port.ac.uk

NO.1(The Economist 2017)

IN THE UK FOR BOOSTING GRADUATE

SALARIES

97.5%

(DLHE 2017)

OF GRADUATES WORKING

OR IN FURTHER STUDY

No.21in The Guardian

University Guide 2020

UNIVERSITYIN THE UK

ASSISTANT DIRECTOR FACILITIES MANAGEMENT

CANDIDATE APPLICATION PACK

YOU WILL BE JOINING ESTATES AND CAMPUS SERVICES AT AN EXCITING TIME AS WE CONTINUE THE IMPLEMENTATION OF OUR £400M ESTATE MASTERPLAN OVER THE NEXT TEN YEARS. WE HAVE AMBITIOUS STRATEGIES AND HIGH ENVIRONMENTAL ASPIRATIONS.

The facilities management team has an integral part to play in the design of our new buildings and the development of appropriate maintenance strategies for our existing property portfolio.

We have already transformed much of the facilities management service, but we are ambitious and wish to strive for continuous improvement.

Fiona Bell

A MESSAGE FROM THE DIRECTOR OF ESTATES AND CAMPUS SERVICES

THE UNIVERSITY OF PORTSMOUTHWORK AT THE UNIVERSITY RANKED 21ST IN THE UK*

*Guardian University Guide 2020

YOUNGUNIVERSITY

TOP

QS World University Rankings 2018

120★ ★ ★ ★ ★ for Teaching, Employability, Internationalisation, Facilities, and Innovation. (QS Top Universities 2018)

2,800 24,000STAFF STUDENTS

4,000international and EU students from 150 countries.

OUR MISSION AND VALUES

A UNIVERSITY’S PRIMARY PURPOSE IS TO EDUCATE AND TRANSFORM LIVES. TO THIS, WE WOULD ADD THAT IT’S ALSO TO TRANSFORM THE LIVES OF THOSE AROUND US.

Our clarity of purpose is driven by our mission, vision and values.

OUR MISSION:‘To delight in creating, sharing and applying knowledge tomake a difference to individuals and society.’ In our vision, weare committed to the delivery of transformational education,research and innovation.

WE ARE:

Ambitious• We pursue bold ideas in an environment where creativity, innovation and success is encouraged and celebrated• We nurture and value relationships and partnerships that foster a global outlook• We inspire and support staff and students to achieve their potential and meet the challenges of society• We never settle for second best

Responsible• We act with integrity for the greater good• We insist on upholding the highest academic and professional standards• We respect and celebrate diversity and equal opportunity through an inclusive culture• We aim for sustainability across all our activities

Open• We work consultatively and collaboratively to benefit from new perspectives• We share ideas and maintain transparency• We are trustworthy and do what we say we will do• We listen and respond to the needs of our students and staff

You can read more detail on our plans for shaping theUniversity’s future at port.ac.uk/vision.

REPORTING TO THE DIRECTOR OF ESTATES AND CAMPUS SERVICES, THE ASSISTANT DIRECTOR (FACILITIES MANAGEMENT) WILL BE RESPONSIBLE FOR THE LEADERSHIP, MANAGEMENT AND MOTIVATION OF A MULTI-DISCIPLINARY TEAM OF HARD AND SOFT FM PROFESSIONALS TO DELIVER HIGH LEVELS OF CUSTOMER SERVICE ACROSS OUR VARIED MULTI-SITE PORTFOLIO.

The associated campus management services include all aspects of maintenance and engineering in addition to cleaning, caretaking, security, grounds, car parking, post and transport.

The successful candidate will possess a proven track record of providing ‘best in class’ facilities management services across a comparable prestigious high-public footfall customer facing portfolio. You will be an adept contract manager with strong commercial acumen with a track record of managing a performing effective outsourced supply chain.

This role will suit professionals with a high level of personal credibility with demonstrable experience in engendering a culture of exceptional delivery at both an operational and strategic level. A proven track record in successfully managing change and transformation will be essential including devising and implementing innovative delivery models.

THE ROLE

JOB DESCRIPTION

Job Title: Assistant Director (Facilities Management)Faculty/Centre: Professional ServicesDepartment/Service:Location:

Estates & Campus Services Department

Position Reference No:

Grade of Post: 10Cost Centre: 38120Responsible to: Director of Estates & Campus ServicesResponsible for: • Soft and hard facilities management teams

• Compliance teamEffective date of job description: November 2016

PURPOSE OF JOB

To support the Director of Estates & Campus Services in the delivery of efficient and effective facilities management services. To be the professional leader within the hard and soft facilities management delivery teams and the compliance team ensuring that the activities of the team align with the University and Departmental strategic priorities.

