JOB DESCRIPTION. POST: Head of Housing and Security DATE: November Grade 8-38,896 to 46,414 per annum, pro rata

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1 JOB DESCRIPTION POST: Head of Housing and Security DATE: November 2015 DEPARTMENT: Estates and Facilities Services (EFS) POST NO: EFS-HO1M STARTING DATE: January 2016 SALARY RANGE: HOURS: Grade 8-38,896 to 46,414 per annum, pro rata 25 hours per week INDEFINITE/FIED TERM: Fixed term maternity leave cover until January 2017 REPORTING TO: Director of Estates and Facilities Services (EFS) THE POST The Head of Housing and Security is responsible for the strategic direction and overall leadership and management of the Housing and Security sections within the department of Estates and Facilities Services (EFS), ensuring that both deliver a responsive service to customers. The role holder is part of the EFS departmental management team, responsible jointly for managing the department and working with other members of the team to set departmental level policy, procedure and standards. The role holder is responsible for management of the Housing, Security and car parking income and expenditure budgets with an annual turnover of 9 million. This involves ensuring that income targets are met, excellent value for money is achieved and reporting any deficiencies to the Director of EFS. Other responsibilities include ensuring that the Housing and Security sections comply with applicable legal obligations, inputting to relevant University strategies and leading ad hoc projects as requested by the Director of EFS. Page 1

2 MAIN DUTIES AND RESPONSIBILITIES Strategic responsibilities To provide information, advice and analysis of risks and opportunities to the Director of EFS and Senior Management on housing and security issues. To input to University strategies, policies and other areas or documents to provide knowledge and expertise on Housing or Security issues and to ensure the needs of those sections are met. To prepare papers, management reports and business cases for consideration by the Director of EFS, University committees or Senior Management Team when required. To ensure that the activities carried out by the Housing and Security sections follow the strategic priorities, mission and values of the University. To manage the Housing and Security staffing and non-staffing income and expenditure budgets. Prepare proposals to input to the EFS budget bid each year, forecasting expected income and expenditure. Also ensure that income targets are met and excellent value for money is achieved and advise the Director of EFS of any deficiencies. This includes, but is not limited to; proposing rental charges for University accommodation taking regard of market rents, running costs and other factors. preparing business cases for capital expenditure when required. preparing financial models for lower value projects and assisting in the preparation of financial models for larger value projects as required. preparing business cases for staffing resources when required. To negotiate, set up and ensure appropriate arrangements are in place to manage service contracts and Service Level Agreements relevant to the Housing and Security sections. The role holder will be expected to balance value for money against service. To ensure that the Housing and Security sections comply with all relevant legal obligations. To manage ad hoc projects relevant to the Housing and Security sections, liaising with external consultants and other University departments as required. To participate in projects, working groups, committees and other groups within the University as required to ensure that the needs of the Housing and Security sections are met. To collaborate with colleagues within EFS in strategic decision making and to input to projects run by others to ensure the department offers a modern, customer focussed service. To liaise and engage with relevant internal University departments to ensure the efficient and effective running of the Housing and Security sections. To develop and maintain strong working relationships with relevant external agencies including the Police, relevant departments at Winchester City Council, housing associations, private and commercial landlords, HE institutions and Citizens Advice. To respond to complaints relevant to the Housing and Security sections at the local stage of the University complaints policy, as directed by the University Ombudsman. Leadership responsibilities To lead and provide strategic direction for the Housing and Security sections. Ensure that staffing and non-staffing resources are used effectively to enable the sections to deliver a legally compliant, customer focussed service at all times. Ensure appropriate strategies, policies and procedures are in place to enable staff to achieve their potential. Ensure the sections change dynamically and are in line with sector best practice by seeking to evolve systems, develop teams and regularly reviewing procedures. Regularly review the staffing and non-staffing resources in place and highlight any deficiencies to the Director of EFS. Prepare business cases as appropriate when extra resources are required. Page 2

3 To act as direct line manager to the section managers for Housing and Security, supporting and advising them in their roles and dealing with any issues of performance. To act as senior line manager to staff within the Housing and Security teams, supporting their direct line managers when dealing with complex staffing issues. Responsibilities within the Housing section To input to the University s housing strategy and devise the annual allocation policy, in order to ensure sufficient supply of accommodation for both UK and international students, discussing potential shortfalls and solutions with the Director of EFS where necessary. To actively seek out opportunities to enhance and increase the University s bedroom portfolio when demand outstrips supply. To actively seek out opportunities to maximise occupancy levels within the bedroom portfolio when supply outstrips demand. To monitor changes to relevant legislation and make recommendations for changes in the University s housing strategy or policies and procedures as required. To regularly review all legal agreements used by Student Housing Services (including student licence agreements and landlord lease agreements), to ensure that the documents contain no unfair terms of contract. Recommend any changes to the Director of EFS for approval by the University solicitor. To oversee rental offers made to landlords on the University head leasing scheme. This will include (but is not limited to): Providing parameters and authorisation to the Student Housing Services Manager to negotiate lower value contracts. Negotiating medium value contracts. Working with the Director of EFS to negotiate higher value contracts. Responsibilities within the Security section To identify, record and suggest ways to mitigate risk to the University, relevant to the Security section. This will include (but is not limited to) risk in the following areas; Crime Extremism Issues within the local community Access management To monitor changes to relevant legislation and make recommendations for changes within Security policies and procedures as required. To input to the University Travel and Transport plan to ensure any targets are achievable and enforceable. To provide strategic direction and oversight to the Security Manager to develop systems within the Security section to streamline and improve services. To regularly review any legal documents used by the Security section (including information sharing agreements with the Police), to ensure that the documents are legally enforceable. Recommend any changes to the Director of EFS for approval by the University solicitor if required. Other Such other duties and responsibilities as may be reasonably requested by the Director of EFS. Page 3

