Estates and Facilities Management Division

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Estates and Facilities

Management Division

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Total Estate

293,647.45

Teaching, Administration and Research

Central Campus 145,113.79 North Campus 19,810.21 South Campus 3,730.92 Oadby Campus 7,332.83 Hospital Sites 17,268.04 Other locations 11,165.48 Total 204,421.27

Residential Properties

North Campus 3,919.44 South Campus 22,127.96

Knighton and Stoneygate 6,712.27

Oadby 56,279.52

Other locations 186.99

Total 89,226.18

The University of Leicester Estate

The University of Leicester has a large Estate mainly located in the city of Leicester and the borough of Oadby and Wigston. The current composition of the Estate is detailed below.

Land Holdings (Acres)

Total Estate

305

Central, North and South campuses 45

Knighton and Oadby 260

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Paul F Goffin

Director of Estates and Facilities Management Division, University of Leicester University Road Leicester, LE1 7RH t:0116 252 2502 f:0116 223 1333 e:[email protected]

What we do

The Estates and Facilities Management Division (EFMD) runs a range of services which directly impact on the lives of staff, students and visitors. We maintain the grounds and buildings; provide portering, cleaning, insurance, security and postal services; have a team dedicated to environmental management and run a wide range of sports facilities. The Division also manages all University building projects from design to completion and works with the senior officers and committees of the University to implement the strategic Development Framework Plan for the University Estate in order to underpin and affirm its position as a top tier UK university.

We hope in this brochure to introduce you to our services and the people who run them.

Structure of the Division

The Division is divided into three sections:

• Property Serviceswhich looks after the buildings and their interiors.

• Facility Serviceswhich provides outward facing support services ranging from cleaning to security.

• Customer Care and Office Supportwhich deals with the internal computer, personnel and finance support for the Division and also manages our insurance and customer care operations.

Introduction from the Director of Estates

Our Mission

“

To be highly effective in managing the Estate in order that the University can deliver its Strategic Vision by ensuring that the Estates staff provide a customer focused, quality service and remain the credible service provider of choice.

”

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Grant A Charman

Deputy Directory (Property Services) Estates and Facilities Management Division, University of Leicester, LE1 7RH t:0116 252 2504

f:0116 223 1333 e:[email protected]

Property Services

The Property Services Section is responsible for all property related matters: building projects, repairs and maintenance, furnishings fittings and fabrics, leasing buying and selling of properties, and, recording and managing the use of the space in the University buildings.

The Section is managed by the Deputy Director of Estates and Facilities Management (Property Services) Grant Charman.

Building Projects – The Development Team

The Development Team provides a professional consultancy service and interface to the administrative departments, academic departments, and residential services, for effective management of capital projects from inception through design and implementation to completion.

The team is managed by Mike Queally. Our main responsibilities are to:

•Provide advice and information on construction aspects of the University’s projects and studies;

•provide senior staff with sufficient information to make informed decisions regarding new works and refurbishments;

•ensure that all University and legal compliances relating to buildings and sites are met;

•manage the closure of building projects to the satisfaction of our customer base including the identification and reparation of any defects.

Current and recently finished major projects include:

• The new conferencing and accommodation complex, John Foster Hall;

• the multi-award winning David Wilson Library;

• the refurbishments of the foyers in the School of Law and in the Adrian, Bennett and Maurice Shock buildings;

• the refurbishment of the Students’ Union, Percy Gee Building. Mike Queally

Head of Development, Estates and Facilities Management Division,

University of Leicester, Leicester, LE1 7RH t:0116 252 2504

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Stephen Rees

Head of Maintenance, Estates and Facilities Management Division, University of Leicester, University Road, Leicester, LE1 7RH t:0116 252 2194 e:[email protected]

To report a fault, including problems with heating, electrics and plumbing Help-line:0116 252 2319

e:[email protected]

Repairs and Maintenance – The Maintenance Team

The Maintenance Team is responsible for keeping the University's buildings compliant with statutory regulations and "fit for purpose". In order to do this we run a planned works programme, manage service contracts for major equipment (air conditioning units, chillers, fire alarms, lifts) and provide a repairs service for all faults. We also provide joinery, painting and decorating services charged to departments at cost. The in-house team of 29 craftsmen, 3 foremen and a specialist management and office team, look after all of the University’s buildings ranging from the ultra modern David Wilson Library to the Victorian properties on the North Campus.

