University of Warwick - Estates Contracts Manager (Operati…

University of Warwick - Estates Contracts Manager (Operati…

CANDIDATE INFORMATION PACK

ESTATES CONTRACTS MANAGER – OPERATIONAL SERVICES

ABOUT US

Warwick is a leading university, somewhere forward-looking and ambitious, where the starting point is always ‘anything is possible’. We consistently perform strongly in the UK league tables, and we are proud to be among the top 20 ‘Most International’ universities in the world*. We’re as respected for boundary-breaking research as for teaching and business collaborations - our pursuit of excellence and intellectual curiosity is tireless. We strive to lead rather than follow, and are renowned for our entrepreneurialism and cosmopolitan outlook. Founded in 1965, our university has grown from a few green fields into 750 acres of world-class academic departments, serene lakes and leafy woodland. We now have over 25,000 students and over 5,500 members of staff and are consistently ranked in the top ten of the media league tables in the UK. Extending way beyond lecture theatres, seminar rooms, and the library, Warwick’s campus is a diverse and exciting community in its own right.

3

RD Most targeted university by UK’s top 100 graduate employers UK research 7 TH The Graduate Market in 2018 , High Fliers Research Ltd

wide assessment) (REF) in 2014 (most recent UK- Research Excellence Framework Overall among universities

“What if your career took you further?”

8

NO.

IN THE UK

league table The Guardian 2019

1960s The main land granted by Coventry City Council and Warwickshire County Council in the early 1960s. The first buildings were completed in 1965 (and now house Biological Sciences); by 1970 the Library, Science and Arts Buildings and Rootes Residences had been built on central campus. 1980s The 1980s saw the further expansion of the Arts Centre, the construction of the Jack Martin Halls of Residence and of the purpose built post experience training centre, Radcliffe House (1986) referred to above. In 1989, in partnership with campus of the University is situated on Rover and Rolls Royce plc, the University extended the new Advanced Technology Centre to provide extensive new research facilities. 2000s A new Mathematics and Statistics building was opened in 2004 and a major investment in developing the Sports Centre has provided high-class sports facilities, amongst the best of any British university. Warwick’s Institute of Advanced Studies launched in 2007 and the Institute of Advanced Teaching and Learning was launched in 2010. The Warwick Digital Laboratory was opened by Prime Minister Gordon Brown in July 2008. In 2009, the Arts Centre’s Butterworth Hall underwent a £8million development, and we made extensive improvements to the Students’ Union, building extra retail space, cafes, bars and performance areas.

Two new student Sherbourne, were opened in 2011 and 2012 respectively, and new science academic buildings are currently under development along with a new extension to Warwick Business School. 2010s Other notable developments have been a joint Students Union and Retail building (1998), Sports Pavilion (1998), the first two phases of a new building for the Warwick Business School (1999 and 2001) and a new building for Computer Science (2000). Since 2000 plans for further building have amounted to a programme of c.£50m. residences, Bluebell and 1970s During the 1970s, further academic and residential accommodation was built on campus, including the Social Sciences building in 1977, Senate House and the Arts Centre (1974) and the Students’ Union Building (1975). In 1979, the former Coventry College of Education merged with the University to form what is now the Institute of Education on the Westwood site. 1990s During the 1990s, the built campus continued to develop. Between 1993 and 2000 over £100m of new buildings were erected, notably the construction of the Arthur Vick, Claycroft and Lakeside Residences, the International Manufacturing Centre (1994), the Ramphal Building (1996), and the new Medical School Building and associated Biomedical Research facilities generously funded by the Wolfson Trust and through a successful appeal (2001).

Our Campus:Developments

We’ve been working on our plan to develop our campus over the next 5 years with our need to remain world-class in mind. It’s a plan that involves many interrelated parts – new buildings, replacing old buildings, transport and infrastructure improvements and more. Here are some key features of our plans and proposals for the next five years:

This project, which will re-unite all Arts Faculty departments under one roof, will support teaching and research in the arts

Faculty of Arts Building

and enable creativity and innovation to flourish on campus...

