How To Work At Lancs.Ac.Uk

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1 Assistant Director of Estates (Operations) Job Briefing Pack August 2015

2 Contents Executive Summary Executive Summary Page 3 About the University Page 4 Award Winning Facilities Page 5 Role and Responsibilities Page 6 The Role Page 7 Operational Responsibilities Page 8 Person Specification Page 9 Terms of Appointment Page 10 Application Process & Timeframe Page 11 Appendix A: Current Reporting Structure Page 12 Lancaster University is an internationally highly-ranked leader in the provision of inspiring teaching and research: Consistently ranked in the top 10 across all major UK University league tables In the top 1% of universities in the world Over 500m invested into campus since 2002 A large, dynamic campus of over 12,000 students and 2,500 staff Over 2,000 students studying Lancaster degree programmes overseas in Ghana, India, Malaysia, Pakistan, Kazakhstan and Brazil Committed to developing and retaining the best staff through the 2020 People Strategy plan A network of over 130,000 alumni in 183 countries Pioneer of eco-friendly initiatives such as Green Lancaster, supported by staff and students alike A culturally diverse, innovative university with a strong academic background In 2015, the University has proved its commitment to world-class research and teaching by being consistently ranked highly in both national and global university league tables. In addition to these achievements, Lancaster continues to ensure high levels of support for both its staff and students, giving Lancaster University a strong, reliable reputation all round. Lancaster s recent staff survey also reaffirmed its position as an excellent employer both within the sector and the region. 2 3

3 About The University Award Winning Facilities Lancaster is one of the UK s leading Universities and has gone from strength to strength since its formation 50 years ago. It manages to combine high quality teaching and research with a strong regard for student experience and employability. This can be seen with its successful collegiate system, one of only a few UK universities to adopt this approach, forging a strong sense of loyalty and unity across campus. The University boasts an idyllic campus that combines city, coast and countryside all into one. The campus setting conveys a tranquil ambiance whilst offering such a range of facilities it can almost be called a small town in its own right. The main Bailrigg campus is home to a range of amenities, and even its own cultural hub including a theatre, art gallery and concert series. More recently, Lancaster University has developed a portfolio of teaching partnerships overseas, as part of its global outreach internationalisation strategy. This has proved extremely successful and there are now over 2000 students studying Lancaster degree programmes in Ghana, India, Malaysia, Pakistan, Kazakhstan and Brazil. The main campus lies 3 miles outside the City of Lancaster and is easily accessible via road, rail and bicycle. The city centre is just 15 minutes away by bus, and was recently ranked one of the top 10 most vibrant cities in the UK thanks to its arts scene and student population. The City of Lancaster also enjoys a long and diverse history dating as far back as 1193, and has a well-maintained iconic city centre and medieval castle. The University s vision is clearer than ever- to become a globally significant leader in Higher Education, providing the highest quality research and teaching, whilst engaging locally and internationally on the issues and debates of the day and future. A vision that is well within our reach. To find out more about Lancaster University s vision and values, please visit: Lancaster University s excellent reputation as a leading employer has attracted bright minds from all over the world. Its success on an international level is underpinned by the excellence of the professional services teams. This can be seen in the 6 core values every member of staff aspires to: Honesty/ integrity Innovation Collaboration and partnership Service excellence Development of staff Respect The collegiate system is designed to encourage interaction between staff and students, leading to a greater sense of unity and feeling connected. It also provides the opportunity to build up interdisciplinary work and increase staff development potential. Staff wellbeing, reward and recognition is a high priority for the University and as such they offer an excellent benefits package to all staff, including: Competitive pay, pension and reward packages Family friendly policies including additional paid maternity and paternity leave, and leave for family emergencies Generous holiday entitlement with additional days at Christmas and Easter A tax efficient salary sacrifice scheme for a number of different facilities and amenities, including lease cars Opportunities for staff development with regular performance reviews Access to a free, confidential helpline through our Employee Assistance Programme (EAP) For more information about any of the above, please visit: Lancaster University have had an exceptional 12 months, winning some major national awards for its facilities. These have included; The Facilities Estates Team of the Year award in the Association of University Director of Estates (AUDE) annual awards Best University Halls in the National Student Housing Survey 2015 for the sixth consecutive year Three awards from the Royal Institute of British Architects (RIBA) for the new Engineering building which opened in January 2015 A Green Flag award for our campus grounds for the fourth year running Best Catering Service in the national College and University Business Officers (CUBO) awards A Royal Society for Prevention of Accidents (ROSPA) Gold award for Occupational Health and Safety. Facilities Estates Team of the Year Award 2015 The University has also been shortlisted in the Food and Drink category of the Green Gown awards and the British Institute of Facilities Management (BIFM) awards for the Impact of Customer Experience and Impact on Sustainability categories, the results of which are due to be announced soon. For more information about the University, visit: 4 5