KEY RESPONSIBILITIES:

1. Leading and managing the delivery of soft and hard facilities management services in accordance with best practice, achieving best value for money and full compliance with health, safety, statutory and environmental legislation.

2. Leading and managing the departmental compliance team.

3. Being accountable for the successful delivery of all contract management activities within the teams.

4. Ensuring that appropriate governance, risk management, change management and audit controls are implemented on all activities and that value for money is achieved.

5. Budgeting, forecasting, cost control and monthly reporting of all expenditure within facilities management.

6. Ensuring that the estate is maintained at optimum level commensurate with the resources available.

7. To lead on the annual review of condition of all buildings, develop an appropriate maintenance strategy and implement and maintain a planned maintenance programme which aligns with the Estate Masterplan and University and Departmental strategic priorities.

8. Ensuring appropriate performance management of external contractors, consultants and other service providers engaged to deliver services.

9. Leading and managing in house and outsourced professional and technical teams, promoting a customer focussed, challenging, responsive and adaptable service.

10. Assist the Director with the development of strategy for efficient and effective delivery of facilities management services.

11. Drive a zero tolerance safety culture within the team and with all suppliers to ensure the delivery of a safe, healthy & secure environment for students, staff and visitors.

12. Ensure clear and concise communication of the programme of maintenance activities and soft services taking due regard to requirements of the business and the operational constraints of the campus.

13. Work collaboratively with the Deputy Director Capitals Projects and Property to ensure that projects incorporate maintenance requirements and that due consideration is given to whole life costs.

14. Contribute to the development of University Design Guides for use in capital and revenue projects.

15. To participate in the on-call rota.

16. Deputise for the Director of Estates & Campus Services as required.

17. Any other duties as may be reasonably required by the Director of Estates & Campus Services

WORKING RELATIONSHIPS (KEY INDIVIDUALS THE JOB HOLDER WOULD BE WORKING WITH):

• Director of Estates & Campus Services

• Deputy Director Capital Projects & Property

• Assistant Director (Student Accommodation)

• Business Manager

• Head of Catering

• Commercial Manager

• University Executive Board

• Deans of Faculties & Heads of Professional Services

• Faculty Managers

• Health & Safety Office

• External consultants & contractors

• Portsmouth City Council

SPECIFIC KNOWLEDGE AND EXPERIENCE Rating Source

• Experience of contributing to the strategic leadership within an estates environment and development of effective strategic links across a large, complex organisation.

E AF, S

• Recent demonstrable track record in the management of the successful development and delivery of soft and hard facilities management services.

E AF, S

• Substantial experience of reviewing and interpreting condition surveys and developing and implementing an associated planned maintenance programme.

E AF, S

• Substantial experience of delivering best practice contract management and administration. E AF, S

• A thorough and up to date knowledge of maintenance trends and relevant legislation including all areas of legislative compliance applicable to maintenance of buildings, building regulations, construction, design and management regulations

E AF, S

• Demonstrable financial management experience, with a track record of managing revenue budgets in excess of £5M

E AF, S

• An understanding of BIM and Soft Landings. D AF, S

• An in depth knowledge of public procurement and EU procurement law to ensure compliance. E AF, S

• Experience in different forms of procurement, soft and hard FM services contracts and consultant contracts.

E AF, S

• Experience in reviewing and managing risk and implementing systems to mitigate and manage risk effectively.

E AF, S

• Experience of procuring and managing transport services including buses. D AF, S

• Experience of business process redesign, introducing and managing change D AF, S

PERSON SPECIFICATION

SKILLS AND ABILITIES Rating Source

• Ability to prioritise conflicting demands ensuring appropriate risk management techniques are implemented.

E AF, S

• Ability to communicate complex information to a range of audiences and stakeholders effectively using a variety of mediums.

E AF, S, P

• Ability to lead change in a constantly evolving higher education marketplace E AF, S

• Ability to prepare and effectively present structured papers, budgets, proposals and options appraisals to management, peer and user groups

E AF, S

• Ability to achieve results through a combination of effective planning, firm direction, delegation and influence.