In the National Automotive Innovation Centre (NAIC), we’ll create and develop novel technologies to reduce dependency on fossil fuels and to reduce CO2 emissions... This facility will support our Mathematics, Statistics and Computer Sciences departments in their work - work that can have a profound impact on our society, our communities and our cities... We aim to have the most physically active campus community in the UK by 2020, offering the world-class sporting experience you’d expect of a world-class University... This extension of our Arts Centre provides opportunities for digital exhibition & facilities to support digital innovation, learning, thought leadership, contemporary visual arts cultural tourism... The new residences at Cryfield Village will essentially be a miniature village on campus - a series of townhouse-style, apartments and studios with a hub in the centre...

National Automotive Innovation Centre

Mathematical Sciences Building

Sports Hub

Arts Centre Extension

New Residences at Cryfield Village

POST TITLE: DEPARTMENT:

Estates Contracts Manager - Operational Services

To develop an outsourcings strategy and lead in its implementation in conjunction with procurement and finance.

Estates

10%

SUB-DEPARTMENT: POST RESPONSIBLE TO:

Maintenance

Head of Maintenance

To support Estates Procurement in ensuring correct use of contracts and materials procurement, and to improve supply chain performance, to meet the University’s needs in providing cost effective and timely services.

10%

Job Purpose: To lead the direction of all contracts including services and material procurement for the Estates Operations. The role will ensure that there is a consistent high performing approach across all disciplines for the design, tendering, management and control of contracts and contractors. The role will provide the governance of all contracts, ensuring compliance at all time with internal, external regulations, legislation, and best practice. The position will develop and refine processes and procedures. The role will ensure that the University getting a safe, timely, value for money and effective services for all contracted out services. The role will work closely with the Estates Procurement and Finance sections, to ensure delivery of the contract services, benefits and costs, contributing to the development of tenders and influencing budget planning.

To oversee and co-ordinate 3rd party activities across the campus to provide of a customer orientated service. Liaise with the customer to measure quality of services and identify potential areas of improvement. Work with all contract management staff to identify a communication plan, not only with customers but also with key stakeholders internal and external to estates. 10% To ensure that the 3rd party complies with the University’s ISO14001 environmental management system. That all contracts account for energy, target energy improvement. Undertake periodic quality surveys. 10%

Input into estates 5 year budget plans, monitor contract performance against existing budgets.

5%

Knowledge, Skills and Experience Qualifications

• HND / HNC in a Facilities Management related discipline, or • IWFM Level 4 Qualifications and above in FM, or equivalent. • Certificate in Contract management (CIPFA) (desirable). • NEBOSH National General Certificate (desirable).

Principal Accountabilities To provide consistent management of 3rd parties employed in the delivery of operational services across Estates. To ensure we are applying a consistent contract format. That the contracts are in-line with best practices in the estates management sector (public or private). To ensure that we maintain correct balance of consistency and specific clauses to ensure effective delivery. To act as the contract expert to provide expert advice to all the staff requiring detailed contact knowledge. To aid in all aspects of contract management from inception but specifically in dealing with contract variations, disputes, and claims. Ensure all areas where there is poor contractor performance are addressed. Implementing safe, robust and consistent methods of management of all people working for the University. Ensure compliance with health and safety regulations, auditing and reviewing of Contractor’s competence, risk assessments and method statements. To establish a continuous improvement plan, identifying areas of improvement - project manage improvement projects, identify, and measure key success factors. Provide contract performance reports as well as monitor improvement progress.

Professional Qualifications Previous Experience

MBIFM, MCIBSE or equivalent.

12.5%

1. Proven work experience of having worked within the building services sector in Outsourced services management, including commercial, industrial and domestic equipment. 2. Experience of managing contracts through contractual frameworks such as NEC or JCT, using standard templates and terms and conditions as well as agreeing local variations. 3. Has setup and utilised frameworks, for services and supply. 4. Has a proven track record in operating contracts with in the private and public sectors and can demonstrate experience in working in complex procurement and finance rules. 5. Experience in managing multiple contracts in multiple locations. 6. The ability to assess problems and then ensure that resources and expertise are in place to resolve problems. 7. Experience of managing reactive and planned preventative maintenance through the use of software systems. 8. Proven ability to analyse and resolve operational problems and emergencies. 9. A good understanding/knowledge of Health and Safety and operational practices, for example confined spaces, working at height, asbestos awareness, working with electricity and pressurised gases and liquids. 10. Operating at a senior level and ability to report succinct factual reports for analysis.

