Estates Maintenance Manager

Job Title: Estates Maintenance Manager

Grade and Salary: Grade 8 (£46,485 – £56,921)

FTE and Working Pattern: Full time, open-ended

Organisation Name: Estates and Facilities

Purpose of Role

Post

Under the direction of the Head of Estate Maintenance, the post holder will be responsible for delivering efficient and effective customer orientated maintenance services for engineering and building fabric maintenance as delivered by the maintenance team across the University’s estate. 

This will include the effective management of the reactive maintenance service and the implementation of planned preventative maintenance programmes to ensure that staff and students are provided with satisfactory standards of accommodation and working conditions which are fit for purpose and compliant with the relevant statutory requirements.

Purpose:

• The post holder will lead on the provision and delivery of an effective and efficient customer orientated maintenance service across the University by the multi-disciplined Trades Maintenance Team which consists of: Joiners; Plumbers: Painters; Electricians; Controls Engineers; Mechanical Engineers. There are currently circa thirty personnel in total including Chargehands/Supervisors within the Maintenance Team.
• This will include issues relating to maintenance and alteration of all fixed plant, engineering services eg, electrical installations, fire alarms, emergency lighting, lighting, heating, hot water, gas services, ventilation, plumbing installations, drainage, etc. and built fabric and internal fittings e.g. kitchen equipment, roofs, floor coverings security/lock suites, decoration, etc. and other specialised systems and services for Departments in all buildings on the University Estate and to ensure all necessary appropriate statutory inspection and testing is completed as necessary.
• The post holder shall develop, implement, update any necessary safe working procedures for the Maintenance Team and ensure, as far reasonably practicable, for all Maintenance activities full compliance with the University’s Health & Safety obligations and statutory legislation.
• Plan, develop and manage as necessary an annual programme of planned preventative maintenance works to ensure building and services compliance with the Health and Safety at Work Act 1974 and all associated legislation. Ensure that related maintenance records are accurate and reflect the work and parts used for each task.
• Ensure all construction works, which alter buildings, are undertaken in compliance with the Town and County Planning Act (Scotland) and Building Scotland Act in relation to provision of Planning and Building Warrant consents as necessary for construction works.

Key Duties and Responsibilities

• The post holder will lead on the provision and delivery of an effective and efficient customer orientated maintenance service across the University by the multi-disciplined Trades Maintenance Team which consists of: Joiners; Plumbers: Painters; Electricians; Controls Engineers; Mechanical Engineers. There are currently circa thirty personnel in total including Chargehands/Supervisors within the Maintenance Team.
• This will include issues relating to maintenance and alteration of all fixed plant, engineering services eg, electrical installations, fire alarms, emergency lighting, lighting, heating, hot water, gas services, ventilation, plumbing installations, drainage, etc. and built fabric and internal fittings e.g. kitchen equipment, roofs, floor coverings security/lock suites, decoration, etc. and other specialised systems and services for Departments in all buildings on the University Estate and to ensure all necessary appropriate statutory inspection and testing is completed as necessary.
• The post holder shall develop, implement, update any necessary safe working procedures for the Maintenance Team and ensure, as far reasonably practicable, for all Maintenance activities full compliance with the University’s Health & Safety obligations and statutory legislation.
• Plan, develop and manage as necessary an annual programme of planned preventative maintenance works to ensure building and services compliance with the Health and Safety at Work Act 1974 and all associated legislation. Ensure that related maintenance records are accurate and reflect the work and parts used for each task.
• Ensure all construction works, which alter buildings, are undertaken in compliance with the Town and County Planning Act (Scotland) and Building Scotland Act in relation to provision of Planning and Building Warrant consents as necessary for construction works.

Other Duties

• Provide advice to Senior Managers within Estates and Facilities as necessary and the wider University on technical information issues, reports and cost data which may be required to support the budget setting process for annual maintenance and new projects.
• Contribute to the development, implementation and updating of Estates and Facilities policies and procedures and design guides for use by appointed project design consultants.
• Contribute to the development and updating of various computerised management systems for Estates and Facilities, embracing asset management, planned maintenance, property terrier, space records, asbestos records, job costing and recording of maintenance works and capital development programme.
• Actively contribute to team building and working with other colleagues within the University to meet requirements of operational improvement and change management as appropriate.
• Review and identify and as required deliver training needs and health and safety awareness requirements for Maintenance Team staff. In conjunction with Head of Estate Operations develop staff training programmes as may be appropriate which will include any appropriate “Toolbox Training” sessions.
• Provide assistance as and when requested to Design Consultants, Project Managers and Clerks of Works undertaking capital projects and major property upgrades.
• As time allows provide Clerk of Works services assistance on various minor projects undertaken to ensure that the work is of a standard acceptable to the University and Estates and Facilities.
• The post holder will be required to participate in the University’s management out of hour’s emergency provision arrangements.
• To undertake any other duties commensurate with the management grading as may be required from time to time to meet the demands of the service as assigned by the Head of Estate Maintenance or other senior manager within Estates and Facilities.

Supervisory Responsibility

• To oversee and manage the activities of Maintenance Team and appointed specialist contractors on maintenance works and allocated minor project schemes.

Education, Qualifications & Experience

Work Experience/Formal Qualifications:

The successful applicant should possess a good all round knowledge of delivering customer/client orientated construction and engineering services and have practical experience in the management of the maintenance and improvement works on a large multi-function estate. The successful applicant should possess a detailed knowledge of Building Fabric and Construction services and preferably have a strong mechanical service background.

