Estates and Facilities

Grade 7: - £33,797-£40,322
Open-Ended/Permanent - Full Time
Contracted Hours per Week: 35
Closing Date: 26-May-2020, 6:59:00 AM

Job Family: Estates and Information Infrastructure Services

Job Reference Number: 20000327
Job Title: Maintenance Services Manager (Building)
Department: Estates and Facilities, Estates Operations
Responsible to: Senior Maintenance Services Manager
Responsible for: Maintenance Joiners
Grade: Grade 7
Salary range: £33,797-£40,322
Contract type: Permanent
Working arrangements: Nominal 35 hours, Five days out of seven, primarily Monday to Friday

The Department and role purpose

The Estates and Facilities Directorate provides a number of essential services to Durham University and is responsible for managing, maintaining and developing the infrastructure and building fabric of the various campuses, including:

• maintaining and regularly reviewing a maintenance programme which takes account of short, medium and long term needs of all buildings and University grounds;
• implementing the works identified and funded within the various maintenance programmes and operating a system for dealing with day-to day requirements, including the provision of an out-of-hours emergency service;
• providing a professional, technical service to the University for the design, construction and procurement of new buildings and adaptation works to existing buildings;
• identifying and recording the use of space and advising on ways of increasing space utilisation;
• property and asset management;
• acquisition and disposal of built environment related assets;
• procuring and managing utilities and services;
• providing postal, delivery and security arrangements and advice to the University; and
• the delivery of a wide-range of customer-facing services, including: contract management; estates and facilities relationships management; housekeeping and cleaning, business resilience, event management; reception helpdesk; university retail; business support; health and safety; and management information.

The Maintenance Services Manager will provide a professional, effective and efficient building-related reactive, cyclical and planned preventive maintenance, utilising in-house/contract staff, and external contractors.

Core responsibilities:

• Recognised professional practitioner and management and/or service specialist with responsibility for the management of team members.
• Provide input to the design and development of service processes, techniques and deliverables for one or more service areas or projects.
• Manage the Direct Labour Team, and/or external contractors’ activities to ensure excellence in the stakeholder experience and deliver value for money services.
• Contribute to the analysis of stakeholder feedback to help define needs and requirements, inputting to the design and planning of services.
• Internal and external relationship development and partnership working, networking and participation to engage and influence future services and the University reputation.
• Provide feedback on team and individual performance and identify development needs, conducting regular staff ADR, setting key targets and performance reviews.
• Handle the vast majority of welfare issues within a team, referring more complex welfare issues to appropriate support services/senior management.
• Deliver ongoing coaching, mentoring and training to team members such as tool-box talks.
• Maintain an awareness of current policy for University business goals such as widening participation and access.
• Contribute to business meetings, working groups and sub committees at departmental and operational service levels.  
• Responsible for managing small budgets for consumables and some capital items, keeping records and processing invoices.
• Devolve responsibilities to team members to ensure continuity of service provision and encourage skills development.

Role responsibilities:

• Provide management for the delivery of high-quality estates and infrastructure support services across the University, including the implementation of a planned preventative and reactive maintenance strategy, in line with the University’s strategic asset management approach.
• Investigate building-related defects, instigate repair works, source and procure materials, undertake measured and condition surveys and provide technical and cost advice, as required.
• Ensure the University’s asset management information is updated and provide information which can be used to inform future strategic planning and budgeting.
• Ensure that all statutory and insurable plant and fabric maintenance works are carried out on time and in accordance with statutory requirements and support the insurance inspection process of installed plant, systems and equipment.
• Assist with the effective management and operation of the University’s Building Management System.
• Ensure that contractor control and health and safety procedures are in place and monitored to ensure compliance.
• Undertake the procurement, management and monitoring of estates-related service contracts and services, providing recommendations for improvements and value for money.
• Promote and foster positive and highly collaborative approaches to problem solving and project implementation, helping to motivate, mentor and coach other team members.
• Supervise team members, ensuring work streams and activities are allocated correctly and performance expectations are met.
• Make decisions about the nature and level of problem solving, physical and analytical tools, techniques and protocols to deliver project and service objectives.
• Collaborate with other specialists within  the service and across the University, regarding the use of modelling and analytical tools, methods and standards to deliver integrity and consistency with service delivery.
• Schedule and monitor maintenance and installation works, projects and work streams across the University.
• Provide regular status reports and identify risk management and contingency planning to other service staff, specialists, users and managers.
• Liaise with internal and external agencies, local authorities, industries and visitors where appropriate.
• Take responsibility for monitoring and updating risk assessments and safety procedures, providing guidance to others where necessary; keeping abreast of changes to legislation, and codes of practice and ensuring compliance.
• Develop, modify and optimise protocols and methodologies.
• Any other reasonable duties.