4 Capabilities essential to this role: Has the ability to think strategically, considering multiple factors and stake holders. Has the ability to formulate strategic and operational plans to deliver agreed strategy for own and interfacing areas and/or specialism. Is able to incorporate overarching University values and goals within plans, policies and procedures within the Housing and Security sections. Has the credibility to gain and retain the confidence of colleagues in their own and interfacing areas and/or specialism. Confidently uses a range of leadership styles appropriate to diverse needs (people, cultures and situations) sometimes involving demanding people issues. Gives and seeks both structured and informal feedback in a clear, open and constructive manner. Clearly articulates expectations of the people in their area, sets clear objectives, coaches and develops self and others. Identifies, understands and articulates how and why change is needed within their own and interfacing areas and contributes to continuous improvement within the organisation. Promotes knowledge sharing across own and interfacing areas and/or specialisms, providing support, assistance and constructive challenge as appropriate. Demonstrates collaborative working and actively consults with others across the University, seeking links and alliances in all areas. Maintains a positive working relationship with all University colleagues to ensure positive and supportive working relationships. Ensures that students experience the best possible service from the housing and security sections and that these functions at all times contribute to the wellbeing and general satisfaction of the student population. General Information It is anticipated that this job description will change over time in accordance with the needs of the role. The role holder will be fully consulted on any proposed amendments. CONDITIONS OF SERVICE The appointment will be made at Grade 8, currently 38,896 to 42,488 per annum (pro rata as appropriate) and annual incremental progression within this range. An upper range of 43,758 to 46,414 per annum, pro rata as appropriate will be available (again with incremental progression) to those who, having gained considerable experience relevant to the role, are able to demonstrate added value through activities or contribution which are over and above the normal expectations for the role. Starting salary will be dependent upon qualifications and experience. Salary is paid monthly in arrears by direct credit transfer on the last working day of each month. Page 4

5 Your normal centre of duty will be the King Alfred Campus in Winchester. However, you may be required to work in any part or department of the University and in any Campus of the University, or as otherwise required for the due performance of your duties and responsibilities. Normal hours of work will be 25 per week, to be worked between the hours of 8.30am and 5.30pm, Monday to Friday, by agreement with your Line Manager. The appointment will, in an appropriate case, be subject to a probationary period of 6 months. The annual leave year runs from 1 August to 31 July. Holiday entitlement is 24 days per annum, plus Bank holidays and two extra statutory days. A proportion of the entitlement is allowed pro rata for part-time staff working less than five days per week and/or not throughout the year, and for all support staff during first leave year at the University. Holiday entitlement is increased by five days on completing five years service prior to the commencement of a leave year on 1 August. Other terms and conditions of employment appropriate to this post and grade apply in addition to those referred to in this statement. The list of benefits includes Pension Scheme, Sick Pay Scheme, Maternity and Paternity leave and pay (subject to eligibility). Details are contained in the Statement of Principle Terms and Conditions of Employment issued on appointment, the Staff Handbook and other documents referred to therein. APPLICATION INFORMATION Shortlisted candidates will be required to deliver a 10 minute presentation to the interview panel on a given topic. The title will be supplied with the invitation to interview. Applications should be made on line at Please note that posts close at midnight on the date stated. Late applications will not be accepted. We delight in diversity in our workforce and seek others that share this value Page 5

6 THE UNIVERSITY OF WINCHESTER PERSON SPECIFICATION Each attribute is marked as essential for the post, or desirable. The last three columns on the Person Specification (labelled A, I, and P) indicate how each attribute is assessed. A = application form, I = interview, P = presentation. ATTRIBUTES ESSENTIAL DESIRABLE A I P EDUCATION/TRAINING Educated to Degree level or equivalent Relevant vocational/professional qualification in rented accommodation management, Security Management, Risk Management, General Leadership or Management such as ILM 5 or 7. EPERIENCE Managing large budgets and financial forecasting Minimum of 5 years previous experience in managing security and or housing services in a customer focused environment Previous experience of relationship management with the emergency services, especially the Police service Previous experience of managing emergency situations and having to make quick decisions in critical circumstances Dealing with landlords in the private sector and the management of Head Tenancies Experience of drafting tenancy regulations and procedures for allocating accommodation Dealing with tenants, preferably students, in the provision of residential accommodation in Halls and the private sector Experience of working in a Higher Education Environment Page 6

