KIRKLEES COLLEGE JOB DESCRIPTION Maintenance Supervisor LOCATION OF THE POST WITH THE COLLEGE STRUCTURE: The post holder will be a member of the Estates & Facilities department predominantly based at the Dewsbury/Huddersfield Centres. REPORTS TO: Head of Facilities RESPONSIBLE FOR: 1) Development, maintenance, control and statuary compliance of all Mechanical and Electrical infrastructure and processes. 2) Efficient and effective maintenance of the estates buildings and services to facilitate the operational needs of the College. FUNCTIONAL LINKS WITH: Internal: All tiers of College structure External: Parties involved with the new build Other College’s and organisations Contractors and suppliers Professional advisors External inspectors in relation to statutory compliance OVERALL PURPOSE OF THE POST: 1) To support the Head of Facilities with the delivery of a full maintenance plan using the College’s “In house” team and contractors. 2) To advise the Head of Facilities on Mechanical & Electrical services. DUTIES AND RESPONSIBILITIES: In the first instance, your duties and responsibilities are listed below including the critical success factors relating to the post. As the needs of the College change, you will be expected to take on or drop responsibilities as directed by the Head of Facilties and/or Director of Estates 1) Contribute to the College strategy to maximise the use of resources and learning and development opportunities for staff and students as applicable, both at community venues and at College sites. 2) To be responsible for the delivery of Mechanical & Electrical maintenance services and Access systems on a day to day and long term basis. 3) Manage and co-ordinate the access equipment safety checks and servicing. 4) Manage and co-ordinate the vehicular access barrier safety checks and servicing. 5) To advise the Head of Facilities on Sustainability, Carbon/energy savings initiatives. 6) Responsible for advising the Head of Facilities on Mechanical & Electrical services & systems. 7) Responsible for administering the electronic key access control system. 8) Responsible for control of Mechanical & Electrical maintenance contracts & statutory compliance budgets. 9) Responsible for ensuring statutory checks & inspections are carried out on services & equipment controlled by estates (lifts, LEVs, chlorination etc.). 10) Meeting with insurance/bodies representatives to discuss statutory compliances. 11) Advising Subject Sector Leaders & Directors on compliance & servicing of building based equipment under their control (local exhaust & ventilation, lifting equipment, kitchen equipment etc.). 12) Working with Health & Safety officers in relationship to Mechanical & Electrical safety within the college sites. 13) Advise the Head of Facilities on resource procurement matters. 14) Provide cost reports and cost estimates to assist the Head of Facilities in preparing annual contract maintenance budget bids. 15) Prepare contract documentation for Mechanical & Electrical projects, including term contracts and develop standards for such documentation. 16) Project and financial management of designated projects, ensuring that Tendering and Contract documentation are in accordance with the College’s financial regulations and purchasing procedures. 17) Ensure effective supervision and control of repairs and maintenance works to all College premises. 18) Ensure high level of customer satisfaction by improving the quality of the services provided. 19) Manage the college BMS system and lead on any system developments that are required to the Mechanical & Electrical infrastructure to support the College requirements. 20) Cross college liaison on maintenance issues and the collection and development of feedback. 21) Assist the Head of Facilities with the preparation and implementation of the College’s planned maintenance programme. 22) Actively liaise and communicate with colleagues of other disciplines working within the Estates dept. 23) Maintain and further develop relationships with external agencies and statutory bodies in relation to statutory, insurance and maintenance matters. 24) Ensure that all Contractors and staff observe Health and Safety Standards. 25) Update Estate records and databases to reflect project changes. 26) Any other duties commensurate with the level of the post. 27) Participate in a Facilities ‘On Call’ rota for emergencies. 28) Assist in ensuring that all records and plans are maintained and kept up to date on the College’ information systems. 29) Assist in the compilation of an operational business plan for the Section that meets both the needs of internal customers (students and staff), and the longer term plans for the College’s estate. 30) Ensure that all work and development complies with the appropriate Health and Safety, statutory and Buildings Regulations, in conjunction with the college’s Health and Safety Officer. 31) Define and monitor basic standards of fitness for purpose of different types of College teaching/learning accommodation and ensure that the learning programmes of students are efficiently and effectively supported. 32) Assist in the development of schedules for major and minor capital works. 33) Maintain up to date plans and contracts in relation to College premises systems. 34) To supervise buildings contractors, ensuring satisfactory quality of their work. 35) Assist in developing, monitoring and maintaining an effective Planned Maintenance Programme. 36) Assist in the collection and provision of adequate and accurate statistical data to inform College estates decision making including e-mandate and framework for excellence. 37) Prepare project feasibility studies, including budget and detailed costings. 38) Manage project expenditure within approved budgets and complete projects within agreed timescales. 39) Liaise with all staff effectively and courteously regarding all works carried out to ensure they are undertaken with the minimum disruption or disturbance to College life. 40) Ensure the effective operation of the maintenance reporting system. 