Job title: Site Manager

Post number: ES5127

Reports to: Assistant Director Estate & Facilities Management (Facilities)

Department: Estate & Facilities Management

Location: Eastbourne and Hastings

Grade: 6

Post Number:

Purpose of the role

The Site Manager plays a key role in ensuring the smooth running of the University at a campus level through the delivery of an effective estates management service.

The Estates function has a significant 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 Strategy. In addition, the postholder will be required to communicate with a wide range of external individuals and organisations.

The University has c. 21,000 students and c. 2,800 staff and is located in Brighton (4 sites), Eastbourne (3 sites) and Hastings. The total area of the residential and non-residential estate is c. 197,000m2 (2,120,490 sq.ft) and has an insurance replacement value of c. £543,000,000.

Main areas of responsibility: To manage premises officer, caretaking, courier, car parking and cleaning staff, ensuring the efficient delivery of these services.

·  To manage a large team – to ensure staff are supported, developed, and their performance and attendance is managed effectively, to be responsible for the recruitment and induction of new staff members.

·  To organise the distribution of cleaning, caretaking, courier, car parking and premises staff throughout the site, redeploying staff as necessary, ensuring the most efficient delivery of service is made according to the needs of the client and availability of resources;

·  To write specifications in consultation with building users in respect of cleaning provision and ensure that standards and targets are achieved;

·  To let the contracts for window cleaning and supervise the hygiene and other related contracts, in accordance with the university’s financial regulations;

·  To ensure an effective, courteous reception service and maintain a professional front of house image;

·  To provide staff, outside of normal working hours, to cover a variety of activities and functions and provide information on associated costs, liaising with the Assistant Director (Facilities)

To act as the focal point for all departmental related enquiries.

·  To liaise with members of the department's central technical team and Site Technical Officer on maintenance works and the maintenance of buildings services and ensure a system of effective communication and liaison is maintained between client and department;

·  To ensure effective liaison with staff of faculties and departments regarding minor capital works proposals, alterations, adaptations and improvements; and

·  To ensure effective communication with customers for all estate related matters in order to manage customer expectation effectively.

To manage the site facilities and cleaning budgets and maintain accurate records.

·  To control individual budgets for site facilities operations on behalf of the Assistant Director (Facilities);

·  To maintain accurate records of expenditure including end of year accounts;

·  To order goods and services when required using the Efin system, in accordance with the university’s financial regulations; and

·  To check invoices against materials and services supplied, certify and pass for payment.

To be responsible for the safety and security of the site acting as the liaison point for these issues on behalf of the Department.

·  To be responsible for the day to day safety on the appropriate sites, in consultation with the Assistant Director (Facilities), Departmental Safety Adviser and University Safety Officer;

·  To ensure current legislation with regard to Safety is implemented in conjunction with the appropriate Safety Officer;

·  To take all possible steps to ensure the security of premises and their occupants, to investigate all reported incidents. To liaise with the police and attend court on behalf of the University; under the direction of the Assistant Director (Facilities) for the instigation of criminal and civil proceedings To liaise with security service providers to ensure the efficient operation of security equipment; and

·  To be responsible for the control of car parking on the site, including the administration of the permit system and the management of car park attendants, to ensure a safe site.

To be responsible for vehicles and furniture arrangements, ensuring the efficient delivery of each service.

·  To be responsible for all aspects of the repair and maintenance of site based pool vehicles, maintaining the appropriate fleet records and liaising with the Facilities Coordinator who has responsibility for vehicle bookings;

·  To ensure that monthly checks are made of each vehicle and to ensure assessment check sheets are properly completed and submitted to the Facilities Coordinator.

·  To ensure all university vehicles are kept clean, inside and out; and

·  To maintain and distribute furniture in accordance with university requirements.

To contribute to Departmental Management Team meetings and participate in the duty call out scheme.

