JOB DESCRIPTION. Facilities Management PARTICIPATING JOB HOLDER(S): APPROVED BY: JOB HOLDERS: HEAD OF DEPARTMENT OR DIRECTOR: Zoological Director

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1 JOB DESCRIPTION JOB TITLE: SECTION: DIVISION: RESPONSIBLE TO: PARTICIPATING JOB HOLDER(S): Head of FM Facilities Management LONDON ZOO ZOOLOGICAL DIRECTOR VACANT APPROVED BY: JOB HOLDERS: HEAD OF DEPARTMENT OR DIRECTOR: Zoological Director JOB DESCRIPTION REFERENCE NUMBER: GRADE ALLOCATED: 1 JOB EVALUATION REVIEW HISTORY AND EXPLANATORY NOTES: The role of the Head of FM has evolved and requires a broader and in depth knowledge of current FM, Contractor and Estates Management to enable the job holder to perform the tasks required for a diverse and challenging department. The post replaces the Head of Estates.

2 JOB DESCRIPTION / MAIN PURPOSE ZSL s FM Department is responsible for the management of ZSL s land, buildings and infrastructure. The Estate covers two main sites, these being the Regents Park site (c39 acres) and the Whipsnade site (c600 acres). The FM Department delivers a range of hard and soft FM services utilising internal resources and external specialist contractors. The scope of service provided by the Department includes: Ensuring statutory compliance Asset management Planned maintenance activity Reactive repairs to building fabric and mechanical and electrical services Minor works delivery Cleaning and waste removal services Maintenance of grounds and gardens. Utilities management Sustainability Stores logistics Transport including operation of Whipsnade Zoo train Site presentation standards The Department is also involved in supporting ZSL s capital development programme which involves exhibit amendment, replacement and creation. Some recent examples are Tiger Territory, Penguin Beach, Gorilla Kingdom and Giraffe Heights. Working across a diverse and technically demanding estate portfolio, the Head of FM will be responsible for the management and execution of all estates related maintenance and grounds services across both the Whipsnade and Regents Park sites. The Head of FM is responsible for ensuring a high quality site presentation associated with a leading visitor attraction. Reporting to the Zoological Director, the Head of FM, is responsible for setting, implementing and managing strategy, delivery of agreed performance targets, budgets and departmental scope for the efficient day to day management of ZSL s estates in line with ZSL policy as set by the Directors. The Head of FM will ensure that works are managed via internal teams and/or specialist external contractors to ensure that facilities are operational and fit for purpose and will be responsible for setting relevant performance targets which align with ZSL s Vision Statement, Mission Statement, Procurement Strategy, Sustainability Policy and Environmental Policy. A change programme has already been commenced by ZSL; however, the Head of FM will be responsible for completing the transition of the Estates department from a predominantly reactive maintenance department into a comprehensive FM team that provides ZSL with the full scope services listed above to internal clients and acts as the single point of contact for all estates matters. The duties are outlined below:

3 Main Duties 1. Providing daily leadership, management, control and guidance to the FM team. 2. Control of departmental budgets through agreed reporting structures. 3. Ensuring statutory compliance of the estate and the FM Department team, including but not limited to Health & Safety compliance and asbestos management. 4. Liaise with external stakeholders such as Royal Parks, Whipsnade Parish Council and Central Bedfordshire Council. 5. Establishing a robust asset management regime, including but not limited to setting and delivering a 52 week maintenance plan. 6. Setting Quality and Performance standards across Department and monitoring effectiveness and performance of internal teams and external contractors. 7. Management and prioritisation of reactive repairs and minor work requests. 8. Ensuring the preparation and upkeep of an asset register across both sites. 9. In conjunction with ZSL Procurement Department, ensure timely renewal of contracts for external resources as required to meet operational needs. 10. Ensuring that the Estates Departmental procedures manual is maintained and remains relevant to the Department s function. 11. Ensuring that the FM department provide cost effective 24 hour 7 day a week cover 12. Ensure that the FM department is visitor focused ensuring all activities are undertaken with due consideration to impact on visitors. 13. Ensuring that the zoo grounds are maintained to a high standard on a daily basis 14. In consultation with the Animal Department, prepare and implement horticultural plans in support of the on-site biodiversity plan and Masterplan. 15. Responsible for the effective implementation of logistics in support of ZSL's operations to include a. Cost effective utilities management b. Cost effective waste management c. Efficient and cost effective operations of stores (in conjunction with procurement manger) 16. Implementation of and progression of sustainability strategies within ZSL 17. Strategic and operational delivery of transport across both sites to include Whipsnade Zoo internal transport and Whipsnade Zoo Railway.

