Job Purpose

The role will engage extensively with key service delivery Contractor Partners and be responsible for ensuring collaborative relationships and partnership working underpin excellence in service delivery, value for money, and alignment of culture and behaviours befitting of the University of Glasgow.

The post holder will be responsible for ensuring high standards of reporting and process arrangements to support effective and efficient management of the contract under Frameworks and Contracts. In addition, you may act on behalf of the University in the role of Service Manager, under the NEC4 forms of contract and issue appropriate instructions. You may also be required to deputise for the Head of Framework and Contracts from time to time, as required.

Main Duties and Responsibilities

Contract Management and Supervision

• Lead, manage and authorise contractor activities; to include planned/lifecycle maintenance projects, new installations, planned preventative maintenance, works arising and reactive maintenance services through term services agreements across a range of maintenance, construction, and other specialist service providers

• Lead the planning and coordination of installation and maintenance work on site; assist and facilitate planning to minimise disruption to clients/building occupiers

• Engage with other Estates teams on the implementation a programme of audits of work in progress and post completion inspections to confirm standards of delivery by service providers, ensuring value for money. Identify defects and areas of non-conformance and instruct corrective action where required

• Manage the delivery of Framework and Contract Management processes and procedures, i.e., Quality management, effective change control, dispute resolution, performance management, administration of contractual documentation and contractual/commercial risk management, job, and data management

• Lead a strong relationship management culture which facilitates excellence in performance and service delivery, founded on collaborative relationships and a partnership approach

• Drive partnership working or shared activities between contract parties for mutual benefit, for example, capturing knowledge and innovation, process improvement, shared training, joint project teams, shared risk reduction activities

• Lead and manage the monitoring and reporting of Service Level Agreements and ensure that contract non-compliance issues are resolved effectively. Work with the Performance Manager, Mobilisation Manager, Contract Surveyor, and Contract Supervisors to ensure Key Performance Indicators (KPIs) and performance management initiatives are effectively monitored, managed, and evidenced; and SLA/KPI corrective measures, if required, are formulated to bring about timeous and sustained improvement

• Create a culture of zero tolerance towards non-compliance in relation to matters of statutory compliance and all other legislative matters

• Drive continued engagement with UoG technical leads to obtain feedback on quality of work in the field. This will dovetail with agreed quality auditing regimes

• In conjunction with the Head of Frameworks and Contracts and Contracts Surveyor; monitor job costs and progress against budget; there is checking of in-coming applications for payment from contractors and service providers and these are signed off to release payment. Review and agree monthly and final accounts

• Manage the CBRE WebQuote system to ensure smooth transition and progression of works through the approval process, aligned to available budget.  Provide reports from Webquote to our Estates and Finance colleagues to assist in financial matters and to aid forecasting

• Support forecasting and budgetary requirements through appropriate forward maintenance planning; Review contract expenditure and individual order values, considering trends and opportunities to reconcile package works and improve value for money. Work closely with relevant budget holders and Finance team to support cash flow forecasting and timely budget allocation/forecasting

• Consider and drive environmental sustainability initiatives to align with the University’s commitment to UN Sustainable development goals within contracts and ensure service contractors are operating in a safe and compliant manner

Knowledge, Qualifications, Skills and Experience

Knowledge/Qualifications

Essential:

A1 Scottish Credit and Qualification Framework Level 9, 10 or 11 (Ordinary/Honours degree, Post Graduate Qualification) or equivalent including being professionally qualified in relevant discipline, with a broad range of professional experience in a management role(s)

A2 Extensive working knowledge of the key maintenance and legislative requirement priorities in relation to a complex estate and particularly The control of Legionella Bacteria in Water Systems, The Lifting Operations and Lifting Equipment Regulations (LOLER), The Electricity at Work Regulations, The Pressure Equipment Regulations (PER), The Pressure Systems Safety Regulations (PSSR) and The Provision and Use of Work Equipment Regulations (PUWER)

A3 Extensive knowledge of all aspects of building services (Mechanical. Electrical, Plumbing) and Fire and Security installations and maintenance practices, particularly within a large complex, built environment

A4 Sound knowledge of construction and maintenance forms of contract, standard terms and warranty arrangements

A5 Demonstrable knowledge of the Construction Design and Management Regulations and the Control of Asbestos Regulations

A6 Understanding of Culture driven performance management

Desirable:

B1 Sound knowledge of Public Procurement regulations

B2 Working Knowledge of NEC3/ NEC 4 forms of contract

B3 Certified Institute of Workplace and Facilities Management (CIWFM) membership

Skills 

Essential:

C1 Advanced management and supervision skills with the ability to motivate and inspire others including where there is no direct line management responsibility

C2 Excellent written and verbal communication skills with the ability to relate at strategic, operational and commercial levels

C3 Well-developed people skills with the ability to deal diplomatically with difficult situations and engage with a highly collaborative approach

C4 Demonstrable ability to analyse and evaluate complex facts and figures across a wide range of contract issues, considering legislation, organisational and other conflicting demands and to develop appropriate solutions

C5 Well-developed IT skills and competent in the use of industry standard software (MS Office)

C6 Demonstrable ability to work methodically under pressure, pay careful diligence and systematically deal with multiple projects

C7 Demonstrable ability to work using own initiative and prioritise workload to meet agreed timescales

C8 Demonstrable ability to monitor assigned budgets and prepare forecasts

C9 Excellent report writing skills

C10 Excellent commercial awareness, an ability to drive value and an inquisitive probing approach

C11 Integrity with high standards of personal bearing and behaviour

Experience

Essential:

E1 Extensive building services and building fabric maintenance experience

E2 Experience of successfully engaging with diverse Stakeholder groups to deliver Service improvements

E3 Extensive experience of contract management and procurement within an organisation with a large and varied asset portfolio

E4 Specialist experience in the operation of measured term contracts and framework agreements

E5 Demonstrable experience of ensuring statutory compliance, particularly in respect of mechanical, electrical, plumbing, Life Safety and security systems, through external service providers

E6 Experience of managing and controlling budgets and forecasting

E7 Significant relevant experience in the management of people and teams

E8 Proven demonstrable experience of customer service delivery at Contract Management level

E9 Experience of operating Computer Aided Facilities Management (CAFM) system, analysing and managing input and output data

E10 Demonstrable experience of successfully delivering a customer focused delivery approach and service excellence

Desirable:

F1 Experience of working in a similar role in the Higher Education sector or in another similar organisation

F2 Experience of preparing dashboards reports

Please view the attached full job description for the role.

Terms and Conditions

Salary will be Grade 8, £49,250 - £56,921 per annum.

This post is full time (35 hours p/w) and open ended. Relocation assistance will be provided where appropriate.

The University of Glasgow has a responsibility to ensure that all employees are eligible to live and work in the UK. If you require a Skilled Worker visa to work in the UK, you will be required to meet the eligibility requirements of the visa route to be assigned a Certificate of Sponsorship.