12.5%

15%

15%

Staffing - Supervision Received

1. This is an autonomous role that requires a high degree of technical content and responsibility. Priorities are left for the post holder to decide and plan work accordingly. 2. The position has minimum of supervision, relying on the post holder to work within the University of Warwick’s (and appropriate safety) guidelines and policies. When appropriate, the post holder will receive supervision from the Head of Maintenance who will require progress updates on objectives and Contractors performance. 3. Support from appropriate departments is given in areas such as buying, purchasing, projects, building fabric and electrical work.

Knowledge and Skills

1. Autonomous and self-starter. 2. Excellent organisational skills with the ability to prioritise, maintain records, action plans and documentation up to date at all times is essential. 3. Excellent verbal and written communication skills, to enable the post holder to provide feasibility reports, option appraisals and reports. 4. Computer literacy with Microsoft Outlook, Word, Excel is required. 5. Good communication and customer service skills. 6. The ability to assess problems, propose solutions and then mobilise resources, expertise and contractors to resolve complex problems. 7. Good understanding of statutory compliance and the Health and Safety requirements for themselves, staff and contractors at all time, job specific and generally. An up-to-date awareness of Health and Safety is required. 1. Post holder can expect to be contacted by any member of staff, university user, external company or contractor as the section representative. 2. Must be a good negotiator and have the ability to empathise with customer’s needs. 1. Oversight of the outsourced budget and accountable for specialist contracted services, specialist equipment and consumables, ensuring 3rd party contracts provides value for money and are cost effective. 2. Provide efficient and effective reporting on contracted out services on a regular basis. 1. Day to day oversite of the team to provide consistent standards of delivery in outsourced services. 2. Liaison with the technical and procurement teams in the creation of scopes for new contracts, being part of the tendering process and assessing returns. 3. Ensuring that regular contractual meetings occur with contractors and reporting on KPI and SLA and ensuring contractor output and performance in line with contract and the estates Service statement. 4. To develop and implement a long term strategy on outsourced services and wherever possible the insourcing of works in conjunction with the technical teams. 1. The position is responsible to ensure that all contractors are being consistently managed and monitored. 2. Oversee and input into training requirements for staff with contract management responsibilities, liaise with line manager, and organise training courses. 3. Monitor all directly employed and contractors to ensure compliance with University policies and that work is undertaken to the University accepted standards.

Communication 1. Excellent communication required using a full range of written and verbal methods such as telephone, radios and e-mail with Directors, Department managers, Suppliers, other University departmental staff and external authorities. 2. Must be able to give clear briefings and instructions to customers, stakeholders, staff and contractors on various topics such as maintenance plans, technical problems, repair solutions etc. 3. Post holder will be required to work closely with the Building Managers and users to negotiate and plan access/shut downs for maintenance, minor, major and project works. 4. Ensure all contractors attending site understand and are compliant with University Policy and Safety rules. 5. Ensure all work carried out by the contractors minimise disruption to the university and all parties are aware of the consequences of works being carried out. 6. The preparation of presentations and written reports will be required. 7. Negotiate with Contractors and manage service delivery through regular Contract meetings.

Other Information

Dimensions Financial

Operational

Additional Information Supplementary Information

1. The post holder requires flexibility as they may be required in an Emergency situation at short notice outside normal working hours. 2. The post holder can be required to form part of the emergency callout or on call rota that provide 24 hour response 365 days per year. 3. Set appropriate health and safety policy documents in conjunction with Estates Compliance to ensure all works are complying with Health and safety and University policy. Due to the nature of this post it is necessary to work in all areas of the University at any time, with an important need to assess the safety of certain environments and recognise the hazards within them.

Staffing - Supervision Given

Special Circumstances

For a confidential conversation please contact our advisor Matthew Giles (E: [email protected]) of The Management Recruitment Group on T: 07972 579 938. Applications should consist of a comprehensive CV (of not more than 4 pages) and a covering letter (of not more than 2 pages).

Applications should be sent to [email protected].

“There is a place where your ideas and career ambitions can be realised, in roles both expected and unexpected. It’s situated in an environment that caters for your work and social needs. It’s globally-focused, too, so your career can take you as far as your energy, imagination and potential allow. And, within 50 years, it’s become a UK leading higher education institution, earning the title of University of the Year 2014-2015 by The Times and Sunday Times.”

51 Eastcheap Billingsgate, London EC3M 1JP Tel 020 3962 9900