Estates and Facilities Management. Director of Estates and Facilities Management. Professional Services Job Level 7. Chief Financial Officer

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1 Post Details Last Updated: 19/05/2015 Faculty/Administrative/Service Department Estates and Facilities Management Job Title Job Family Responsible to Responsible for (Staff) Director of Estates and Facilities Management Professional Services Job Level 7 Chief Financial Officer Approx.200 FTE Job Purpose Statement The Director of Estates and Facilities Management (DEFM) is responsible to the Executive Board for the development and delivery of the University s Estate Strategy in support of the overarching University Strategy. In addition to providing an attractive, efficient and cost effective physical infrastructure, the DEFM must ensure that the Estates and Facilities Management Directorate is fully focused on: enhancing the student experience both academic and non-academic supporting research activities enabling efficient and effective business operations and managing risk In doing this, the DEFM must determine the appropriate levels of resource required to deliver the Estate Strategy at the University and effectively lead a team of professional staff. The post holder will be an enabler who delivers a shared purpose by creating effective networks with senior colleagues across the University community, and externally with suppliers and DEFMs in other organisations. The post holder will be expected to have an up to date understanding of the latest thinking in the estates profession across all sectors, with the ability to benchmark performance effectively. Key Responsibilities This document is not designed to be a list of all tasks undertaken but an outline record of the main responsibilities (5 to 8 maximum) 1. Contributes to the overall strategic development of the University by working with all internal stakeholders, interpreting their needs and creating an Estate Strategy to support them. 2. Ensures that the team delivers a first rate, customer-focussed facilities management service.. Ensures that the University estate is well maintained in an efficient and effective manner. 4. Leads the various sections within the EFM Directorate which deliver the following services: strategic planning, project management, building repairs & maintenance, cleaning, post and distribution, stores, waste management, procurement, management of utilities, horticultural and landscape management, process systems and financial controls of all sections. 5. Ensures that robust systems, policies and support are in place to comply with the Health and Safety at Work Act, Institution of Electrical Engineers (IEE), Construction (Design & Management) (CDM) Regulations and any other relevant legislation covering estates activities, Planning, Construction Safety & Safety in the Workplace. 6. Ensures a strong budgetary and financial control culture exists, with a particular focus on value for money. 7. Plays a leading role in supporting the University s sustainability agenda.

2 Elements of the Role This section outlines some of the key elements of the role, which allow this role to be evaluated within the University s structure. It provides an overview of what is expected from the post holder in the day-to-day operation of the role. Planning and Organising Put in place an Estate Strategy and development plans that support the schools, faculties and departments of the University in delivering their objectives. Provide robust and timely information to senior management on the operation of the activities of the Directorate. Provide strong leadership to the Directorate, ensuring that it provides a first class customer service throughout the year, 24/7. Ensure that the Directorate is properly structured and effectively resourced with the appropriate skills. Develop and deliver a multi year planned preventative maintenance programme for the various elements of the estates infrastructure. Ensure the comprehensive Maintenance Strategy is fully compliant with statutory requirements, including Legionella, PSR (WSE), Fire systems, and Gas safety, Lifts, Testing procedures and LEV & Fume Cupboards Work within the University capital project approval process in the various project stages (from initial ideas to outline briefs and on to developed project plans). Undertake initial feasibility studies in response to presented, preliminary proposals ensuring that all options are fully analysed and properly considered in line with current modern practice. Establish and maintain a strong health and safety culture across the Directorate in compliance with corporate policy. Establish and maintain robust Business Continuity Plans for the Directorate in compliance with corporate policy. Problem Solving and Decision Making Provide fully documented briefs to external consultants when required. Examine proposals to ensure professional and technical suitability, monitor progress and follow through on completion. Evaluate the needs of the faculties, departments and schools and create solutions that resolve their operational needs or capital requirements in a timely manner. Develop and implement new plans and policies to meet the changing needs of the University. Prioritise work to deliver the most important services within a changing business and financial envelope. Continuous Improvement. Monitor the training needs of the department and have a process in place to maintain, develop, and upskill the team where necessary. Keep under constant review all service contracts to enable rationalised and cost effective maintenance contracts. Evaluate project delivery to ensure that it provides best value to the University. Put in place robust monitoring to ensure timely completion of projects within budget. Maintain a benchmarking system that demonstrates performance and cost control by comparing both within and outside the HE sector. Undertake regular reviews within all parts of EFM to demonstrate that best value is being achieved. Operate a Centre of Excellence for Project Management within the University and provide support to other areas when required.

3 Embed within the organisation a change management process that will deliver cultural change in key areas such as energy sustainability and health and safety. Accountability As a Director, the post holder requires limited supervision in the delivery of the goals set for them. The post holder must be self-motivated and be responsible for setting their own goals and objectives and those of their professional team. Report to the Estate Committee on the operational performance and delivery against the Estate Strategy. Be responsible for the preparation and delivery of annual budgets for EFM. Support the development of the University capital plan. Dimensions of the role The strategic and operational management of all functions within EFM, which supports business objectives and adds value to the organisation. The role impacts in excess of 16,000 staff and students, 146,000 square metres of buildings plus 5000 residential units and infrastructure across the campus. The total site of 962 acres is in the freehold ownership of the University of Surrey. The focal point of the University's academic operations is the main Stag Hill campus which comprises approximately 8 acres. The management of fixed and property assets valued at c 700m. The production of appropriate structures, policies, standards and procedures to manage the estate across the following areas of responsibility: Strategic planning, Town and Country planning Project management and capital planning Professional and technical support Procurement of utilities and management of energy and environmental issues Mechanical, electrical and building maintenance Residential and campus support services (Cleaning, Post, Distribution, stock, portering) Horticultural and landscape management for the Estate. Health and Safety and waste management Administrative operation in support of the EFM department. CAD, CAFM systems management. The department has approximately 200 staff, plus contractors and part time staff for events. During the summer break, the number of contractors on site can be more than 100. Overall budget for was 21m plus major capital projects. There are over 20,000 works requests per year. Work with senior colleagues in the effective and efficient utilisation of all space within the University. Ensure that the University complies with Town and Country planning legislation. Work closely with the University Procurement team to procure and manage efficiently all works, projects, services and facilities related to the operation and maintenance of the University estate, at all times seeking best value. Person Specification This section describes the sum total of knowledge, experience & competence required by the post holder that is necessary for standard acceptable performance in carrying out this role.