4 18. Ensure that meetings are minuted and activity reports are produced and communicated in a timely fashion following meetings and operational activity in accordance with agreed schedules. 19. Management of Department communications and reporting lines to Directorate, Trustees and internal departments as required. 20. Ensure management and accuracy of staff records in conjunction with HR. 21. Set and monitoring of staff performance and training targets through annual PDR (Performance and Development) process. 22. Set and maintain acceptable standards of behaviour between staff, public and contractors. 23. Undertake duty Visitor Experience Management weekend duties at ZSL London Zoo and ZSL Whipsnade Zoo. JOB DESCRIPTION ANALYSIS A. KNOWLEDGE AND EXPERIENCE VOCATIONAL AND TECHNICAL SKILLS The Head of FM will possess excellent technical skills with a recognised professional engineering/building services qualification and corporate membership of a relevant body and must have hands on experience in the management of facilities/building services across a diverse and challenging estate. Previous experience in the leisure industry would be an advantage. EXPERIENCE The job holder will need to possess and demonstrate capability in the leadership and management of both in-house and externally contracted multi-skilled trades and FM teams. The Head of FM will also be familiar with all aspects of providing planned preventative maintenance, reactive repairs and minor works within a continually evolving environment. The job holder will have worked at a management level for at least 4 years ideally in a comparable and multi-site estate. The job holder will have working knowledge and experience in all areas of current property and FM legislation, a solid understanding of financial cost tracking and reconciliation along with commercial awareness, as well as positive and proactive approach to maintaining services whilst maintaining budget constraints. The job holder will have experience of working in/on behalf of a large complex estate owner-occupier, preferably with some experience of historic buildings (as several within the ZSL Estate are listed) and facilities expected of a high profile visitor attraction. INTERPERSONAL SKILLS Strong customer focus with excellent communication and interpersonal skills, the job holder will have the professional credibility to lead the estates operations in a complex

5 organisation and will also possess strong stakeholder engagement ability with internal user departments. B. RESPONSIBILITY HUMAN RESOURCE MANAGEMENT The role calls for a diverse set of interpersonal skills to manage the varied range of internal and externally resources. The job holder will be directly responsible for a management team of six and department of approximately 80 staff. PHYSICAL RESOURCE MANAGEMENT (a) Plant & Equipment: Responsible for Departmental equipment via respective managers including transport and machinery. The asset value is several million pounds. (b) (c) (d) Budget: Full responsibility, reporting directly to Zoological Director, the job holder will manage internal resource budgets and external contractors budget allowance. The current budget for estates is 4 million. Confidentiality: The job holder has access to confidential internal personnel and contractual information so integrity and discretion is required. Animal Care: No direct responsibility for animal care, however, it should be clearly understood that animal welfare is of the highest importance within ZSL and that Estates are responsible for timely response to the needs of animals where welfare is an issue. COMMUNICATION The job holder communicates with staff in all departments and with people external to the organisation on a daily basis. Excellent communication and interpersonal skills are prerequisite traits as is the ability to work in a collaborative and customer focused manner across a large, complex multi-faceted organisation. LIASION The job holder will be required to liaise with internal clients and external contractors as required. Liaison with external stakeholders such as Royal Parks or Whipsnade Parish Council will also be required. C. MENTAL DEMANDS JUDGEMENT AND DECISION MAKING The job holder plans his/her own work schedule on a daily basis and may introduce new work systems or improve old ones to increase efficiency. The job holder will need to be a self-starter and able to balance their workload and that of mangers and staff under their control. ORIGINAL THOUGHT AND PROBLEM SOLVING Jobholder will generally resolve departmental problems in line with own experience and established procedures. Problems that arise which are outside of the job holder s remit should be referred to the relevant director(s) for resolution.

6 CONCENTRATION The role demands a high level of concentration to ensure that all facets of the operational requirements are considered prior to execution of works to ensure minimal impact of animals and visitors. FLEXIBILITY The jobholder needs to be highly flexible toward a responsive nature of work as tasks can change at unforeseeable intervals and are subject to very frequent interruptions. Most interruptions can be dealt with immediately, but on some occasions certain scenarios can disruptive to a whole day s work. D. WORKING CONDITIONS Normal office conditions; however, it will be necessary to regularly carry out site inspections of facilities and installations, which involve outdoor and dirty site conditions as facilities may be exposed to the elements. The job holder is expected to be flexible with working hours and be available in emergency situations and also to participate in the weekend duty manager roster E. REPORTING LINES The Head of FM will report to the ZSL Zoological Director who will provide support and guidance on ZSL policy and directives regarding the Estate. In turn, the Head of FM has line management responsibility for several managers who in turn have reporting lines through several foreman and respective skilled, semi-skilled and non-skilled operatives.

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