Head of Facilities - College of Social Science - 31847 - Grade 9

United Kingdom
£51,034 - £77,108
Nov 03, 2019
Dec 02, 2019
Organization Type
University and College
Full Time
Job summary:

The role is a senior post within the College of Social Sciences. The role holder will offer strategic advice to the Director of Operations on all matters related to estates, facilities, infrastructure, health and safety and the successful management of a portfolio of buildings across the College estate. The role holder will provide the highest quality service in all aspects of facilities management, including budgetary responsibility, supplier services, project management and stakeholder relationship management and have the motivation to continuously improve all aspects of the operation and quality of service delivery. The successful candidate will also provide leadership, line management and supervision to the Facilities Team, whilst epitomising the exacting standards within the Professional Services Expectations Framework.

Main duties:

  • Work closely with Director of Operations to ensure organisational needs of the College are achieved, ensuring efficient and effective support services in relation to the workplace, learning environment and provision of FM services.
  • Planning activities including FM strategy and service delivery plans, performance monitoring and reporting.
  • Ensure College estates needs are communicated through appropriate channels, maintaining an overview of progress on central Estates led projects.
  • Develop and maintain a College Estates plan linking the College strategic aims to the University vision, engaging with all stakeholders (School, College, University and external)
  • Ensure that the College responds effectively to emerging issues through liaison with key stakeholders
  • Member of the College Professional Services Senior Management Team providing support and advice to members on facilities management issues and more generally contributing to the leadership and development of the College's professional services
  • Ensure all workplace wellbeing statutory compliance requirements are met, interpreting, documenting and implementing University policy.
  • Represent the College at University and external meetings where appropriate being an ambassador for the College and University
  • Build a strong relationship with the College lead for Resources, IT, HEFI business partners and the learning spaces team in order to lead on the development of resources in the College.
  • Establish and maintain strong working relationships with senior academic and professional services colleagues in the Schools to understand and respond to School specific needs in terms of facilities management and space planning.

Service Delivery:
  • Maintain risk register and ensure all risk assessments are completed and documented correctly for the College workplace
  • Primary responsibility for delivering the College Estates Proposal, providing solutions that have a positive impact on College performance and delivery.
  • Health and Safety - Ensure compliance with relevant Health and Safety legislation.
  • Provide lead for the management of H&S in the College, acting as secretary to College Health, Safety and Wellbeing Committee.
  • Produce the College H&S Action Plan, monitoring and reporting progress.
  • Produce College H&S implementation statement / plan and ensure that it is implemented.
  • Develop, maintain and regularly report on mandatory H&S training compliance (e.g. fire safety)
  • Maintain oversight of all H&S roles and responsibilities throughout the College and ensure accurate records are kept.
  • Provide comprehensive support to the delivery of the workplace wellbeing strategy, taking the lead for the College as required
  • Lead on the College-wide Local Emergency Response Plan (LERP) and Contingency Plans in line with University requirements. Ensure that each building maintains accurate and relevant LERP, Business Continuity Plans and Business Recovery Plans that are tested annually.
  • Oversee Fire Evacuation planning and testing.
  • Act as a first responder and College lead on contingency action required in response to emergency incidents, working closely with colleagues across campus.
  • Ensure compliance with University policies and statutory regulations.
  • Represent the College on the Joint Safety Advisory Committee
  • Represent the College on the University Sustainability Task Groups / initiatives.
  • Ensure that University environmental policies are implemented throughout the College.
  • Responsible for waste management and compliance with relevant legislation including confidential waste collection and disposal and Special Waste collection
  • Develop and maintain an ethos of customer service excellence

Buildings, Space and Project Management:
  • Responsible for College Property and Asset management, regularly reviewing for utilisation, environment, functionality and developing forward maintenance plans
  • Maintain an up to date asset register
  • College lead for Capital Projects representing the College view from concept to completion and successful occupation, liaising with stakeholders as appropriate. Supporting the development of business plans for new schemes. Manage and coordinate the occupation of newly commissioned capital programmes.
  • Ensure outstanding planned and reactive maintenance works and projects are completed in a timely and effective manner to minimise disruption (liaising with central teams as necessary)
  • Provide regular updates on the progress of Capital Projects to those affected and developing plans to mitigate the impact of works (communicating effectively before works commence)
  • Working through delegated responsibility to the FM team, ensure the efficient functioning of all buildings that comprise the College estate
  • Prepare and maintain forward maintenance plans to reflect operational requirements and budget availability in line with the College Strategic aims. Coordinate with central estates on University wide priorities
  • Develop and implement a consistent process and tracking system to assist with the efficient management of requests.
  • Work with the Estates team responsible for Space planning to maximise occupancy and efficiency of space use across the College Estate whilst ensuring that the needs of the Schools/users are met
  • Responsible for the assembly and co-ordination of College space requirements for estates strategy and planning
  • Lead the development of College policy on space management (responding to a central evolving space management policy), providing recommendations for optimisation of space on and off campus. Working closely with central teams and other Colleges. Determine all space needs of College working with colleagues in the Schools.
  • Lead on the delivery of strategic accommodation solutions for the College
  • Implement and maintain a database in respect of College buildings and facilities, ensuring data integrity and consistency information. Ensure that the data set aligns with data centrally held and that there is consistency of information
  • Develop and maintain procedures / processes and standard documentation for all aspects of the role
  • Prepare data analytics, statistical and/or graphical information to inform reports on existing and planned developments, for both College and external stakeholder use. Ensure that data from audits of College space is correct and useable.
  • Develop and monitor discipline specific space norms based on best international and national practice (aligned with central policy)
  • Report annually on all spaces and compare allocated space against agreed space norms. These reports will be used to benchmark the College and prioritise requests for additional space as they arise.
  • Lead review and task and finish groups to consider more efficient ways of managing facilities and estates resources within the College ensuring coordinated approach with stakeholders

