Director of Estates

Job Briefing Pack August 2015

Executive Summary Page 3 About the University Page 4Award Winning Facilities Page 5Role and Responsibilities Page 6The Role Page 7Operational Responsibilities Page 8Person Specification Page 9Terms of Appointment Page 10 Application Process & Timeframe Page 11Appendix A: Current Reporting Structure Page 12

Lancaster University is an internationally highly-ranked leader in the provision of inspiring teaching and research:

• Consistently ranked in the top 10 across all major UK University league tables

• In the top 1% of universities in the world

• Over £500m invested into campus since 2002

• A large, dynamic campus of over 12,000 students and 2,500 staff

• Over 2,000 students studying Lancaster degree programmes overseas in Ghana, India, Malaysia, Pakistan, Kazakhstan and Brazil

• Committed to developing and retaining the best staff through the 2020 People Strategy plan

• A network of over 130,000 alumni in 183 countries

• Pioneer of eco-friendly initiatives such as Green Lancaster, supported by staff and students alike

• A culturally diverse, innovative university with a strong academic background

In 2015, the University has proved its commitment to world-class research and teaching by being consistently ranked highly in both national and global university league tables.

In addition to these achievements, Lancaster continues to ensure high levels of support for both its staff and students, giving Lancaster University a strong, reliable reputation all round. Lancaster’s recent staff survey also reaffirmed its position as an excellent employer both within the sector and the region.

Contents Executive Summary

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Lancaster is one of the UK’s leading Universities and has gone from strength to strength since its formation 50 years ago. It manages to combine high quality teaching and research with a strong regard for student experience and employability. This can be seen with its successful collegiate system, one of only a few UK universities to adopt this approach, forging a strong sense of loyalty and unity across campus.

The University boasts an idyllic campus that combines city, coast and countryside all into one. The campus setting conveys a tranquil ambiance whilst offering such a range of facilities it can almost be called a small town in its own right. The main Bailrigg campus is home to a range of amenities, and even its own cultural hub including a theatre, art gallery and concert series.

More recently, Lancaster University has developed a portfolio of teaching partnerships overseas, as part of its global outreach internationalisation strategy. This has proved extremely successful and there are now over 2000 students studying Lancaster degree programmes in Ghana, India, Malaysia, Pakistan, Kazakhstan and Brazil.

The main campus lies 3 miles outside the City of Lancaster and is easily accessible via road, rail and bicycle. The city centre is just 15 minutes away by bus, and was recently ranked one of the top 10 most vibrant cities in the UK thanks to its arts scene and student population. The City of Lancaster also enjoys a long and diverse history dating as far back as 1193, and has a well-maintained iconic city centre and medieval castle.

The University’s vision is clearer than ever- to become a globally significant leader in Higher Education, providing the highest quality research and teaching, whilst engaging locally and internationally on the issues and debates of the day and future. A vision that is well within our reach.

To find out more about Lancaster University’s vision and values, please visit:

www.lancaster.ac.uk/about-us/our-principles

For more information about the University, visit:

www.lancaster.ac.uk/about-us

Lancaster University’s excellent reputation as a leading employer has attracted bright minds from all over the world. Its success on an international level is underpinned by the excellence of the professional services teams. This can be seen in the 6 core values every member of staff aspires to:

• Honesty/ integrity

• Innovation

• Collaboration and partnership

• Service excellence

• Development of staff

• Respect

The collegiate system is designed to encourage interaction between staff and students, leading to a greater sense of unity and feeling connected. It also provides the opportunity to build up interdisciplinary work and increase staff development potential.

Staff wellbeing, reward and recognition is a high priority for the University and as such they offer an excellent benefits package to all staff, including:

• Competitive pay, pension and reward packages

• Family friendly policies including additional paid maternity and paternity leave, and leave for family emergencies

• Generous holiday entitlement with additional days at Christmas and Easter

• A tax efficient salary sacrifice scheme for a number of different facilities and amenities, including lease cars

• Opportunities for staff development with regular performance reviews

• Access to a free, confidential helpline through our Employee Assistance Programme (EAP)

For more information about any of the above, please visit: http://www.hr-jobs.lancs.ac.uk

About The University

Lancaster University have had an exceptional 12 months, winning some major national awards for its facilities.

These have included; • The Facilities Estates Team of the Year award in the

Association of University Director of Estates (AUDE) annual awards

• Best University Halls in the National Student Housing Survey 2015 for the sixth consecutive year

• Three awards from the Royal Institute of British Architects (RIBA) for the new Engineering building which opened in January 2015

• A Green Flag award for our campus grounds for the fourth year running

• Best Catering Service in the national College and University Business Officers (CUBO) awards

• A Royal Society for Prevention of Accidents (ROSPA) Gold award for Occupational Health and Safety.