41) To be involved in the selection process for consultants and principal contractors. 42) To maintain and further develop relationships with external agencies and statutory bodies in relation to maintenance matters. 43) Assist in relocating the College facilities for utilisation in the new build. 44) Manage an effective and efficient programmes for the maintenance and care of existing facilities including: Mechanical and electrical operations and maintenance 45) Assist in periodic reviews and updating of and maintenance standards strategies, in conjunction with the appropriate College bodies, management of maintenance programmes in accordance with those standards and strategies. 46) Determine the key performance indicators necessary to monitor value for money and set appropriate annual targets. Measure performance against KPIs. 47) Record and monitor Statutory Inspections on all major plant and equipment throughout college and to report any maintenance requirements arising from these Inspections. Human Resources Management: 1) Participate in the effective recruitment and selection of staff to the department in conjunction with the Director of Estates, Estate manager and the Human Resources team based at either the Dewsbury Centre or the Huddersfield Centre. 2) Monitor the performance of full-time and part-time staff within the maintenance department. 3) Carry out appraisal/review systems in the maintenance department. 4) Prepare for and participate in own appraisal with the Estates manager. 5) Ensure that all human resources practice complies with the College’s Equal Opportunities policy. 6) Promote a safe and healthy working environment at all times and ensure that the work of the department is carried out in accordance with safe working procedures. Financial Management: 1) Manage Reactive and statutory maintenance budgets. Resources and Systems Management: 1) Manage the effective use of the material resources of the department, including the annual allocation of accommodation, to ensure the effectual delivery of the Strategic Plan. 2) Prepare bids for equipment and minor works in line with the Strategic Plan. 3) Ensure that a current inventory is kept of all equipment within the department. 4) Contribute to the effective maintenance and development of both manual and computerised systems of storing records and information. Relationships Management (Internal and External): 1) Ensure that the department works closely with other departments across College and across centres to maximise opportunities for collaboration and the sharing of best practice. Quality Standards: 1) Assist in the writing of annual departmental Self-Assessment Report (SAR) and Operational Plan in line with agreed quality standards. 2) Maintain high standards of service/provision in line with any departmental and College- wide strategic intentions. Contribution to College Culture: 1) Demonstrate through their actions their commitment to the values of the college. 2) Respect, actively listen and respond to the contribution of others in a manner that reflects the way they would wish to be treated themselves. 3) Take responsibility for challenging inappropriate behaviours which undermine the values of the college. 4) Actively promote the college’s approach to equality & diversity. 5) Recognise and Celebrate success and achievement. 6) Create a can-do culture where innovation and creativity are encouraged. 7) Comply with college policies, procedures, rules and regulations. GENERAL DUTIES AND RESPONSIBILITIES: The post holder is required to: 1) Perform his/her duties in accordance with the College’s Equality Policy. 2) Show a commitment to safeguarding and promoting the welfare of children, young people and vulnerable adults, undertaking mandatory training as required by the College. 3) Demonstrate a commitment to the College’s values and behaviours of Excellence, Integrity, Equality, Respect, Care, Efficiency and Innovation. 4) Ensure the health and safety of all staff and resources within his/her area(s) of responsibility, i.e. delegated responsibility in relation to the nature of the post holder’s duties and personal responsibilities as per Sections 7 and 8 of the Health and Safety at Work Act 1974. 5) Participate in the College’s Performance Management Review Scheme. 6) Undertake Continuous Professional Development (CPD) relevant to his/her post. 7) Demonstrate commitment to the College’s whole organisational approach to improving standards of literacy, numeracy and language in line with the national Skills for Life Strategy and the College’s in-house Skill Up programme. 8) Perform any other duties as may be reasonably required from time to time by the Principal and Chief Executive, through the Vice Principal. SPECIAL FEATURES OF THE POST: As a member of the College’s Management team the post holder will work in an environment of constant change and pressure where an amount of personal decision-making and judgement is required. The post holder must have the ability to work with a wide range of people of all ages from very different backgrounds with very different needs and to respond accordingly to support those needs. The duties and responsibilities attached to this role demand a flexible approach to work. The post holder will be required to sign and return to the Human Resources department a copy of their job description, which will be reviewed annually as part of the College’s Performance Management Review Scheme. POST HOLDER: _____________________________________________________ SIGNED: _____________________________________________________ DATE: _____________________________________________________ PERSON SPECIFICATION – GUIDE TO APPLICANTS The person specification details the principal skills and personal attributes required in the post holder in order to effectively fulfil the role. The criteria are ranked A, B and C and this ranking refers to the importance we will give your answers when we read your application in terms of the key skills relevant to the job. The ranking of criteria on the person specification can be explained as follows: A The successful candidate must have