Job Description - Jobs at the University of West London

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9 Νοε 2013 (πριν από 3 χρόνια και 7 μήνες)

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UNIVERSITY OF WEST LONDON


JOB DESCRIPTION



Job Title:
Director of Property Services


School/Department:
Property Service
Department


Accountable to:
Executive

Director of
Finance


Key Objective

To enhance the student and staff
experience across the
university
through the delivery of the estate
strategy





Post No:


Grade:
Management


Location:
Ealing


Responsible for:



The Property Services strategy



Delivery of capital projects (in partnership with the
Director of IT Services and others) within
approved
budgets that deliver good value for money and comply
with statutory regulations



Delivery of property services within approved budgets
that deliver good value for money and comply with
statutory regulations



Delivery of sustainability and
environmental objectives



SUMMARY OF MAIN PURPOSE OF THE JOB


Scope of the role:


The post holder will be expected to operate in a large and complex environment:




Produce the long term Property strategy for Board approval



Deliver the Future Campus
Project on time, within budget and to the required standard



Provide first class services that enhance the student and staff experience within approved
budgets and comply with statutory regulations



Manage outsourced property services



Provide effective management of the Estate



Take the direct lead in enhancing and maximising the commercial activities and potential value
of the estate



Advise and support the Board of Governors and Executive in the delivery of the academic
strategy


Key
areas:


The post holder will:




Develop, drive and deliver strategic and operational property related action plans.



Lead the transformation of the estate to ensure it is at all times fit for purpose and compliant
with statutory regulations, whilst maintaini
ng the highest levels of student satisfaction.



Provide operational direction and leadership for all property services ensuring the value of the
estate is maximised, space utilised effectively and all property services provide good value for
money to the Un
iversity



Key relationships:


Vice
-
Chancellor and members of the Vice
-
Chancellor’s Executive (the leadership team)

Members of the Board of Governors

Heads of Schools and central service Directors

The management team of the West London Students’ Union

The

Enterprise Board which is responsible for income generation, including from assets

Outsourced providers and commercial partners

Leadership teams at relevant Borough Councils and
other external partners and agencies

Local residents

AUDE and other Estates D
irector networks



MAIN DUTIES AND RESPONSIBILITIES OF THE ROLE
:


Strategic direction and planning:




As a member of the Senior Management Group, contribute to the development of the strategic
direction of the University and the annual business planning
cycle.




Work closely with the University’s Executive Team, to deliver the University’s strategic
objectives to the Governing body through the estate strategy.




Provide advice to the Executive and the Governing body on all property related services.
Includi
ng acting as an ‘
intelligent client’

and ensure effective management of the all outsourced
contracts




Take responsibility for negotiations on land, property and service issues relating to the
University’s estate.




Ensure that all stakeholders fully apprec
iate and recognise the property related implications of
their proposals prior to seeking approval to proceed.




Ensure appropriate and effective risk management strategies are in place for the Property
Service team to manage risks effectively across all as
pects of the estate.


Leadership and management:




Ensure the effective management of the Property Service Department staff, ensuring that they
operate in compliance with all relevant statutory regulations together with the University’s
Financial Regulations.




Professionally lead the Property Service Depa
rtment and activities in a way that ensures the
delivery of high quality services




Ensure that Property Service staff are fully integrated into and supportive of the University’s
academic strategy and corporate plan.




Identify and nurture leadership potent
ial and talent and develop a high performing team of
managers who work to key performance indicators
to effectively meet the key targets of the
University.




Provide support, through objective setting, appraisal and the agreement of personal
development pla
ns, to all direct reports.




Promote the University through attendance at relevant forums, working groups and professional
bodies.




Implement monitoring systems for all operational and service delivery aspects of the
department to ensure the optimum
performance of service delivery and staff.




Promote and ensure effective communication and working relationships both within all service
areas as well as across the rest of the University and other external partners and stakeholders.


