JOB DESCRIPTION. 5. ORGANISATION CHART: Reports to the Premises Manager (Thornton)

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1 JOB DESCRIPTION 1. JOB TITLE: Mechanical & Electrical (M&E) Services Co-ordinator 2. HMRS REFERENCE NUMBER: HRMS/13270a 3. ROLE CODE: MESCF 4. DEPARTMENT: Facilities Management 5. ORGANISATION CHART: Reports to the Premises Manager (Thornton) 6. JOB PURPOSE: To manage the mechanical and electrical services on the Thornton site and provide support to the Premises Manager and Head of Estates with maintenance, repair and minor new M&E works carried out on the University Estate. The role holder will have a commitment to providing excellent customer service to enhance the Estate and the student experience alongside working with internal and external stakeholders and tenants on a regular basis. 7. BACKGROUND INFORMATION: Facilities Management is a multi-disciplinary department providing a comprehensive estate planning and management service and a range of facilities support services, in order to ensure that the University land and property assets and related physical resources are capable of supporting the academic and other business of the University, safely, effectively and efficiently. The department is responsible for advising on, and contributing to the strategic and operational management of the University s land and property portfolio. The University estate is split across three major sites, in Chester, Warrington and Thornton. The University also owns Kingsway and Riverside Buildings which are both substantial sites located about one mile from the main campus in Chester. The role holder will work on minor new works across all sites and be responsible for the planning, budgeting and delivery of all such works whilst reporting to the Premises Manager and Head of Estates. The role holder will also be responsible for the maintenance, repair and statutory compliance of the M&E systems on the Thornton site. The development of the Thornton site will require the role holder to prioritise and plan out workloads in order to meet strict deadlines. 8. WORK PERFORMED AND/OR KEY RESULT AREAS: 8.1. Communicating Effectively To support the Premises Manager and Head of Estates with the management of response maintenance planned preventative maintenance, statutory inspection and minor new works. Notification of major defects or failure trends to the Premises Manager with recommended actions and costings where appropriate.

2 To input maintenance data into the Estates records using the Department s IT systems including Quantarc, AutoCAD, windows software and the helpdesk systems. To prepare design briefs and/or specifications for minor new works for quotations or tender documentation. At the request of the Premises Manager or Head of Estates, attend meetings with Faculty members, contractors and other internal and external stakeholders/tenants to explain complex information relating to projects or to discuss and understand client requirements or issues. To understand the Department s interactive Helpdesk System and to work with the maintenance contractors to ensure a cohesive approach to all M&E maintenance works. To monitor responsive, planned preventative and statutory maintenance ensuring service level agreements are met and accurate and up to date records are maintained on IT systems. To be aware of the invoicing and budget processes in order to assist the Premises Manager and Head of Estates with budgetary requirements. To have excellent communication and interpersonal skills as a considerable level of personal skill and interaction is necessary to present complex information in the most effective format available and to understand client requirements Leadership and Working Collaboratively The role holder will be involved in the wider Facilities team and will regularly have contact with, members of the public, University staff, students and clients. To ensure a constant dialogue with colleagues within the Department to ensure a clear flow of knowledge and information regarding all planned works. The role holder will be expected to work with external stakeholders on a regular basis i.e. local council, project managers, fire services to ensure the University is compliant in all aspects of its works. To work closely with the departmental support staff to ensure workloads are covered during key periods (e.g. during summer works). The role holder will report directly to the Premises Manager Liaison and Networking To provide complex information to members of staff in the wider University and stakeholders (e.g. when undertaking works for a Faculty) by acting as a point of contact for the Facilities Team. To liaise with the Premises Manager on a regular basis with respect to all M&E maintenance, statutory compliance and M&E minor works for the Estate. To work with the surveying team to ensure M&E works are correctly specified and technical advice is available. To undertake continuous professional development as part of the role both internally and externally.

3 8.4. Delivering a High Quality Standard of Service To provide a high level of customer service to all customers of the department, including staff, students, contractors and stakeholders/tenants as appropriate. To take a proactive approach with respect to planned works and ensuring constant dialogue with contractors and relevant staff. To demonstrate and promote a strong service and professional ethos throughout the facilities team to maintain the highest levels of service delivery on behalf of the University. To initiate contact and communicate effectively with University staff to identify needs and evaluate alternative solutions in order to execute the service successfully and to continually seek to increase customer and client satisfaction Effective Decision Making To make decisions regarding the day to day workload. The role holder will be expected to exercise judgement and planning skills in prioritising and reprioritising tasks. The role holder will be creative when planning works to identify solutions for the needs of the user and to create a well panned and cost effective solution Planning and Organising Self and Others To organise and co-ordinate their workload on a day to day basis and report any issues to the Premises Manager. To work on his/her own initiative, reporting formally to the Premises Manager on relevant issues, and the progression of maintenance schedules and minor new works. To monitor the progression of all maintenance works ensuring all works are met within agreed time, budget and quality requirements Innovation and Improvement The role holder is expected to resolve as many issues as possible within set procedures and guidelines. Any issues which cannot be resolved should be referred to the Premises Manager. The ability to take the initiative in establishing and undertaking works to achieve the objectives of the post is essential with particular reference to the functions and effectiveness of the facilities team with regard to all aspects of M&E maintenance Analysis and Research The role holder is expected to be able to analyse data produced by University software with respect to the Estate (e.g. Maintenance defect reports). The role holder will assist with the production of comparative tenders and quotes for the Premises Manager in respect to minor new and planned works.