all the As on the first day of commencing in post in order to be able to fulfil the role to which he/she has been appointed. B The post holder needs to have all the Bs to effectively do the job, but they could be learnt during the induction or within an agreed timescale. C If the post holder can demonstrate they meet the C criteria this would be an additional bonus. Criteria ranked as C remain important to the role but could be learnt over a longer period of time. Where criteria are to be identified through the Selection Process, this may involve a combination of written exercises, literacy and/or numeracy assessments, presentations, other practical assessments relevant to the role and a traditional interview process. We encourage you to read the Guidance Notes and Information for Applicants for further detail on how to complete your application form in order to present yourself fully to the short- listing panel, which will assess your application against the criteria for the role. PERSON SPECIFICATION POST TITLE: ESTATES MANAGER ATTRIBUTES CRITERIA RANK HOW IDENTIFIED RELEVANT At least 3 years previous experience in a similar A Application / References / Selection Process EXPERIENCE environment/industry. Proven experience of maintenance planning. A Proven track record of successfully managing and developing a A team of staff including performance management. Experience of budgetary control, maximising staff and physical A resources. Experience in the design and supervision of building or Building A Services projects to a value of £250k. Capable of managing multi-disciplinary contract teams A Experience of writing specifications, including term contracts and the creation of drawings. A Educated to Level 4 or equivalent (HNC) in a relevant discipline A EDUCATION AND TRAINING AND PROFESSIONAL Minimum of Level 2 qualification in literacy and numeracy (e.g. A DEVELOPMENT GCSE English and Maths at grade A*-C) or able to demonstrate equivalent level of ability. Minimum Level 2 IT qualification C Evidence of ongoing professional development in the area work. A Professional Certificate in Management Studies C Membership or Associate membership of a relevant professional organisation. (e.g. IET CIBSE) A . SPECIALIST KNOWLEDGE AND Familiarity with using Microsoft Office applications. A Application / Selection Process SKILLS An ability to analyse, summarise, evaluate and communicate A complex data. Ability to use initiative and be innovative in resolving issues A Excellent interpersonal and influencing skills A Evidence of working collaboratively with others to improve A practice. Demonstrable record of success in a customer service working A environment. Evidence of successful development and maintenance of A working relationships Excellent Communication and presentation skills both written A and verbal Ability to use AutoCAD drawing package B Commitment to equality and diversity initiatives. A Application / Selection Process PERSONAL QUALITIES AND Excellent planning, project and time management skills together A ABILITIES with good and administrative abilities. Ability to meet deadlines and work under pressure A Flexible attitude to work, working hours and change A Willingness to develop in the job and to undertake new A challenges. Commitment to the Colleges core values and behaviours A Commitment to a whole organisational approach to Skills for Life B KIRKLEES COLLEGE FURTHER PARTICULARS POST TITLE: Maintenance Supervisor POST REF: 19950 Salary: The salary for this post will be on the range of points 32 - 34 within Scale SO2 of the pay scales for Business Support staff, which is the range £27,309 - £28,872 per annum. Starting salary will normally be at the bottom of the scale. Conditions of Appointment Appointment will be to a contract with Kirklees College working to Business Support Staff terms and conditions of service under the following main provisions: Working Week: The normal average working week will be 37 hours, Monday to Thursday 8.30am – 5.00pm and Friday 8.30am – 4.30pm with an hour for lunch each day. There may be occasions when you will be expected to work outside these hours to meet the demands of the job. <Holiday Entitlement:> You will be entitled to 25 days holiday per year plus 10 statutory/public holidays recognised by the College plus 5 College closure days. The holiday year runs from 1st August to 31st July each year. Timing of holiday is subject to agreement with your Line Manager. Pension: You will be entitled to participate in the West Yorkshire Superannuation Scheme at a rate of 6.5% of salary, with an employer contribution of 13.1%. The Scheme requires members to be contracted out of the State Earnings Related Pension Scheme (SERPS). Alternatively you may make your own arrangements with regard to pension. Annual Review: You will be expected to participate in the College’s Performance Management Review Scheme. Sickness and Maternity/Paternity: The Corporation’s policies will apply. Details are available from the Human Resources Department. Disciplinary & Grievance: Details of the Corporation’s Disciplinary and Grievance Policies are available from the Human Resources Department. Criminal Records Bureau Check: Appointment is subject to you obtaining a satisfactory Enhanced Disclosure through the CRB. The cost of this check is £44.00, which will be deducted from your salary following completion of the CRB application. The successful candidate will be required to provide relevant evidence to enable a CRB check to be undertaken prior to commencement of employment. Further details will be given upon appointment. The following policies can be found on our website:- Policy on the Recruitment of Ex- offenders Storage policy on CRBs. College Security: Employees are required to wear identification badges at all times to adhere to Health and Safety and security procedures. Smoking: Employees are not permitted to smoke in College buildings or in their immediate environs. The above represents the main provisions of the contract but is not intended to be exhaustive.
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