E AF, S

• A flexible, adaptable and professional approach to work. E AF, S

• Ability to understand complex legal documentation. E AF, S

• Competent IT Skills (Microsoft Office, Microsoft Project, Revit, CAFM Systems) E AF, S

• Excellent leadership skills E AF, S

• High level of commercial awareness and excellent financial management skills E AF, S

Legend Rating of attribute: E = essential; D = desirableSource of evidence: AF = Application Form; S = Selection Programme

QUALIFICATIONS EDUCATION AND TRAINING Rating Source

• A good first degree in a construction related or facilities management discipline E AF

• A relevant Professional Qualification (e.g. MRICS, RIBA, MCIOB) E AF

• A Health & Safety Qualification (e.g. NEBOSH) D AF

OTHER REQUIREMENTS Rating Source

• Experience of working in a Higher Education environment. D AF, S

• A committed team player with the ability to motivate and develop both internal and external teams

E AF, S

Legend Rating of attribute: E = essential; D = desirableSource of evidence: AF = Application Form; S = Selection Programme

TERMS AND CONDITIONS

HOW TO APPLYFor an informal discussion around the role, please contact our retained recruitment advisers – The McLean Partnership on 020 3597 6400 and ask to speak with Toby Gebbie. To submit an application or for further information, please visit www.mcleanpartnership.com/campaigns

The closing date for the applications is Monday 16 September

First Interview: w/c 30 SeptemberSecond Interview: w/c 7 October

Annual leave entitlement is 32 working days in a full leave year. In addition, the University is normally closed from Christmas Eve until New Year’s Day inclusive and there are a further five bank holidays. There is a requirement for the post-holder to provide on-call cover. There is a probationary period of 12 months, during which new staff will be expected to demonstrate their suitability for the post.

It is the University’s policy to take up references for successful candidates and to ask them to submit documentary evidence of their qualifications on taking up their appointment. Candidates who are shortlisted will be asked to bring their passport and any other ‘Right to Work’ documentation to interview where it will be copied, checked and verified as part of the University’s prevention of illegal working process.

It is a condition of the appointment for the proper performance of the duties of the post that the appointee will take up residence at a location such that they are able to fulfil the full range of their contractual duties. This residential requirement will be expected to be fulfilled within 12 months of taking up the appointment. The University has a scheme of financial assistance towards the cost of relocation, details of which can be found on the University website.

The appointee will be eligible to join the Local Government Pension Scheme. There is a comprehensive sickness and maternity benefits scheme.

THE UNIVERSITY AND THE CITY: A BREATH OF FRESH AIR

LIVELY, VIBRANT AND STEEPED INHERITAGE, THE WATERFRONT CITYOF PORTSMOUTH HAS LONG BEEN AGATEWAY – A PORT OPEN TO NEW AND GAME-CHANGING PEOPLE AND IDEAS.

A place of commerce and exploration, Portsmouth hasinnovation running through its veins.

Campus buildings are dotted throughout the ‘University Quarter’ in the city centre. We are part of the bustle of city life, and many of our staff live in Portsmouth while students often settle here after graduation, further enriching our city’s boundless creativity and vitality.

AN ISLAND CITYThe UK’s only island city, Portsmouth offers a wonderful qualityof life. Easy to get around with a terrific sense of community,highlights include four miles of beach fronting the Solent,where you can enjoy sailing, windsurfing and other watersports.Foodies and culture vultures love Southsea’s thrivingindependent scene and, like any great city, Portsmouth has afantastic range of bars, restaurants and cafés. For shopping, youhave Gunwharf Quays, home to the 170m iconic EmiratesSpinnaker Tower.

A MARITIME HISTORY AND FUTUREHome to the Royal Navy, the Historic Dockyard attractionsinclude HMS Victory and the award-winning Mary Rose Museum. Millions of visitors flock here from around the world. The city is also home to Ben Ainslie Racing and, in 2016, hosted the Louis Vuitton America’s Cup World Series.

SPORTThe University is the proud main sponsor of Portsmouth Football Club. This strong partnership will play a huge role in the city, to help increase participation rates in higher education for the benefit of local communities. Every year, Southsea hosts the Great South Run, which has come to represent the passion for health and wellbeing in this waterfront city.

ROAD, RAIL, SEA AND AIRWe are just over an hour from London by rail, and SouthamptonAirport can be reached within 30 minutes. The InternationalFerry Port offers regular trips to Europe. The New Forest, theSouth Downs National Park and the Isle of Wight are within easyreach, as are the historic cities of Winchester and Chichester.Visit visitportsmouth.co.uk for more information.