Property services and

commercial contract management:




Manage all outsourced contracts, ensuring that appropriate systems are in place to monitor
effectively and efficiently all services provided to fulfil the University’s specifications and follow
the agreed performance
mechanisms.




Give direct and proactive operational management for all hard and soft facilities services to
ensure the University achieves excellent results in the National Student Survey and
International Student Barometer.




Lead and manage proactively the

maximisation of the value from all areas of the estate.




Take the lead in the development and implementation of a property service strategy in line with
the estates strategy and the University’s strategic plan.




Prepare detailed plans and budgets for disc
ussion and presentation to the University’s senior
management team and present property service related proposals for property services to
University Committees.




Lead the drafting, procuring, tendering and management of a range of soft and hard FM
contrac
ts and liaise with the Central Finance and Procurement departments to ensure all risks
and opportunities are identified whilst ensuring compliance with the

University’s Financial
Regulations, Policies and Procedures.




Manage the procurement, negotiation an
d documentation of all property services.




Negotiate formal contract variations ensuring these provide the University with appropriate
protection and deliver the required service levels.




Ensure that developments or changes to the use of the University’s
site are appropriately
managed within the contract terms.


Resource management and value for money:




Manage the Property Service budgets ensuring that spend is closely tracked and monitored and
does not exceed budget and deliver to agreed targets.




In
liaison with the University’s Finance Department, develop and identify budgets and
monitoring of related spend against departmental budgets and projected forecast.




Provide effective liaison with in
-
house service providers to ensure a successful interface
exists
between departments and, in particular, in relation to new projects.




Identify technical and service opportunities within the University and develop business cases
both for the development or change of property services or in support of other depart
ments’
proposed strategic changes.




Achieve relevant income targets and identify business development opportunities to maximise
this income.




Develop robust systems for procurement of all goods and services to achieve good value for
money.




Lead competit
ive tendering exercises on behalf of the University including development of
specifications, tender evaluation and negotiation with suppliers.




Produce an annual business plan for the service in line with University objectives taking
account of the Univers
ity Values, Strategic Direction and agreed Business Plan.




Identify the workforce requirements for the service, and regularly review these against changing
service demands and the need for efficiencies.


Operational delivery:




Take direct responsibility
and accountability for the management of staff to ensure that policies
and procedures enable the maximum contribution from staff and compliance with all statutory
and University policies and procedures.




Take direct responsibility for the management of the

operating budgets, delivery of commercial
income targets and capital and revenue budgets
ensuring full compliance with the University’s
Financial Regulations
.




Take responsibility for the management of all outsourced contracts




Evaluate the service
provision, developing performance measures including key performance
indicators to track performance and to identify opportunities for improvement and / or
efficiencies.




Ensure the implementation of the performance framework for Property Services with ass
urance
of good value for money and quality through surveys, feedback and market testing.




Ensure compliance with legislative requirements in all areas of Property Services
, the
maintenance of proper records of performance and adherence to professional stan
dards.




Lead the development and maintenance of a customer centered service, promoting the delivery
of a robust customer service culture to ensure that it is understood and delivered by staff across
the organisation, for students, staff and visitors.




Moni
tor and maintain quality control of in house and externally provided services, reporting to
the University Executive / Governing body as appropriate recommending strategies for the
future.




Take lead responsibility for ensuring that all statutory / mandato
ry health and safety and other
legislation is complied with throughout the Property Service Department.




Provide proactive operational management of all business operations within the Department.




Ensure adherence to all statutory health and safety
requirements in regard to the University’s
buildings and estate and the maintenance of proper records of performance and adherence and
promote the best professional standards in the delivery of estates and buildings related
services, including conducting r
egular risk assessments.


Developments and project management:




Be responsible for the management of the Future Campus Project




Be responsible for the management of the University’s agreed capital programme.




Ensure professional, robust and timely project

management is in place for all capital and
revenue projects.




Prioritise specific capital allocations and be directly responsible for managing the capital
programme budgets and delivering schemes to time, cost and the required standard.