The University has also been shortlisted in the Food and Drink category of the Green Gown awards and the British Institute of Facilities Management (BIFM) awards for the Impact of Customer Experience and Impact on Sustainability categories, the results of which are due to be announced soon.

Award Winning Facilities

Facilities Estates Team of the Year Award 2015

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The University’s estate is one of its most valuable assets and it is essential that it provides a high quality, sustainable physical environment, which is effectively managed, ensures value for money, and directly supports the University’s Strategic Plan.

The Estates Department is part of the Facilities Division, an organisation of circa 600 staff that manages a diverse portfolio of activity. The Division is responsible for managing all aspects of the built environment, commercial activities, the provision of sports activity and environmental sustainability. The Division is leading a number of major initiatives to support and improve the institution, transforming the Estate and the delivery of services.

The Director of Estates reports directly to the Director of Facilities, and works closely with the Deputy Vice Chancellor, Chief Administrative Officer and other members of the University’s senior team. They will be responsible for the development and stewardship of the estate and will provide advice, analysis and guidance to the University on a wide range of related

strategic and operational issues. They will have overall responsibility for all estates functions with a staffing headcount of circa 310 and be accountable for an annual revenue budget of £14.5m (2015/16) and capital budget of circa £200m over the next 4 years.

Role and Responsibilities

Specifically, the Director of Estates will:• Lead and manage the ongoing development and

implementation of the University’s Estate Strategy and resulting masterplan; ensuring that this remains dynamic and supports delivery of the approved corporate objectives.

• Lead the implementation of the University’s Capital Development Programme;

• Be responsible for the departmental risk register

• Lead, manage, develop and co- ordinate the delivery of a comprehensive range of estates functions in support of the University’s strategic objectives;

• Effectively lead implementation of the University’s environmental strategy, including the Carbon Management Plan;

• Contribute to the development of comprehensive bid proposals, including feasibility studies, economic appraisals and evaluations, in respect of projects to support teaching and research;

• Be accountable for managing the estates budget (and other resources) and lead the annual planning process for the estates department.

• Contribute to the development and implementation of the University’s plans for residential accommodation;

• Plan and develop the rolling programme of upgrading, refurbishment and rationalisation of the estate to improve the condition, utilisation and functional use of space.

• Monitor and advise on the efficient and effective utilisation of land and buildings, and the allocation of space;

The Role

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• Advise on the design and location of major construction and engineering projects and on the associated appointment of consultants and contractors in accordance with the University’s approved financial/procurement policies and procedures;

• Develop and maintain effective operational arrangements which ensure compliance with all relevant legislation; Codes of Practice; Regulations, Policies and Procedures (including health and safety);

• Provide leadership and direction in enhancing the quality and performance of the University’s core operational services, including maintenance, cleaning; security and portering; car parking; vehicle fleet management; fire safety; and grounds;

• Effective financial management of the Estates activities, ensuring value for money in the delivery, implementation and management of the approved budget and associated plans,

• Ongoing development of effective management information systems to facilitate timely and informed decision- making within the Department and Division. This will include the appropriate use of external performance benchmarks and indicators to demonstrate the achievement of value for money and the delivery of services which are “best in class”;

• Contribute to the ongoing development and implementation of the University’s Major Incident Plan;

• Maintain business continuity while developing the estate and ensure that effective contingency planning arrangements are in place to manage any disruption to the University estate/infrastructure;

• Employ effective mechanisms for communications and consultations ensuring that staff, students and visitors are fully informed and engaged in the implementation of the approved estates programme;

• Provide professional input and support to the Estates Committee, Capital Planning Group and the University Safety, Health and Wellbeing Committee;

• Provide leadership, motivation and development for two direct leads (Assistant Director of Estates (Operations) and Assistant Director of Estates (Development)) by providing clear objectives and managing performance against these. Undertaking regular personal development reviews, succession planning and talent management and providing overall direction to the Estates Department, including the ongoing development and enhancement of the capability of all staff;

• Build effective relationships with key internal and external stakeholders – this will include HE sector bodies, professional bodies, planning authorities and interactions with local and regional government.

Operational Responsibilities Person Specification

The University wishes to appoint a high caliber individual as its Director of Estates. Candidates will be estates professionals with proven experience and a track record of achievement. They will have ambition and drive to contribute dynamically to delivery of the University’s strategic objectives.