You should ideally possess relevant minimum qualifications, i.e., HNC/Diploma in Engineering Services (Building services and Fabric). In addition good experience and IT knowledge of computerised estate management systems and would be beneficial. However, a basic interest in developing and working with computerised systems is required as is a working knowledge of standard office applications. Good knowledge and experience in employee relations and working effectively with trade unions. 

Should have extensive experience in a supervisory/management position within the construction and engineering services industry along with a good working knowledge of BS standards, ACOP’s, Planning Regulations, CDM Regulations and Health and Safety Regulations.

Skills/Abilities/Personality/Disposition:

The successful applicant will require to be a team player able to work to a high standard under their own initiative. Be capable of contributing to and assisting in the work of a multi-disciplined team. Must be resilient and able to challenge the status quo and be adept at managing change in an environment where change is seen as unnecessary. The post involves contact with a diverse range of personnel at all levels both within and out with the University and therefore the successful applicant will require to possess excellent communication skills.

Other Requirements:

Possession of a current clean driving licence and use of a car would be an advantage.

Person Specification

Essential:

1. Proven experience of providing an Engineering and/or/Building Fabric operational maintenance service to clients
2. Post qualification clear experience of providing operational maintenance services
3. Extensive experience of managing a multi trades maintenance team and contractors/staff and minor project budgets
4. Demonstrate good practical hands-on and knowledgeable experience of the building construction industry
5. HNC Certificate or equivalent technical qualification in Electrical Eng, Mechanical Engineering / Engineering Services / Building Surveying
6. Demonstrable understanding of the standards required by all current relevant Legislation and the Health & Safety at Work Act 1974
7. Experience of defining, undertaking and supervising a programme of planned, cyclical and reactive maintenance in a large establishment
8. Manage small construction projects from inception to completion
9. Ability to present management reports relating to safety condition and expenditure for improvement works
10. Skills in delivering excellent student and customer service; providing the best quality service to all our students and customers. Building genuine and open long-term relationships in order to drive up service standards and to enhance their experience of the maintenance service
11. Making effective use of available resources including people, information, networks and budgets. Being aware of the financial and commercial aspects of the University
12. Experience in planning work and task allocation for resources
13. A team player able to work to high standards under their own imitative and ability to collaborate effectively with other Estates and Facilities and University
14. Problem solving abilities with excellent inter-personal and communication skills: verbal, written and presentational
15. Extensive knowledge in respect of Health and Safety awareness

Desirable:

1. Experience in appointing and managing specialist service contractors covering Engineering and Building Fabric services
2. Trained in relevant ACOP i.e authorised persons water
3. Excellent IT skills

About our Team

Estates and Facilities has responsibility for the management and administration of the total University Estate embracing the maintenance function, and physical planning operation, landscaping and support services. As such it is one of the largest administrative sections within the University carrying a staffing complement of circa 300 across all teams. The annual expenditure of Estates Maintenance Team is in excess of circa £13M of which circa £2M is related to maintenance works.

The University Estate principally comprises a campus site positioned within green belt to the West of Edinburgh. It totals 154 hectares with some 100 buildings providing a developed floor space of circa 168,000m², together with grounds, roads, car parks, HV Electrical network, high pressure gas network, mains water distribution and pumping system and drainage. There are also other Scottish Campuses based at Galashiels which is co-located with Borders College of circa 8,900 m² floor space and in Orkney of circa 2,800 m² floor space. The University also has a Campuses located in Dubai and Malaysia.

Estates and Facilities carries responsibility for the management and design of minor alterations/extensions, in relation to the strategic growth plans of the University and subsequent procurement of related building projects. Estates and facilities also carries responsibility for the maintenance of building fabric, mechanical and electrical services, the landscape and for the management of the other support services campus security and cleaning of the academic and administrative buildings.

Estates and Facilities manages the University Estate ensuring that it is constructed, operated and maintained in a safe, sustainable, efficient and economic manner and that it is compliant with all statutory and regulatory standards.

How to Apply

Applications can be submitted up to midnight (UK time) on 24th January 2025. Interviews are expected to take place week commencing 17th February.

Please submit via the Heriot-Watt on-line recruitment system (1) Cover letter describing your interest and suitability for the post; (2) Full CV. Any questions about the role, please contact Hannah Hendry – Recruitment Operations Lead (h.hendry@hw.ac.uk).

At Heriot Watt we are passionate about our values and look to them to connect our people globally and to help us collaborate and celebrate our success through working together. Our research programmes can deliver real world impact which is achieved through the diversity of our international community and the recognition of creative talent that connects our global team.

Our flourishing community will give you the freedom to challenge and to bring your enterprising mind and to help our partners with solutions that can be applied now and in the future. Join us and Heriot Watt will provide you with a platform to thrive and work in a way that also helps you live your life in balance with well-being and inclusiveness at the heart of our global community.

Heriot-Watt University is committed to securing equality of opportunity in employment and to the creation of an environment in which individuals are selected, trained, promoted, appraised and otherwise treated on the sole basis of their relevant merits and abilities. Equality and diversity are all about maximising potential and creating a culture of inclusion for all.

Heriot-Watt University values diversity across our University community and welcomes applications from all sectors of society, particularly from underrepresented groups. For more information, please see our website https://www.hw.ac.uk/uk/services/equality-diversity.htm and also our award-winning work in Disability Inclusive Science Careers https://disc.hw.ac.uk/ .

We welcome and will consider flexible working patterns e.g. part-time working and job share options.

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