4 Role and Responsibilities The Role The Assistant Director of Estates (Operations) reports to the Director of Estates and is responsible for strategic development and integrated operational delivery of all engineering, maintenance, utilities and facilities services to ensure an estate and associated infrastructure is fit for purpose, legally compliant, providing high levels of customer service and meeting other institutional priorities and initiatives. The Estates Department is part of the Facilities Division, an organisation of circa 600 staff that manages a diverse portfolio of activity. The Division is responsible for managing all aspects of the built environment, commercial activities, the provision of sports activity and environmental sustainability. The Division is leading a number of major initiatives to support and improve the institution, transforming the Estate and the delivery of services. The University Estate is predominantly the 364 acre Bailrigg Campus with a smaller facility in London. The built estate is over three million square feet and includes circa 6800 student bedrooms. The scale, variety and complexity of the estate make Higher Education an exciting sector to work in. The Estates Department is responsible for managing the delivery of the Estate Strategy with an investment programme of approximately 200m over the next four years. Specifically the Assistant Director of Estates (Operations) will: Lead the development of Engineering, Maintenance and infrastructure strategy and functions across the University portfolio. Lead Cleaning and Grounds Maintenance functions. Lead on the Environmental Sustainability and Energy across the Facilities Division. Lead Security and Portering functions. Develop policy, strategy and best practice to ensure an estate fit for purpose, of appropriate condition and functional suitability to deliver excellence in research and teaching and meeting other relevant institutional priorities including cost effectiveness. Lead the development of strategies to address the legacy of under investment in estate infrastructure and including supporting capital programmes and delivery of strategic maintenance programmes. Manage the University s utility contracts including the long term development and operation of the Energy Centre and the delivery of carbon management initiatives. Ensure the most efficient and cost effective models for delivery of services meeting statutory and regulatory compliance requirements and institutional objectives including the highest levels of customer service and improving the student and staff experience. 6 7

5 Operational Responsibilities Person Specification Lead the development and implementation of the strategy for all hard and soft estates/facilities services having regard to agreed institutional priorities. Lead the development and delivery of flexible, cost effective, efficient and safe building services infrastructure and maintenance to standards appropriate to meet business needs and that are also operationally resilient and robust. Lead the development and delivery of efficient, cost effective, safe and customer focused Estates services, reactive and routine planned maintenance. Lead the management of in house and external contract service providers. Ensure high quality customer service to users and occupiers of the estate and facilities, with particular focus to ensure that agreed standards are consistently maintained. Critically review all processes, systems and methods of providing hard services; develop and implement improvements and performance targets. Contribute to the preparation of business cases, working closely with the Director of Estates, Head of Business Support and the Finance Division, and to ensure project approvals are managed in line with agreed processes and expectations. Ensure compliance with all statutory, regulatory and institutional requirements and recommended best practice. Lead the Environmental & Sustainability team to support institutional carbon reduction and other sustainability targets and objectives, including policies and specifications for refurbishment projects, sustainable energy supply strategy. Drive a safety first culture within the Operations team and with all suppliers to ensure the delivery of a safe, healthy and secure environment for students, staff and visitors. Drive continuous financial and service improvement Improving cost efficiency while maintaining consistency or improving service levels, responsive to changing business needs. Foster a culture of shared goals and objectives across the Department and the Division to ensure consistent application of standards, optimum use of resources to meet programme and operational needs and effective planning of internal and external resource needs. In conjunction with the Assistant Director of Estates (Development) develop and manage the condition survey of the estate and ensure these are used to plan for long-term maintenance and capital needs. Lead the preparation, prioritisation and co-ordination of programmes of planned works, long-term maintenance and one off improvements. Lead the procurement, development and management of the energy centre and associated infrastructure. Develop, manage and control all operations and infrastructure budgets. Ensure that all projects and contracted works represent value for money for the University and that appropriate and effective risk management, corporate governance and audit controls are in place. Drive continuous performance improvement across external contractors, consultants and other service providers. Lead the technical design and specification of standards in relation to Building Services and Infrastructure across the University estate including compliance to building regulations and CIBSE best practice. In conjunction with the Assistant Director of Estates (Development) contribute to the development of design guides and briefs, leading on engineering and related installations. Oversee and co-ordinate the digitisation and maintenance of essential records, including asset register, asbestos register, PPM records. Liaise with University stakeholders to ensure that all records are updated when estate development occurs. Work collaboratively with the Assistant Director of Estates (Development) and their team to ensure best practice and appropriate design solutions for new build and refurbishment projects with particular emphasis on maintenance and life cycle needs. Ensure excellent communications within the team, across the Division and with all customers and stakeholders. Manage key external relationships including local and statutory authorities and suppliers. Ensure the team has appropriate technical and professional skills and necessary management competencies; identify and provide development opportunities. Champion Facilities Division values, promote and sustain a positive culture. As duties and responsibilities change, the job description will be reviewed and amended in consultation with the post-holder. The post-holder will carry out any other duties as are within the scope, spirit and purpose of the job as requested by the line manager. The university wishes to appoint a high calibre individual as Assistant Director of Estates (Operations) candidates will be Estates professionals with a proven track record of achievement. They will have ambition and drive to contribute dynamically to the delivery of the University s strategic objectives. To successfully fill this challenging role, candidates must meet the following essential criteria: A good first degree or equivalent experience/ qualification. The ability to contribute to, and support, the strategic leadership within the Estates team and development of effective strategic links across the wider University to ensure the University s strategic aims are met. Evidence of team leadership including recruitment, team building and individual professional development. The ability to build and motivate internal and external teams ensuring alignment with delivery goals. A track record of successful development and delivery of hard and soft FM strategies. Proven ability of negotiating effective contractual terms for maintenance, services and consultancy agreements. Ability to communicate complex information to a diverse range of audiences and stakeholders using a variety of techniques. Proven experience in challenging the existing operations, changing existing processes/structures and improving the customer experience. Evidence of successful stakeholder and relationship management across the wider public and private sectors. Experience of prioritising complex and often conflicting project demands ensuring appropriate risk management approaches are used. Evidence of managing and developing systems to ensure statutory compliance across a wide range of infrastructure and systems within a complex large estate Ambition to achieve challenging goals and turn the University s strategic aims into reality. Ability to deliver cultural change within the Estate Operations team, through strong, values-driven leadership. Ability to lead change in a constantly evolving higher education marketplace. Professionally focused with the ability to think laterally to meet goals. Welcome challenge in an open, participative and transparent style. Team focused with the ability to motivate and develop both internal and external teams. Evidence of ability to increase customer satisfaction and exceed expectations. The additional following criteria is desirable: A relevant Professional qualification (e.g. MCIBSE, MBIFM, MRICS, MCIOB, CEng). Proven experience of the managing maintenance across a diverse estate including planned, reactive and backlog maintenance. Evidence of financial planning and budget management ensuring accurate cash flow forecasting. Evidence of delivering process improvement. The ability to lead on the implementation of IT systems which will support efficient service delivery Experience of working within large complex organisations. Experience of changing workplace culture and norms. Experience of championing and delivery of environmentally sustainable solutions. 9

