Job Description
Job Purpose
Reporting to the Head of Frameworks and Contracts, the role will have responsibility for supporting the effective operation of the work of the Frameworks and Contracts team, and primarily the new Hard FM (Maintenance Services) Contract, with the purpose of driving excellence in service delivery and value for money through customer focused contract management. 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 postholder 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.
Stakeholder Relations
• Utilise client feedback to drive positive change and improvement and, through effective engagement with key stakeholders, ensure that University-wide relations are maintained to an optimum level.
• Ensure interdepartmental engagement exists between UoG and Contractor functions to enable a streamlined approach to interrelated matters.
• Assist in managing escalations and significant incidents to bring about suitable measured remediation and fit for purpose solutions.
• Ensure key stakeholder engagement with Contractors, ensuring available touchpoints and regular scheduled meetings to build partner relationships and to ensure a culture of trust and respect.
Procurement
• Support and advise the Contract Supervisors and Procurement team in the development and/or review of detailed specifications, liaising with other technical colleagues and/or external consultants, support the Instruction/commission of estimates, quotes and/or mini competitions via frameworks/contracts, support the review and analysis of contract returns and preparation of reports along with recommendations for appointments. Lead the ongoing review and option appraisals for the addition or omission of work elements from the Hard FM (Maintenance Services) Contract.
Safety and Compliance
• Manage, support and advise delivery by Contract Supervisors of site inductions and briefings on safe working arrangements to contractors and service providers.
• Support and advise Contract Supervisors in monitoring compliance with health and safety regulations supported by the Compliance Team and ensure safe working practices are being adhered to on site. Review and monitor safety plans, method statements and risk assessments; provide relevant feedback.
• Ensure Contractors regular attendance on the Contractor Activity Meetings, to allow a broader understanding of site activities, interrelated activities, restrictions, directives, as well as any new UoG HSEQ initiatives and that they adopt full HSEQ cultural alignment with UoG policy and principles.
• Implement soft landings procedures; oversee completion and project handover, liaising with the Soft Landings Manager on operational matters including ensuring handover of completed safety files, operating and maintenance manuals and delivery of relevant training where required.
• Manage updates and inputs to both Contract documents and UoG controlled documentation, including, but not limited to, BCP, Disaster recovery plan, Risk register and Early warnings register.
• Ensure that where a commitment has been provided by a contractor, such benefits are fully realised for the UoG.
Development and Industry Innovation
• Play a key role in making sure Contractors meet contract obligations, including, but not limited to: Corporate social value, sustainability initiatives, Gainshare proposals, industry standard initiatives, future schemes to support digitisation, ensuring that the University benefits from cutting-edge developments available from within the industry.
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
B4 Demonstrable knowledge of the Construction Design and Management Regulations and the Control of Asbestos Regulations
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 Excellent report writing skills
C9 Integrity with high standards of personal bearing and behaviour
Desirable:
F1 Demonstrable ability to monitor assigned budgets and prepare forecasts
F2 Excellent commercial awareness, an ability to drive value and an inquisitive probing approach
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
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
F3 Experience of operating Computer Aided Facilities Management (CAFM) system, analysing and managing input and output data
Job Features
Dimensions
The Contracts Manager operates as a key member of the Frameworks and Contracts Team within Estates, a major strategic department with business-critical impact. The scope and impact of this role is University wide in the context of ongoing significant investment in the University Estate, which is pivotal to the achievement of the University’s strategic objectives, working to ensure a continuous drive to support world changing UoG.
Responsibilities will include overall operational and day to day management of the Hard FM (Maintenance Services) Contract and other allocated frameworks and contracts, Utilities i.e., water, gas, electricity, waste etc, fixed contracts i.e., compliance and planned maintenance work, and routine works i.e., day to day reactive and planned maintenance work and installation works/ minor projects. There are currently circa 20 contracts in operation as well as a larger list of approved contractors and suppliers. Manage and supervise Hard FM (Maintenance Services) contractors on works ranging from a value of £1k to £250k with a lifecycle range of a few days to several months’ duration.
Support the Head of Frameworks and Contracts, Performance Manager, Mobilisation Manager and Contract Surveyor in the supplier relationship management of maintenance and specialist services frameworks with an overall expenditure of circa £20M per annum. The Estate is vast and has an asset value in excess of £750m excluding the newly acquired Western Infirmary site. The total land holding is 430 hectares and comprises circa 320 buildings of which 20 are Category A listed, 52 Category B listed, and 40 Category C listed. We manage a total floor area of over 400,000m sq., 887 Laboratories, 75 Lecture Theatres, retained residences, approximate gross area 32,550m sq., let Properties, NHS site-based facilities (liaison role).
Planning and Organising
Responsible for the management, co-ordination and organisation of contractors ensuring contract programmes are timeously delivered. Auditing of supplier practices supported by the relevant Estates teams e.g., completion of works request sheets, invoicing, production of Compliance Certification, ensuring stand...