JOB PURPOSE
The overall purpose of the role is to manage and develop projects as part of the portfolio of services outlined below. As a member of the Building and Mechanical & Electrical Maintenance Service, the Project Manager is accountable for ensuring that service delivery is focused on meeting the needs of children and young people through provision of equal access to excellent services. The Project Manager will be part of transformational change and will assist both the Senior and Area Maintenance Managers in the development and implementation of structures, strategy, policy, procedures and processes for these services. The Project Manager will take part in the significant ongoing change and harmonisation process across the Minor Capital and Maintenance Recurrent Programme Delivery.
The Project Manager will be responsible for assisting with developing all aspects of Recurrent and Minor capital delivery across the EA, including Minor works in schools settings in both the controlled and non-controlled sectors as well as other earmarked and special initiatives. They will be accountable to the Senior & Area Maintenance Managers for the effective management and delivery of all Response & Planned Maintenance Works and including Minor capital works, with significant input across all education sectors. This will require on-going liaison with the Department of Education (DE) to ensure planning and delivery of projects is in line with policy and complies with DE recurrent and capital standards. It also requires close liaison and negotiation with other sectorial bodies when delivering Minor capital works in non-controlled settings.
The Project Manager will advise and support the Senior & Area Maintenance Managers in the development of the strategic direction for the service and will work closely with other Managers, Heads of Service, Assistant Directors and the SMT within the EA to ensure that Recurrent and Minor capital development supports the area planning process and is in line with service requirements.
The Project Manager will be expected to provide strong leadership and direction to ensure the significant ongoing change and harmonisation process across the Recurrent and Minor capital delivery programme is successfully implemented. In acting as an integral member of the Buildings and M&E Maintenance Service, the Project Manager is required to fully contribute to all Recurrent and Minor capital programme issues related to the corporate plan, operational business plan, Service development proposals, savings proposals and risk register to ensure that the Directorate operational plans support the overall strategic direction of the Authority and the achievement of its objectives in line with its vision, mission and values.
As part of DE’s Transformation of Education and the EA’s Transformation Programme, it is recognised that the Facilities Management service and the services which it provides will play a key role both within both the Operations and Estates Directorate and the EA. Service reviews are required in specific areas and this work will be required to develop as part of the transformational change programme in future years. Future development of services will also be an important aspect of this work.
The Project Manager will assist and support as required the annual business planning process within the Maintenance Division and thereby contribute to the achievement of the EA’s overall corporate objectives. The post-holder will be responsible for providing advice, support and guidance to the EA Board, its Committees and other relevant organisations as appropriate.
The Project Manager will work with the EA’s Performance and Planning Service in devising, developing and overseeing the implementation of a performance management culture within the Maintenance Division. The Project Manager will also support the development and implementation of an Outcomes Based Accountability Framework within the Operations and Estates Directorate.
MAIN DUTIES AND RESPONSIBILITIES
Financial Management
(i) Assisting with the provision of cost control in connection with the Education Authority’s capital and revenue projects;
(ii) Providing estimates and monitoring expenditure on the Education Authority’s programmes of work;
(iii) Assisting with progressing contract and fee payments on a wide variety of projects.
(iv) Issue and being accountable for, works orders to contractors for maintenance works and tendered projects.
(v) Certify contractors and suppliers accounts for payment, being accountable for their accuracy and content.
Implementation of Projects
(i) Advising other divisions on contractual procedures to be followed and producing contract preliminaries for tender documents;
(ii) Assisting with selecting contractors, scrutinising submitted tenders, assessing claims for payment and settling final accounts and claims;
(iii) Assessing fee claims received from an external managed service.
(iv) Respond quickly and effectively to requests for day to day emergency maintenance and repairs to the buildings, installations and equipment in all Education Authority properties.
(v) Carry out regular visits to Education Authority properties in relation to day-to-day response maintenance problems and planned maintenance programmes.
(vi) Appoint and supervise contractors of various disciplines to carry out maintenance repairs and planned maintenance projects.
(vii) Issue and being accountable for, works orders to contractors for maintenance works and tendered projects.
