Maintenance Job family:

Technical Grade 9

Grade: Contract: Location:

Ongoing, Full Time Canterbury campus; with

requirement to work across campuses Responsible to: Assistant Director Responsible for: Building, Electrical & Mechanical Maintenance managers, PPM & Maintenance Coordinator, Grounds Supervisor

The University of Kent is a leading UK institution with an excellent reputation for outstanding teaching, strong research and international links. There are many new initiatives underway to build on existing strengths, such as Signature Research Themes, the Institute for Cultural and Creative Industries and the Kent and Medway Medical School. The University is continuing to look to the future whilst responding to sector-wide challenges. Kent has set out a vision and strategy that builds upon strong foundations in education, student experience and research, embracing flexibility and growth to ensure a sustainable future for our community, and to enable the University to further its position and navigate these challenges successfully. As part of this, we’re reshaping our operating model to ensure our directorates and academic divisions are effective, efficient and focused sharply on delivering the University’s ambition to be a leading civic university; delivering an outstanding student experience, outcomes, and world- leading research.

Job Purpose Take responsibility for the delivery of Electrical, Mechanical and Building Fabric maintenance, as well as Landscape & Grounds Management across the estate. Ensure maintenance is undertaken for both planned preventative maintenance (PPM) and reactive work through dedicated trades and operational managers achieving best value for money from the supply chain and optimum performance from in-house resources. Key accountabilities The following are the main accountabilities for the job. Other duties, commensurate with the grading of the job, may also be assigned from time to time. 1. To take responsibility for the current and future maintenance of all electrical, mechanical, building, high-risk areas and site infrastructure to meet the growing needs of the University. Attend/ chair meetings as required. 2. Act as deputy responsible person and deputise for the Assistant Director (Maintenance and Technical Support) as required. Undertake investigations where failures occur from a technical or H&S perspective. 3. Ensure statutory and regulatory compliance in relation to the University’s physical estate and engineering assets to avoid significant legal and financial costs and health and safety implications. 4. Maintaining the PPM system to meet changing technologies and ensuring all statutory PPM is compliant and in line with the CAFM system PPM schedule for the trade groups. 5. Ensure all reactive work is being controlled through the trade teams and Service Level Agreements are being met. Equally, ensure all rechargeable work is being dealt with in a timely manner to suit the University customers. 6. Take responsibility for compliance with Procurement and Financial regulations and budgets. Ensure maintenance & grounds contracts are in place for key service areas and have been procured in consultation with procurement. 7. Maintain records, ensure statutory inspections are being programmed. Undertake internal audits and work collaboratively with colleagues. 8. Demonstrate active stakeholder management in order to ensure customer satisfaction in the delivery of maintenance and stores services. Key challenges and decisions The following provide an overview of the most challenging or complex parts of the role and the degree of autonomy that exists. 1. The post holder will be required to think with broad approaches within their specialist area and are likely to encounter complex and challenging problems. They will need to take into account legislation and environmental issues when making decisions and apply their experience and knowledge, taking a creative approach, in order to devise solutions to issues/problems. They will be a key professional FM/technical expert for the Estates Department on all matters mechanical and electrical and grounds including policy formulation and application within the maintenance environment.

2. Decision made within this role will either impact upon significant sections of the campus and its associated areas or will impact University wide. Errors in judgement have the potential for high levels of impact, both financially and on the health and safety of those within the University. They will be expected to work closely with colleagues in the Estates Department especially Technical Support. 3. The post holder will need to keep abreast of technological and best practice development within the maintenance and FM arena and will be expected to translate best practice into both the University’s long term maintenance programme and general maintenance strategies. Facts & figures Each maintenance section has a maintenance budget that the managers are responsible for which is currently around £3m in total. There is also additional budgets for grounds and long term maintenance (LTM). Internal & external relationships Internal: Directors of Divisions, Heads of Schools and Departments, Academic and Professional Services Departments, Kent Union, Finance Department, other Estates Department sections. External: Contractors and professional design and management construction consultants, other stakeholders, statutory authorities. Health, safety & wellbeing considerations This job involves undertaking duties which include the following health, safety and wellbeing considerations: • Repetitive limb movements • • Potential exposure to asbestos or other dusts • • Vocational driving on & off campus (includes use of cars, vans, ride-on mowers, buggies) • • Working in isolation • • Regular use of Screen Display Equipment • • Working in confined spaces • • Working at heights

Person Specification

The person specification details the necessary skills, qualifications, experience or other attributes needed to carry out the job. Applications will be measured against the criteria published below. Selection panels will be looking for clear evidence and examples in an application, or cover letter (where applicable), which back-up any assertions made in relation to each criterion.

You’ll be able to demonstrate the following skills, experience, abilities and personal interests:

Essential / Desirable

Assessed Via*

E E

A A

Qualified to degree level in a relevant engineering subject.

Chartered Engineer or FM professional with Corporate member of a relevant Institution e.g. the Chartered Institute of Building Services Engineers, the Institute of Engineering and Technology, the Institution of Mechanical Engineers, British Institute of Facilities Management. Demonstrable ability in the use 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

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