To successfully fill this challenging role, candidates must meet the following essential criteria:

• Have a University degree or significant relevant experience;

• Have extensive senior management experience in an estates environment, of which at least several years have been at a senior leadership level in a complex organisation;

• A proven record of leadership, management and achievement at a senior level focusing on the management of people, teams and resources;

• A record of achievement in managing a substantial estate, and the successful delivery of large- scale development programmes, buildings and engineering projects within approved financial limits and in line with user requirements;

• Experience of strong project management, planning and organisational skills, along with a record of achievement in leading and managing change;

• Excellent understanding and knowledge of the statutory compliance duties relating to the estates function;

• Experience of leading and developing a high performing and multidisciplinary team;

• A very high level of competence in all aspects of oral and written communications. Candidates must possess strong personal communication skills, and also the ability to promote open and effective communication with key stakeholders both within and outwith the institution;

• Excellent negotiation skills and demonstrable experience of cost engineering;

• Innovative thinking with financial and commercial acumen.

The additional following criteria is desirable:

• Possess a relevant professional qualification in architecture, engineering, planning, surveying or similar (eg. RIBA MCIBSE, MRICS, MCIOB);

• A track record in successfully developing and implementing an Estate Strategy which utilises best practice and delivers value for money;

• Excellent knowledge of UK and EU contract, procurement and planning law and experience in implementing the associated procedures/ regulations;

• Highly developed interpersonal, networking, advocacy, strategic influencing and presentation skills;

• A capacity to interact with a wide range of stakeholders including Council (the University’s Governing Body), Senate, the Senior Management Team, staff and students, external funding bodies, private and public sector partners, contractors and the wider higher education sector.

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Pay Senior salary range - Competitive Salary

Pension This role offers the post-holder the opportunity to join the University Superannuation Scheme (USS) via salary sacrifice

Relocation For those relocating nationally or internationally a generous relocation package is available

Flexible Benefits All staff are eligible to participate in the University’s sector leading flexible benefits scheme. The scheme provides staff with the opportunity to purchase benefits at discounted rates and also take advantage of tax and national insurance savings on the benefits chosen.

The benefits include: salary sacrifice child care vouchers, bicycle to work scheme, travel season tickets, payroll giving, dental insurance, healthcare cash plan, sports centre membership, salary sacrifice lease car, vocational training courses, professional bodies’ membership fees and discounted retail vouchers.

Terms of Appointment

Claire MacLeod Associates has been exclusively retained by Lancaster University as the executive search firm for this appointment.

How To Apply In order to apply for this position, please upload via the microsite http://www.apply2us.com/jobs/lancasteruniversity/howtoapply.php:

• An up-to-date curriculum vitae

• Covering letter, detailing:

• How you feel your experience and skills meet the requirements of the post (in particular, the letter should address all essential elements of the Person Specification);

• The responsibilities you currently hold and the type of organisation you work for;

• How your leadership skills have contributed to the success of your organisation

For an informal discussion about the institution and the role, please contact our retained consultant Claire MacLeod, on 07966 524037, or email Claire@clairemacleodassociates.com

The appointment is subject to:

• Eligibility to work in the UK

• Verification of academic and professional qualifications and memberships

• Satisfactory references

Recruitment Timetable Closing date for applications: Midnight, Sunday 13 September 2015

Pre-selection interviews will be held: 21st – 26th September 2015

Final stage interviews: 5th November 2015

If invited to attend a first-stage interview, you will be requested to bring proof of identity (passport or picture driving licence), proof of National Insurance Number and original certificates of academic and professional qualifications.

References may be sought on shortlisted candidates. These should include at least one reference from a recent previous employer. References from current employers (unless readily available) will only be sought when a formal offer is being made.

Application Process & Time-frame

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Appendix A: Current Reporting Structure

Director of Facilities

Assistant Director of Estates (Development)

Development Manager

Development Manager

Senior Project Manager

Senior Project Manager

Assistant Project

Manager

Senior Project Manager

Fire Safety Officer

Facilities Managers x 3

Landscape Manager

Maintenance Manager

Electrical Engineer

Assistant Project

Manager

Safety & Compliance

Officer

Mechanical Engineer

Building Surveyor

Energy Manager

Development Manager

Safety & Compliance

Manager

Carbon, Environment

& Sustainability Manager

Assistant Director of Estates (Operations)

Head of Sport Head of Business Support

Director of EstatesHead of

Commercial Services

Security Operations

Manager

Head of Service Delivery