(viii) Supervise the compliance with all relevant current regulations and legislation with particular emphasis on the Health & Safety of pupils, teachers and the general public.
(ix) Prepare and supervise planned maintenance programmes, minor work projects, projection of costs, drafting of specifications and working drawings.
Negotiations with DE
(i) Assisting with progressing capital projects through the Department of Education financial approvals system and negotiating with the Department of Education on cost allowances for each project.
Development Works
(i) Assisting with identifying options to be included in economic appraisals/ feasibility reports/business cases and forecasting revenue and life cycle costs for all options; preparing and completing economic appraisals;
(ii) Assisting with preparing post project evaluation reports on completed Minor contracts;
(iii) Assist with the Education Authority’s property strategy.
(iv) Co-operate with DRD, DoENI, NI Water, Local Councils, NIE and HSENI, etc. to enable maintenance and capital projects to be carried out effectively and in compliance with relevant legislation.
Procurement of External Managed Services
(i) Assisting with directing an external managed service to ensure that the Education Authority’s standards are met on a wide range of capital and revenue projects;
(ii) Assisting with the payment of an external managed service in accordance with agreed terms.
Asset Management
(i) Assisting with the Education Authority’s property condition surveys and updating information as required.
(ii) Submit regular buildings, plant and equipment condition reports to the Senior Maintenance Team and maintain and regularly update records of buildings, plant and equipment in all Education Authority properties.
Other Responsibilities
(i) To carry out the full range of professional services as a Project Manager on any projects as directed by the Head of Service and Senior Maintenance Managers.
(ii) To act as Project Manager/ Project Sponsor/ Senior Responsible Owner on any projects as directed by the Head of Service and Senior Maintenance Managers. To co-ordinate and manage in-house technical teams and external managed services teams and contractors/suppliers to ensure projects are completed to the required standard, on time and within the allocated budget.
(iii) To carry out the full range of professional duties of a Principal Designer under the Construction Design and Management Regulations (CDM) and advise and monitor the Locality staff on issues relating to the CDM Regulations.
(iv) Preparing estimates of cost based on current price data and own experience in relation to maintenance repair works, minor works and tendered projects.
(v) Prepare all necessary specifications, working drawings and tender documents as required, to obtain competitive tenders for maintenance and minor works projects.
(vi) Prepare and supervise the upgrading and installation of energy conservation measures in Education Authority properties in association with the energy Conservation Officer.
(vii) Provide advice to Principals and Boards of Governors in relation to feasibility and cost of proposed recurrent and capital projects.
(viii) Supervise the compliance with all relevant current regulations and legislation with particular emphasis on the Health & Safety of pupils, teachers and the general public.
(ix) Co-ordinating and supervising multi-discipline services contracts in Education Authority properties, i.e. Building Projects, Heating, Plumbing, Electrical and other services deemed necessary.
(x) Investigating and reporting on matters in respect of claims against the Education Authority.
(xi) Issuing works orders and certifying accounts.
(xii) Certify contractors and suppliers accounts for payment, being accountable for their accuracy and content.
(xiii) Issue and being accountable for, works orders to contractors for maintenance recurrent and capital works.
Supervisory Responsibility
The post holder will be responsible for supervising a large number of highly qualified external consultants from within the construction industry i.e. Architects, Structural and Civil Engineers, Quantity Surveyors, Clerk of Works and Principal Designers. This supervision will not be shared but the post holder will report to his/her Line Manager, he/she will also be expected to deputise for his/her Line Manager as and when required. The post holder may supervise Technicians/operatives, Students and Administrative Staff.
This job description is intended to provide a broad outline of responsibilities, and reflects an initial assessment of the needs of Maintenance Service. As such, it is not intended to be exhaustive, and may be subject to on-going review and refinement to ensure the Division’s ability to meet the evolving needs of the business. Other reasonable duties may be assigned by the Head of Service or Senior Maintenance Managers in consultation with the Project Manager.
In accordance with Section 75 of the Northern Ireland Act (1998), the post-holder is expected to promote good relations, equality of opportunity and pay due regard for equality legislation at all times.
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