6 Terms of Appointment Application Process & Time-frame Pay Senior salary range - Competitive Salary Pension This role offers the post-holder the opportunity to join the University Superannuation Scheme (USS) via salary sacrifice Relocation For those relocating nationally or internationally a generous relocation package is available Flexible Benefits All staff are eligible to participate in the University s sector leading flexible benefits scheme. The scheme provides staff with the opportunity to purchase benefits at discounted rates and also take advantage of tax and national insurance savings on the benefits chosen. The benefits include: salary sacrifice child care vouchers, bicycle to work scheme, travel season tickets, payroll giving, dental insurance, healthcare cash plan, sports centre membership, salary sacrifice lease car, vocational training courses, professional bodies membership fees and discounted retail vouchers. Claire MacLeod Associates has been exclusively retained by Lancaster University as the executive search firm for this appointment. How To Apply In order to apply for this position, please upload via the microsite lancasteruniversity/howtoapply.php: An up-to-date curriculum vitae Covering letter, detailing: How you feel your experience and skills meet the requirements of the post (in particular, the letter should address all essential elements of the Person Specification); The responsibilities you currently hold and the type of organisation you work for; How your leadership skills have contributed to the success of your organisation For an informal discussion about the institution and the role, please contact our retained consultant Claire MacLeod, on , or Claire@clairemacleodassociates.com Recruitment Timetable Closing date for applications: Midnight, Sunday 27 September 2015 Pre-selection interviews will be held: 5th-16th October 2015 Final stage interviews: 27th November 2015 If invited to attend a first-stage interview, you will be requested to bring proof of identity (passport or picture driving licence), proof of National Insurance Number and original certificates of academic and professional qualifications. References may be sought on shortlisted candidates. These should include at least one reference from a recent previous employer. References from current employers (unless readily available) will only be sought when a formal offer is being made. The appointment is subject to: Eligibility to work in the UK Verification of academic and professional qualifications and memberships Satisfactory references 10 11

7 Appendix A: Current Reporting Structure Director of Facilities Head of Commercial Services Head of Sport Director of Estates Head of Business Support Assistant Director of Estates (Operations) Assistant Director of Estates (Development) Development Development Development Senior Project Senior Project Senior Project Assistant Project Assistant Project Head of Service Delivery Security Operations Carbon, Environment & Sustainability Safety & Compliance Facilities s x 3 Fire Safety Officer Electrical Engineer Landscape Safety & Compliance Officer Mechanical Engineer Maintenance Building Surveyor Energy

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