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DIRECTOR OF ESTATES or EQUIVALENT JOB PROFILE JOB DETAILS TITLE Director of Estates/Buildings/Estates Management Director of Facilities/Facilities Management Director of Property Services/Property Management/Property Development Director of Physical Resources DEPARTMENT Estates/Estates and Buildings/Facilities/Property Services RESPONSIBLE TO Governing Body/VC or Principal/Vice-Principal/Registrar REPORTS TO VC or Principal/Registrar/Secretary/Vice-Principal. JOB PURPOSE To participate effectively in the University’s senior management team, contributing to the University’s strategic and corporate planning, with special responsibility for the physical environment and the physical resources strategy, in the context of supporting the University’s teaching, research, residential and other business activities. To be responsible for managing all aspects of the University’s estate, its related resources and business activities to provide a physical support environment commensurate with the University’s corporate objectives and its mission of delivering excellence in teaching, research and associated commercial activity. To provide long-term comprehensive and integrated physical resource planning for the University, its Faculties and Departments, to create the basis for fully exploiting the potential of the University’s physical resources. To manage and be accountable for the efficient and effective provision of comprehensive client centred services for estate planning, management and facility support activities. DIMENSIONS Estate size: Site area Ha Academic and associated building area m2 Residential and associated building area m2 Residential bed numbers Number Estate value: Replacement cost £ Rateable value £ Budgets: Recurrent Salary £ Recurrent Operations £ Capital Core funded annual programme range £ Capital Externally funded programme £ Staff numbers: Estate Management (AR professional) Administrative/clerical (CN) Building and Engineering trades Technical Telephones, computing, audio-visual Manual Cleaning, catering, security, portering, grounds, mail, transport, stores. ORGANISATION ROLE OF THE DEPARTMENT The Estates/Facilities Department is responsible for advising on, and contributing to, the development of the University’s estates strategy, consistent with the corporate business objectives in teaching, learning, research and other activities; implementing estate components of planning decisions and the operational management of the University’s land and property portfolio. It is a multi-disciplinary Department providing a comprehensive estate planning and management service and a range of facilities support services, to ensure that the land and property assets are capable of supporting the academic and other business of the University, safely and effectively. KEY ACTIVITIES of THE POST Participate in the corporate governance of the University through contributing to the work of the Central Management/Secretary/Registrars Group, relevant committees and the governing body. Providing the link from the corporate business planning objectives to the estate planning/management function and related support services activities, to ensure that the work of the Estates Department is focused on providing appropriate facilities compatible with the delivery of the corporate business plan. Contribute to the University’s strategic planning, with particular responsibility for the physical environment and the physical resources, through preparation, revision and implementation of the University estate strategy, including liaison with the Finance Department on the finance strategy. Plan, manage and develop creatively the University’s estate and its related resources and services. Procurement and the efficient management of all works and services related to the operation, maintenance and development of the estate. To advise in the formulation of, and be responsible for, the Department’s annual budget and capital investments, to ensure that all operations and development activities are provided at optimum cost effectiveness. Manage the following services, within approved parameters of cost and service level, at all times seeking best value: Building operations and maintenance Engineering services operations and maintenance Capital development projects (minor works through to strategic developments) Grounds and playing fields operations and maintenance Procurement and management of utilities (water, gas, electricity, oil) Factoring services including leases, acquisitions, disposals, rating Cleaning services and waste disposal Portering and mail services Security services Space Management Purchasing and supplies Printing and design Health, safety and risk management Insurance Procurement and maintenance of loose furnishings Central room bookings and timetabling Media and audio visual services Transport services Car parking Telephone and data services Catering services Residential accommodation operations and lets management Conference and commercial bookings Sport and recreation services Provision of leadership to all staff in the Estates Department, ensuring that the necessary skill and competency levels are in place, developed or acquired. Keep skill mix under review to ensure that that University is able to operate as an informed client in all aspects of its estate and facility management activities, procure in-house or contracted resources as necessary. Responsible for the ongoing development and updates of the estate database to ensure that adequate information is available on matters such as physical condition, legislation compliance functional suitability, space utilisation etc. Represent the University on estate and estate related matters and in dealings with the Funding Council, Local and National Authorities and other external organisations. Advise on matters related to physical development taking into account the University’s declared targets and strategic plans and the parameters laid down in local and regional structure plans. Promote efficiency and flexibility in the use of physical resources, improving the academic programme fit, aesthetics and providing for staff and students a more effective teaching and research environment, improved sense of academic community and enhanced quality of University life. ASSIGNMENT AND REVIEW OF WORK The Director will be responsible to the Secretary/Registrar. The Director, like other senior officers, will have a high degree of freedom of action and personal responsibility and will need to work with and through the relevant bodies within the University’s committee structure. Review of work is through regular meetings and contact with the Secretary/Registrar, submission of reports to relevant committees and participation in the Central Management/Secretary’s/Registrar’s group. COMMUNICATIONS AND WORKING RELATIONSHIPS The Estates function has a high profile within the University and a strong blend of personal and professional qualities will be essential, particularly the ability to work constructively with a wide range of administrative and academic colleagues in pursuit of the University’s objectives and fulfilment of its plans. In addition the postholder will be required to communicate with a wide range of individuals and organisations outwith the University. Working relationships with the Secretary/Registrar, Director of Finance and senior administrative and academic colleagues will be close and the ability to nurture a strong sense of teamwork among managers in the Estates team will be crucial. SKILLS, QUALIFICATIONS AND ATRIBUTES Educated to degree level, with a chartered professional qualification in a property/built environment related discipline (architecture, building, engineering, facilities management or surveying), able to demonstrate the following attributes: A proven track record of managing a complex property portfolio, staff and budgets. A thorough understanding of general management techniques in a large and complex organisation; able to contribute to the organisations corporate planning. Strength and quality of leadership and the personal skills required to develop and lead an effective and well-motivated, multi-disciplinary and multi-task estates and facilities team. A sound understanding of the legal and financial aspects of major property projects and transactions. Wide experience both in the preparation and control of development programmes, building and engineering projects and in managing facility operations and maintenance services. High level strategic planning and organisational skills, including forward planning and forecasting. The ability to respond appropriately to user demands and expectations.
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