Take
responsibility for working up proposals and costing for all new projects and develop
effective business cases with the sponsoring School or Department to win support.



Environment and sustainability:




Manage the implementation and execution of the sustain
ability and environment strategy
across all operational and service aspects of the department for which the post holder has
responsibility.




Ensure that all relevant statutory, environmental professional technical standards are identified
and maintained.



This Job Description sets out the main duties of the post at the date when it was drawn up. Such
duties may vary from time to time without changing the general character of the post or the level of
responsibility entailed. Such variations are a common

occurrence and cannot of themselves justify a
reconsideration of the grading of the post. This list of duties is not exhaustive and from time to time
staff will be asked to undertake any other reasonable tasks in relation to their role.






PERSON

SPE
CIFICATION



CRITERIA


ESSENTIAL


DESIRABLE



Qualifications:





Educated to degree level and a holder of a
relevant
professional qualification or
equivalent
e.g. FRICS.


Master’s degree

Fellow of the Royal Institute of
Chartered Surveyors



Knowledge
and
experience:


Significant general management or director
level experience.


Experience of operational service delivery
service standards and the importance of a
customer focused service delivery.


Experience of managing high level budgets.


Experience
of leading, managing and
developing:




Strategic planning and execution,
formulating policy



Delivering capital projects



Leading re
-
design or service change
improvement initiatives and
managing
organisational change



Performance monitoring mechanisms



Market t
esting and benchmarking
procedures



Energy and Environmental management



Leading negotiations involving complex,
sensitive and contentious matters



Complex business planning processes



Significant experience gained
within Higher Education.



Specific
skills:


The intellect and drive to deliver an ambitious
programme of departmental development.


Proven management, communication,
interpersonal and influencing skills that can
motivate staff performance and encourage
effective participation from others in

meeting
key strategic objectives.


Strong written and verbal communication
skills including the ability to assimilate
information and use this appropriately within
the University’s diverse context.


Knowledge of:


COSSH standards and
legislation.


Food safety and hy
giene
regulations.


Waste regulations
-

The safe
management of waste and the
carriage of dangerous goods
regulations.



Inclusive, team oriented approach to
management.


Abilit
y to manage change and take staff on a
journey.


Strong commercial acumen.


Strong knowledge and understanding of the
full range of Property Services.


Excellent knowledge of current Health, Safety
and Security legislation.


Robust knowledge and experience

of
contract management and a thorough
understanding of contracts and their legal
and financial dimensions.


Ability to make decisions, be accountable for
them and delegate effectively.


An understanding of standard
industry and Higher Education
procurement methods and
techniques.


Personal and
organisational
skills


A
complete
r

finisher.


Sound judgement, diplomacy and integrity.


High expectations.


A high level of self awareness and is
reflective.


Ability to work under pressure to deliver
deadlines, often with competing priority
workloads.


Confidence in own abilitie
s and awareness of
personal strengths and weaknesses.




General skills:




Well
-
developed interpersonal skills and
credibility with senior colleagues.


Remains visible, approachable, accessible,
open and encouraging to all staff.


Ability to engage with
a range of external and
internal audiences and stakeholders


Highly motivated, operational deliverer,
independent thinker and achiever.



Ability to generate a good team working
environment.


Business user focused attitude.


Competent IT skills in the areas

indicated.



Other:



A self
-
starter, who is resourceful with
resilience and drive.


A pro
-
active and determined approach.


Able to work flexibly, as necessary, to meet
targets.


Adaptive and flexible to working patterns.


Willing to participate in
the University’s on call
rotas.


Ability to work under pressure and maintain
high quality work.


The vision to see opportunities for
improvement.


The capability to manage / oversee multiple
streams of work at one time.


Due to the roles and
responsibilities of this
post, you must live within a reasonable
travelling distance of the University of West
London, and be able to attend any UWL site
within an hour of being called to the site.




Essential Criteria

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 Criteria

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