·  To identify and propose strategies and plans that will improve the services provided to site users and enhance the teaching and learning environment;

·  To contribute to Management Team meetings and to ensure agreed strategies are implemented;

·  To participate in the duty call out scheme as detailed by the Assistant Director (Facilities) and contribute towards the operational planning of the same;

·  To produce reports to enable decisions on procedures within the department to be implemented;

·  To assist in departmental utilisation surveys of accommodation as requested;

·  To attend Facilities team meetings and to represent the department at other internal and external meetings, seminars and conferences when required to do so; and

·  To represent the Facilities Management section at university wide meetings, e.g. Project group meetings etc. – repeats above

To be responsible for the efficient delivery of internal courier and mail services throughout the university

·  To ensure the efficient collection and distribution of parcels, internal and external mail throughout the university is maintained at all times; and

·  To ensure that all external mail is franked and collected using appropriate mail services.

General responsibilities

These are standard to all University of Brighton job descriptions.

§  To undertake other duties appropriate to the grade and character of work as may be reasonably required, including specific duties of a similar or lesser grade.

§  To adhere to the University’s Equality and Diversity Policy in all activities, and to actively promote equality of opportunity wherever possible.

§  To be responsible for your own health and safety and that of your colleagues, in accordance with the Health and Safety at Work Act.

§  To work in accordance with the Data Protection Act.

The person specification focuses on the knowledge, qualifications, experience and skills (both general and technical) required to undertake the role effectively. Please ensure that your application demonstrates how you meet the essential criteria. You will be assessed by your completed application form (A), at interview (I) and in some instances through an exercise (E).

Essential criteria / A, I, E
Knowledge / §  A broad understanding of facilities management
§  Numeracy skills to manage budgets
§  Credible people management skills to be able to listen, empathise and positively influence others
§  Ability to write clearly and grammatically
§  Able to communicate orally clearly, personably and concisely
§  Ability to draft correspondence, emails and reports concisely and grammatically
§  Flexible and adaptable with an ability to initiative change
§  Organisation skills to be able to manage a busy workload
§  Able to meet and set objectives with a commitment to continuous self-development
§  Ability to solve problems demonstrating an ability to analyse issues and to be aware of implications and the overall picture
§  Able to work systematically and efficiently with minimum supervision / A/I
Qualifications / §  NEBOSH Managing Health & Safety / A
Experience / §  Demonstrable managerial and administrative experience in facilities management
§  Possess a record of successful performance at an appropriate level of responsibility
§  Experience of managing budgets
§  Experience of managing safety in the working environment / A/I
Managing people / §  The role will require an ability to manage staff effectively, including to conduct appraisals, train and induct new members of their team, together with an ability to motivate others and act as a role model / A/I
Technical/work based skills / §  Adept at the use of computer packages including spreadsheets, and understands health, safety and security requirements / A/I/E
Other requirements / §  Full, clean driving licence to drive university vehicles as the role will require frequent travel between university sites
§  The role will require accessing remote areas of buildings (roof, small spaces etc) / A
I
Desirable / §  An awareness of current building regulations
§  Experience of working within a quality management framework
§  Use of own car / A

·  Any appointment is generally made at the bottom of the salary range for the grade dependent upon experience and previous salary.

·  This is a full time post and is fixed term until December 2019.

·  Annual leave entitlements are shown in the table below and increase after 5 years’ service. In addition, to the eight Bank Holidays, there are university discretionary days between Christmas and New Year. All leave, including bank holidays and discretionary days, is pro-rated for part time employees.

Grades / Basic entitlement per year / Grades / After 5 years’ service
1-3 / 23 days / 1-3 / 28 days
4-7 / 25 days / 4-7 / 30 days
8-9 / 27 days / 8-9 / 30 days

·  More information about the department can be found here

·  Academic departments (schools and colleges)

·  Read the University’s 2016 - 2021 Strategy

·  The University has an attractive range of benefits and you can find more information about them on our website.

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