4 Qualifications and Professional Memberships Professionally qualified with a relevant degree/postgraduate qualification, plus a significant number of years' relevant leadership experience, or substantial experience and proven success in a strategically important broad function/specialist area. E Or: Substantial and extensive vocational experience demonstrating professional development and achievement in a series of progressively more demanding, influential and broad work roles, backed by evidence of deep and broad knowledge of the whole functional work area. Technical Competencies (Experience and Knowledge) This section contains the level of competency required to carry out the role (please refer to the Competency Framework for clarification where needed and the Job Matching Guidance). Essential/ Desirable Level 1- Have an in-depth knowledge of current regulations, including Health & Safety Legislation. Have analytical skills to a level which allow the sifting and analysis of large quantities of complex information Be IT literate with competency in the use of software packages including Word, Excel, PowerPoint and MS project. Have good understanding of FM systems and their value to the industry An in-depth and proven track record with a signficiant number of years relevant experience in a senior role with responsibility for the built environment including project management, building repairs and maintenance, staff and budgets managing multi discipline teams. Have a good understanding and experience in managing soft FM services and a demonstrable record of excellent achievement. E E E E E Previous Public Sector, Health Sector or HE experience. D n/a Special Requirements: Essential/ Desirable Flexibility to be available outside core office hours Core Competencies This section contains the level of competency required to carry out this role. (Please refer to the competency framework for clarification where needed). n/a (not applicable) should be placed, where the competency is not a requirement of the grade. Communication Adaptability / Flexibility Customer/Client service and support Planning and Organising Continuous Improvement Problem Solving and Decision Making Skills Managing and Developing Performance Creative and Analytical Thinking Influencing, Persuasion and Negotiation Skills Strategic Thinking & Leadership Level 1- This Job Purpose reflects the core activities of the post. As the Department/Faculty and the post holder develop, there will inevitably be some changes to the duties for which the post is responsible, and possibly to the emphasis of the post itself. The University expects that the post holder will recognise this and will adopt a flexible approach to work. This could include undertaking relevant training where necessary. Should significant changes to the Job Purpose become necessary, the post holder will be consulted and the changes reflected in a revised Job Purpose.

5 Organisational/Departmental Information & Key Relationships Background Information The Estate and Facilities Management department is an important part of the University and works closely with all other departments across the University. EFM must understand both current and future plans for all university academic and non academic areas and provide advice and services to support them and ensure that the Estate Strategy and improvement programmes are coordinated with these. The estate is primarily two campus sites, Manor Park and Stag Hill which are within 1.5km of each other. The majority of the estate was constructed between 1966 and 1975 with 56% of the non residential and 4% of the residential built within this period. The condition of the estate is generally good, with all of the buildings having gone through one complete regeneration. More than 80% of the buildings are in grade 1 and 2 for functionality. 94% non residential and 85% are in condition A and B whilst none are in condition D. The external infrastructure is ageing and there is a need to plan for gradual replacement. The department has successfully managed it way through complex, backlog long term maintenance programes of work and we are now moving into more strategically planned lifecycle repairs and replacements. The estate development plan has achieved outline planning permission for a further 200,000sqm of potential development on the Manor Park campus for residential, academic, support and sport activity. The University owns the Surrey Research Park and approximately 600 acres of farmland and woodland which is currently subject to review for potential housing development.

6 Department Structure Chart. Chief Financial Officer Vice President Enterprise and Growth Director of Estates and Facilities MD Research Park Systems and Administration Manager Deputy Director Projects Deputy Director Operations and Utilities Central and Residential Servies Manager Horticultural and Landscape Manager Space Manager Development Director Relationships Internal Work closely with: VP Growth and Enterprise on the development plans for Blackwell farm MD of the Research Park and its Development Director Director of Strategic Planning Various University Directors and other key customers such as Students Union Heads of academic units Student accommodation Business support Director of Health and Safety. External Be the main contact for the University with HEFCE and other national and local government bodies on all estate related activities. Establish, develop and maintain a communication network with all construction industry professionals including Consultants, Engineers, Architects, Quantity Surveyors, Project Managers, Contractors, Environmental consultants and Suppliers, seeking continual improvement in the service delivery. Ensure that appropriate liaison is sought and developed with organisations directly involved with project and maintenance issues associated with building and engineering services e.g. HSE Liaison with organisations related to the management of estate and facilities as CIBSE, RICS, BIFM & RIBA. Liaison at Director level of E&FM organisations at other Universities/Colleges, benchmarking performance and dealing with similar issues. Represent the University at AUDE national and regional level.