Facilities Management:
  • Provide strategic advice to the Director of Operations on all aspects of facilities management in the College
  • Liaise with colleagues across the Campus to ensure best practice is achieved at all times
  • Work with the central Estates team to ensure all compliance checks are completed with regards to asbestos management, water hygiene and all appropriate statutory testing regimes, ensuring professional standards are met and monitored.
  • Ensure compliance with the Equality Act 2010, maintain appropriate strategies to prevent discrimination in the workplace including but not limited to student reasonable adjustment plans, workstation risk assessments (DSE), staff reasonable adjustment requirements, purchase of DSE equipment, Deaf Alerter Building Systems
  • Ensure Audio Visual support for College owned teaching facilities are adequate, appropriate and of a high standard to deliver high quality teaching
  • Undertake an annual inspection of all rooms for condition and H&S and to ensure fit for purpose for all relevant stakeholders
  • Liaise with Hospitality and Accommodation Services (HAS) to maintain excellent levels of cleanliness across all buildings
  • Liaise with Hospitality and Accommodation Services (HAS) to ensure catering offers meet the needs of students and staff
  • Act as an escalation point for all FM issues within the College estate
  • Monitor and support College wide Managed Printing Facilities providing regular updates to stakeholders
  • Working with Central teams to ensure best value for money with suppliers
  • Contract management and negotiation with suppliers and contractors as necessary (coordinated with central estates and procurement

Safety and Security:
  • Review and address College estate environmental factors to reduce the opportunity for criminality, for example; lighting, door access and CCTV
  • Liaise with the University Head of Security cascading relevant information to stakeholders
  • Liaise with the University's Safety Services team to ensure all safety policies are implemented across the College estate including but not restricted to lone working, smoke free and first aid
  • Responsible for appropriate accident reporting mechanisms and ensuring investigations and remedial actions are undertaken in response to reports of accidents, near misses or occupational ill health.
  • College lead for joint investigations into significant accidents or incidents
  • First point of contact for emergency events and disaster planning

Staff Leadership:
  • Lead and manage the FM team
  • Exhibit positive behaviours in line with the College Professional Expectations framework
  • Provide support and opportunity to direct reports, taking responsibility for development of the team's capability (ensuring training and development where needed - internal or external)
  • Ongoing development through coaching and mentoring of direct reports
  • Conduct regular team meetings and one to ones and ensure that annual review processes are completed in a timely manner
  • Ensure high levels of customer focus and monitoring of customer experience of the FM Service

Knowledge, Skills, Qualifications and Experience Required:
  • Membership of British Institute of Facilities Management or relevant professional body
  • Educated to degree level in a relevant discipline or equivalent in experience
  • Qualification in health and safety management / or significant experience of managing. Detailed knowledge of Health and Safety Issues / Policies / Procedures
  • Substantial experience of space planning and database management
  • Substantial experience of leading and managing teams that are not normally co-located
  • Ability to embrace change as well as drive change to meet the needs of the University as well as to improve service
  • Strong negotiation, influencing and facilitation skills
  • Able to demonstrate evidence of working collaboratively within their team and across the University with all stakeholders to achieve goals in a respectful manner in a busy working environment and fostering a collegiate environment
  • Aptitude and ability to acquire new skills and technologies
  • Proven ability to produce quality Management Information and strong competency in numeracy and relevant experience of statistical analysis
  • Proven ability to communicate effectively verbally and in writing with effective report writing skills. Able to present to senior audiences
  • Committed to delivering the highest levels of customer service, understanding of customer needs, constantly strives to find new ways to increase customer satisfaction. Has a can do attitude
  • Able to operate flexibly within a busy work environment, shifting focus when required and providing support beyond normal work hours when a need arises. Dynamic, outgoing and practical. Can work under pressure, handle multiple tasks simultaneously, and meet all deadlines
  • Proven ability to manage budgets
  • IT skills, particularly Microsoft office packages
  • Previous experience of working in an HE environment or similar (preferred)
  • Project management experience including experience of capital developments and managing occupation of new buildings
  • Highly developed organisational, task prioritisation and problem solving skills.

Valuing excellence, sustaining investment

We value diversity at The University of Birmingham and welcome applications from all sections of the community'

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