7 ATTRIBUTES ESSENTIAL DESIRABLE A I P KNOWLEDGE Landlord and Tenant Law Health and Safety Legislation as it applies to role Knowledge of requirements for Prevent duty compliance. Knowledge of CCTV legislation Previous experience of carrying out security risk surveys and conducting crime pattern analysis Awareness of potential housing requirements as they apply to our disabled and international students Understanding of the need for excellent customer service Knowledge of specialised software packages, eg: Kinetics Accommodation, Aggresso Finance, SITS student records SKILLS/ABILITIES Excellent communication skills, both verbally and written The ability to work independently, to prioritise workloads and meet deadlines Strong organisation and problem solving skills To deal effectively and sensitively with matters raised by staff and students and give appropriate advice Able to lead and manage people and achieve an optimum balance of the considerations towards people and task objectives Able to manage staff and resources in order to achieve optimum performance and to monitor and address performance levels that fall short of requirements Able to act decisively in emergency situations, make sound decisions and direct others accordingly Page 7

8 ATTRIBUTES ESSENTIAL DESIRABLE A I P SKILLS/ABILITIES Able to analyse complex or conflicting data and draw logical conclusions Able to produce credible, comprehensive, accurate and informative reports for a wide audience Excellent IT skills including Windows/MS Office based programs (Excel, Word, Outlook) Knowledge of specialist software PERSONALITY Self-motivated leader Hardworking and resilient Professional demeanour Team player Confident and effective communicator HEALTH Physically able to respond swiftly to emergencies and negotiate stairs and hills OTHER Full driving licence Page 8

9 FURTHER INFORMATION Health & Safety Under the Health & Safety at Work Act 1974, whilst at work, you must take reasonable care for your own health and safety and that of any other person who may be affected by your acts or omissions. In addition, you must co-operate with the University on health and safety and not interfere with, or misuse, anything provided for your health, safety or welfare. Copies of the University Safety Policy can be found on the University Intranet. Sustainable Development All employees are expected to act in accordance with the Sustainable Development Policy and Environment Strategy. In the course of your duties, you should seek to minimise any detrimental impact on the environment and take specific action as appropriate within the remit of your post. Facilities Staff catering facilities are available. West Downs Day Nursery - is situated within the grounds of The University of Winchester. The nursery offers care for children from the age of six weeks to five years in a stimulating and homely environment. The nursery provides 62 places each day from 7.30am to 6.15pm on a full time or sessional basis. The opening times are designed to accommodate the working parent who may wish to continue their career. Further details are available from the Human Resources Department. Sports facilities are available, e.g. gym, squash, badminton, cricket, indoor soccer, tennis, etc and staff organise their own sporting activities. Winchester Values We value freedom, justice, truth, human rights and collective effort for the public good. The plans and actions of the University of Winchester are founded in these ideals together with the following values: Intellectual Freedom Intellectual freedom and its appropriate expression are at the heart of our business. Social Justice We seek to embody social justice and develop our students as effective and fulfilled global citizens. They will be prepared to challenge the status quo and will have the strength to stand up for what they believe to be true. Diversity We delight in diversity. Page 9

10 Spirituality The University celebrates its Christian foundation, and welcomes those of all faiths and none. Together we seek to explore the mystery of life, and to grow in wisdom and love. Individuals Matter The wellbeing of individuals is important, as are their opinions and views. Creativity Permeability, agility and imagination are central to our thinking: we endeavour to act as a crucible for the generation and transfer of knowledge. Mission Statement; The University vision: To educate, to advance knowledge and to serve the public good The University of Winchester is a university on a human scale, with a principal emphasis on the personal creativity and development of its students and its staff. Through its teaching, research and professional practice, the University will be an outward facing and permeable organisation, welcoming outside influences and fully engaging with society locally and regionally, nationally and internationally. It will provide a high quality university education, responsive to the intellectual, personal and professional needs of its members and the wider community. The University seeks to serve the spiritual and ethical needs of its students, building moral and global awareness. Our Church foundation is reflected also in strong support offered to students from backgrounds not traditionally associated with higher education. The University will ensure that its courses are accessible to all those who have the potential to benefit from them, regardless of their social, economic, ethnic or religious background. As a twenty-first century institution which provides a progressive and challenging higher education experience and which forms a crucible for the generation and transfer of knowledge, we have high expectations of both staff and students. The professionalism of staff is reflected in integrity, objectivity and competence. Students time at the University will provide them with a justified confidence in their abilities and the strength to stand up for what they believe to be true. Page 10

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