Head of Buildings & Maintenance

The main role of the Head of Buildings & Maintenance is to oversee the efficient day-to-day running of the Maintenance Department and to be responsible for: the annual cycle of planned preventative maintenance; maintenance compliance relating to legislative requirements; planning future projects; and maintaining high levels of consistent quality assurance and health and safety practice throughout the department.  

When the College is planning or undertaking major projects (which will usually be outsourced) the Head of Buildings & Maintenance, together with the Domestic Bursar, is expected to advise and support the Bursar in their planning, development and implementation and act as Project Manager, especially when such works are integrated with the College’s existing buildings and infrastructure. With smaller projects, the Head of Buildings & Maintenance is expected to prepare tender documents and specifications, evaluate tender returns and appoint contractors.

This role works with and line-manages a team of 9 maintenance staff (1 deputy, 2 carpenter/joiners, 2 plumbers, 2 painter/decorators and 2 electricians) and is responsible for their supervision, and also for monitoring external contractors, to ensure the quality of work meets expected standards, all timescales are met, and work is delivered within agreed budgets.

• Responsible for the day-to-day delivery of reactive and routine maintenance of the fabric and equipment of the College and associated buildings.
• Responsible for the delivery of planned preventative maintenance work with a focus on quality of work and programming.
• Responsible for the day-to-day supervision (along with the Deputy Buildings Manager) and monitoring of the work of the Maintenance team, and any external contractors whilst on site ensuring the quality of work, that they work to within agreed timescales and budgets, tender documents, following all health and safety policies and procedures, and alerting the Domestic Bursar to any issues.
• Responsible for the day-to-day compliance with all maintenance activities relating to legislative requirements, including but not limited to: asbestos management; air conditioning units and air-handling units; COSHH; emergency lighting testing; fire alarm systems, fire dampers, and fire door inspections; fixed-wire testing; gas safety and servicing; lift inspections; lighting protection; man safe-systems; PAT testing; PUWER regs; preparation of departmental Risk Assessments and Standard Operating Procedures; water hygiene testing;
• Oversee the purchase of all supplies and equipment for the Maintenance Department.
• Set and manage the budget for maintenance work and materials with the Domestic Bursar, Bursar and Head of Finance, sharing any updates as necessary.
• Process all invoices, coding appropriately using agreed budget headings and ensuring authorisation in time for prompt payment.
• Oversee the running of all College plant rooms using the Trend IQ Vision BMS (training will be provided for those new to this system).
• To advise (and assist when required from time to time) members of the Maintenance Department with a wide variety of general maintenance and minor repair work (within their capabilities).
• Maintain effective communication with all members of the College regarding College buildings and works that may affect them.
• Maintain effective communication with the Senior Tutor, Postgraduate Tutor, the Student Accommodation Officer, Head of the Tutorial & Academic Office and the Undergraduate Admissions Coordinator regarding the administration of student accommodation.
• Maintain effective communication with the Housekeeping and Conference Departments regarding work affecting planned to take place during the vacation periods that might impact on their activities.
• Oversee and ensure the correct maintenance and storage of tools, materials (including supplies covered by COSHH regs) and equipment and that correct personal protective equipment (PPE) is used by the team.
• Oversee the delivery and management of emergency and out of hours maintenance.
• Participate personally in the out-of-hours roster when required to cover duties, due to staff shortage or illness. 

Staff:

• Line-manage the maintenance team (including apprentices when appropriate) and oversee their work, ensuring the Deputy Buildings Manager is allocating tasks and job tickets; checking the quality and standard of the work and giving feedback, training, guidance and support as required.
• To ensure that new staff are inducted into the department and have a specific Maintenance Department induction programme set out to cover all areas of the College site.
• To ensure accurate timesheets are maintained, to ensure accurate recording of holidays and sickness and to ensure rosters are maintained for duty cover and the emergency call-out system;
• To ensure accurate Occupational Health logs (Hand-Arm-Vibration and Noise) are kept by the electricians, carpenters and plumbers.
• Oversee the annual staff review and development processes; identify and initiate training where appropriate and take part in performance management processes when required.

• To ensure all legal work tickets (training records) for example IPAF, PASMA or Asbestos Awareness training are kept up to date. 

   

Fire, Health and Safety:

• Updating the Risk Assessments and Standard Operating Procedures for the Department; and to produce and maintain effective risk assessments, standard operating procedures (SOPs), as required for specific maintenance operations and functions.
• To ensure all routine fire inspections are completed including, servicing of the fire alarms, annual fire hydrant testing, fire door inspection and emergency light testing.
• Work to ensure the activities of the maintenance team and of contractors are compliant with current health and safety legislation, and associated regulations and guidelines, and College policies, seeking advice where appropriate.
• For any project that is notifiable under CDM, complete HSE F10 documents.
• Implement the College’s accident and incident (near misses) reporting procedures and report any issues or hazards, operational or health and safety to the Domestic Bursar.

Building Projects: 

• To work with external contractors as required.

• To have a working knowledge of the planning process.

• To have a working knowledge of the building regulations.

• To prepare project specifications, and tender documents in order to obtain competitive quotations (the College minimum is three quotations) for alterations and repairs to College buildings and services, organise and implement work using in-house staff and external contractors, as appropriate.

• To ensure compliance with all CDM regulations in relation to projects. To act as Principal Contractor/Client when required.

• To ensure compliance with listed building requirements when appropriate.

• To act as the College's representative and point of liaison with site manager/supervisor on major works and to take a major part in snagging inspections in retention periods; updating the Domestic Bursar/Bursar as required.

General:

• To take part in the College’s annual Workplace Discussion (appraisal scheme) and to undertake training as required.
• To be responsible for one’s own health and safety in the workplace.
• To comply fully with all the College’s policies including health and safety, equal opportunities and data protection.
• To undertake any other reasonable request or duties, commensurate with this post.

The above is not an exhaustive list of duties.  The post-holder may be asked to take on different tasks as required, and all are expected to work collaboratively to support the overall work of the College.

Qualifications, experience and background

• HNC/HND in a building discipline or NVQ L3 or City & Guilds qualification or equivalent in a relevant trade.
• Substantial experience working at senior management level, providing strategic leadership to team across a range of specialist trades.
• Extensive experience in the delivery of complex projects, with responsibility for supervising and coordinating external contractors to ensure successful outcomes.
• To have experience and understanding of CDM regulations.
• To have a working knowledge of large heating systems, control equipment, domestic heating and plumbing and electrical installations.

• A sensitivity for and experience of working with historical buildings.

   

• Experience of working with young people or in an education / campus environment.
• Building conservation training or qualifications accredited or provided by Historic England, RICS, SPAB, C20 Society or RIBA.
• To have a working knowledge of renewable power systems, including solar generation, and heat pumps (GSHPs and ASHPs).
• To hold a current NEBOSH General Certificate and to be aware of current and new Health and Safety legislation.
• To hold a current fire safety qualification (NEBOSH Fire Tec).
• First aider or willingness to train.

Specific knowledge/skills (technical)

• Ability to work both on own initiative, as well as part of a team.
• Ability to prioritise workloads in a fast-paced environment and meet deadlines, often under pressure.
• Strong verbal communication skills.
• Good project management skills.
• Good IT skills.
• Good budgeting skills.

• CAD drawings – preparation and altering. 

Personal attributes

• A willingness to work flexibly.  
• Pro-active, professional approach.

• Helpful and friendly.