4 To produce and analyse data from the related software when requested by the Head of Estates Sensory and Physical Demands The role will require a significant amount of walking on site and the role holder must be able to climb ladders and scaffolds Work Environment The role holder will be based in an office environment but will be expected to spend significant amounts of time on site around the University s sites including surveying from height, being in cramped/hot/dirty spaces and being required to attend live building sites and may be exposed to inclement weather. The role holder will be expected to have an acute awareness of Health & Safety legislation and procedures and implications which impact on this role. The role holder will be expected to familiarise themselves with the University s Health & Safety Policies and follow them as directed. Office based work will involve the use of a PC Pastoral Care and Welfare The role holder will not have any direct line management responsibilities but will be expected to act in a tactful and diplomatic manner with staff Team Development To assist with the induction and support new members of the facilities team as directed by the Premises Manager of Head of Estates Teaching and Learning Support None associated with this post Knowledge and Experience See person specification General To undertake any other duties commensurate with your grade, and/or hours of work, as may reasonably be required of you. To take responsibility for upholding and complying with the University s Equality and Diversity policies and for behaving in ways that are consistent with fair and equal treatment for all. To comply with all University Health and Safety policies.

5 PERSON SPECIFICATION Job Title: M&E Services Co-ordinator Department: Facilities PERSON SPECIFICATION Criteria / Desirable Method of identification Qualifications: Educated to degree level or equivalent in Mechanical or Electrical Engineering or other relevant area. ECDL, or equivalent, or a willingness to undertake. Full UK driving licence. Proven Experience: Proven office and site experience in a similar role. Proven experience in a Mechanical and Electrical Maintenance role. Ability to read understand technical drawings using AutoCAD or similar. An understanding of reactive and planned preventative maintenance systems and procedures. Proven knowledge of M&E statutory compliance and regulations. An ability to produce weekly, monthly and annual maintenance plans for M&E systems, monitor for compliance and action any resulting remedial works identified. Delivering academic and service excellence: An ability to process and produce necessary reports plans and tenders using a variety of software packages including the University s in house software. Ability to work effectively under pressure and as part of a team. Desirable Form/Certificates Form/Certificates Form/Certificates Form Form Form Form Form Form form Managing self and inspiring others: The ability to work to strict deadlines and be flexible with working hours during busy periods. Demonstrate team building and engagement with staff, consultants and contractors and clients. Ability to take the initiative in establishing new ways of working to achieve the objectives of the post. Working together: The role holder must have the ability to communicate easily with and be able to relate to people at all levels.

6 Organisational and stakeholder awareness: Adaptability, meticulous attention to detail and a flexible approach to work. Demonstrate awareness of technological change and best practice within the sector. Requirements are those, without which, a candidate would not be able to do the job. Applicants who have not clearly demonstrated in their application that they possess the essential requirements will normally be rejected at the shortlisting stage. Desirable Requirements are those that would be useful for the post holder to possess and will be considered when more than one applicant meets the essential requirements. Method of identification is where the selection panel will match the candidate s skills and abilities to the required criteria outlined (i.e. application form, interview, test)

7 UNIVERSITY OF CHESTER TERMS & CONDITIONS OF EMPLOYMENT FACILITIES DEPARTMENT M&E SERVICES CO-ORDINATOR 1 YEAR FIXED TERM CONTRACT SALARY SCALE University Scale OS7, points 23-26, 25,513-27,864 per annum payable monthly in arrears. RESIDENCE REQUIREMENT It is a requirement of this post that within 12 months of appointment, the post-holder should live within a 30 mile radius or within a one hour travelling time by public transport from the University. HOURS OF WORK Monday to Thursday Friday 09:00am pm 09:00am pm (less one hour lunch break each day) A flexible approach to work will be required as there may be occasions when it would be necessary for you to work additional hours as dictated by the workload. HOLIDAY ENTITLEMENT 22 days per annum with two extra statutory days per annum during the Christmas period. DISCLOSURE & BARRING SERVICE CHECKS The successful applicant will have to undergo a DBS check before an appointment can be made. MEDICAL EXAMINATION Successful candidates will be required to complete an Occupational Health questionnaire, and may be required to undergo a medical examination. ESSENTIAL CERTIFICATES Short-listed candidates will be asked to bring to interview, proof of qualifications as outlined on the Job Description and Person Specification provided. Upon appointment, copies of essential certificates will be required by HRM Services. PENSION SCHEME The University operates two pension schemes for support staff: The default scheme is the Higher Education Defined Contribution Scheme (HEDCS), which is administered by Friends Life. The Cheshire Local Government Pension Scheme, to which the University is an admitted body. All support staff are entitled to participate in one of these schemes. Some staff will be automatically enrolled into a scheme, depending on their age and earnings, but if they do not wish to remain a member of the scheme, they will be entitled to opt out after enrolment. EQUAL OPPORTUNITIES The University has a policy of equal opportunity aimed at treating all applicants for employment fairly. SMOKING POLICY The University operates a No-Smoking policy. PROBATIONARY PERIOD A nine months' probationary period applies to all University posts.

8 CLOSING DATE Candidates should apply for this vacancy via our online recruitment website ( by Thursday 21 st August 2014 quoting reference number HRMS/13270a

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