Specific Role requirements

• The post-holder will have an immediate focus on Queen’s Campus but will be expected to work flexibly to provide absence cover for Maintenance Services Managers based in Durham, as applicable.
• Work evenings and weekends, as business demands.
• Participate in the call-out rota, assessing and managing emergency call requests, outside of normal working hours.
• Travel independently between Durham University locations, as the role requires.
• Attend all training and development, as required.

Recruiting to this post

In order to be considered for interview, candidates must evidence each of the essential criteria required for the role in the person specification below (including those listed in the section ‘Realising Your Potential Approach’).

In some cases, the recruiting panel may also consider the desirable criteria, so we recommend you evidence all criteria in your application.

Please note that some criteria will only be considered at interview stage.

How to apply

We prefer to receive applications online.

Please note that in submitting your application Durham University will be processing your data. We would ask you to consider the relevant University Privacy Statement https://www.dur.ac.uk/ig/dp/privacy/pnjobapplicants/ which provides information on the collation, storing and use of data.

What you are required to submit

1. A CV.
2. A covering letter which details your experience, strengths and potential in all of the requirements set out in the Person Specification.
3. The completed questions requested as part of the application.

For external applicants, when evidencing the Realising Your Potential Behaviour Approach elements of the grid, please use examples from your current/previous organisations in instances where the ‘University’ is referenced.

Please ensure that you submit all documentation listed above or your application will not be considered.

Contact details

For further information please contact: Michael Irwin, Michael.Irwin@durham.ac.uk.

At Durham University, our aim is to create an open and inclusive environment where everyone can reach their full potential and believe our staff should reflect the diversity of the global community in which we work. We welcome and encourage applications from members of groups who are under-represented in our work force, including people with disabilities, women and black, Asian and minority ethnic communities.

We will notify you on the status of your application at various points throughout the selection process, via automated emails from our e-recruitment system.  Please check your spam/junk folder periodically to ensure you receive all emails.

Person specification - skills, knowledge, qualifications and experience required

Criteria

Essential

1. Excellent oral and written communication skills and the ability to develop excellent working relationships both internally and externally.
2. Proven IT skills, including use of Microsoft Office.
3. HNC or HND, or equivalent, in a building-related discipline (or equivalent experience).
4. Regulatory, local and national professional knowledge and experience of statutory compliance.
5. Experience of providing specialist maintenance advice and guidance to a range of customers and colleagues, including more senior colleagues.
6. Extensive technical experience in the operational and maintenance requirements of highly serviced buildings.
7. Experience of effectively programming delivery of building-related reactive, cyclical and planned maintenance projects.
8. Ability to understand technical drawings and specifications.
9. Experience of managing budgets and the use of framework contracts and schedules of rates.
10. Preparation of specification, estimates and managing minor works.
11. Experience of being able to network effectively, internally and externally, and develop strong and productive working relationships.
12. Knowledge of construction techniques, fault finding, remedial works and materials and multi-skilled workforce.
13. Ability to solve problems and resolve issues, plan solutions and make pragmatic decisions.
14. Experience of delivering and developing specialist services for buildings or estates services.
15. Ability to deliver infrastructure projects.
16. Health and safety compliance knowledge.
17. Knowledge and experience of ensuring compliance with regulatory and organisational policy and guidelines.
18. Experience of implementing policy and procedures and involvement with future changes for a service area.
19. Experience of managing and developing a team or teams and/or line management qualification.

Desirable

1. Educated to degree level, or equivalent in a relevant discipline, or relevant, equivalent experience.
2. Health and Safety qualification.
3. Relevant industry and professional recognition and certification of achievement of skills and knowledge.
4. Continuing professional development required to maintain professional recognition.
5. Experience of using AutoCAD, CAFM or similar software systems.

Realising Your Potential Approach

Finding Solutions: taking a holistic view and working enthusiastically and with creativity to analyse problems and develop innovative and workable solutions. Identifying opportunities for innovation.

1. Being open to, and applying, good practice and fresh ideas.
2.  Identifying and pursuing opportunities to work in partnership with external organisations to generate and develop ideas.

Working Together: working co-operatively with others in order to achieve objectives. Applying a wide range of interpersonal skills.

1. Working across boundaries to develop relationships with other teams.

Using Resources Effectively: making effective use of available resources including people, information, networks and budgets. Being aware of the financial and commercial aspects of the University.

1. Developing cross-service collaboration and being willing to share resources.
2. Identifying ways in which resources can be used flexibly and imaginatively, within agreed limits.

Achieving Results: Planning and organising workloads to ensure that deadlines are met within resource constraints. Consistently meeting objectives and success criteria.

1. Critically evaluating the success of projects; disseminating lessons that can be learned.

Being knowledgeable about key stakeholders and how they may influence the work of your department.

DBS Requirement: Not Applicable.