The Team is managed by Steve Rees. Our main responsibilities are to:

• Undertake reactive maintenance/repairs and make every effort to meet target response times;

• provide emergency call-out 24/7 for 52 weeks of the year;

• liaise with customers within the appropriate area prior to undertaking any work;

• monitor the quality of work and take corrective action when necessary;

• engage and manage professional contractors and consultants to undertake specialist maintenance work;

• ensure that all statutory compliances relating to existing buildings are met;

• run a planned works programme to ensure that all buildings remain in a “fit for purpose” condition.

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Gail Atkinson

Interior Solutions, Estates and Facilities Management Division, University of Leicester, University Road,

Leicester, LE1 7RH t: 0116 252 2311 f: 0116 223 1333 e: [email protected]

Furniture and Fabrics – The Interior Solutions Team

The Interior Solutions service is responsible for installing and replacing furnishings, fabrics and floor coverings. We provide a professional consultation service to deal with the interiors requirements arising from special projects and new builds, office and departmental moves, refurbishments and special events. The Team are also responsible for official University signage.

The Team is managed by Gail Atkinson. Our main responsibilities are to:

• Provide sufficient and appropriate furniture and furnishings for rooms to function adequately;

• maintain floor coverings in a safe condition;

• supply additional and replacement furniture at departmental cost on request;

• provide advice and solutions for special events and VIP visits on request;

• provide official external signage for University buildings;

• provide internal signage as appropriate;

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Dharminder Shoker

Space and Property Management Service, Estates and Facilities Management Division, University of Leicester, University Road,

Leicester, LE1 7RH

Space Management Surveyor t: 0116 252 3424

e: [email protected] Property Data Manager t: 0116 252 2788 e: [email protected]

Space and Property Management

The Space and Property Management service looks after the lease and sale of property within the University. It is also responsible for maintaining a detailed and accurate record of space and for assisting with space allocation.

The Team is managed by Dharminder Shoker. Our main responsibilities are to:

• Maintain an accurate record of the space and property use within the University;

• conduct an annual space survey;

• provide a responsive service to requests for space;

• work with customers to develop an awareness of the importance of efficient space utilisation;

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Horticultural Services

The Horticultural Services Team is responsible for keeping the University grounds and gardens clean, tidy and attractive to provide a pleasant environment for staff, students and visitors; we also maintain the University Botanic Garden and the Attenborough Arboretum.

The Team is managed by Brian Arnold. Our main responsibilities are to:

• Provide a year round Horticultural Service to include mowing, edging, weeding, hedge cutting, pruning and leaf clearing;

• provide floral and seasonal bedding displays;

• maintain the living plant collections in the Botanic Garden and the Attenborough Arboretum;

• provide teaching research plant material from the Botanic Garden and the Attenborough Arboretum;

• inspect and maintain trees at the University properties;

• provide a weekday litter clearing service to Academic sites, the Botanic Garden and the Attenborough Arboretum;

• provide a winter gritting service on main pedestrian areas, roads and parking spaces on all academic sites and car parks, and to Residences as required;

• provide technical advice on all horticultural/landscape improvements and developments.

Brian Arnold

Gardens Manager, Estates and Facilities Management Division, University of Leicester, Leicester, LE1 7RH t:0116 271 7725

e:[email protected]

Facility Services

The Facilities Services Section is responsible for all our non-building related services, horticultural services, portering and cleaning, postal and courier services, sports and recreation, security services, fleet management and environmental management. The Division is managed by the Deputy Director of Estates and Facilities

Management (Facility Services) Tim Yates.

Tim Yates

Deputy Director (Facility Services), Estates and Facilities Management Division, University of Leicester, Leicester, LE1 7RH t: 0116 252 2504

f:0116 223 1333 e:[email protected]

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Lorraine Saddington Manager of Portering and Cleaning Services, Estates and Facilities Management

Division, University of Leicester, University Road, Leicester, LE1 7RH

t:0116 252 2599 e:[email protected]

The Portering and Cleaning service is responsible for keeping the buildings clean, dealing with spillages, assisting with office moves, assisting with deliveries, opening and locking buildings and teaching rooms as required, ensuring that the designated lay-outs for teaching rooms are maintained and, setting up and clearing down furniture for special events. The service operates in all the University’s academic and administrative buildings, the Richard Attenborough Centre, Fraser Noble Hall and main campus catering facilities; we are not responsible for the Students Union Building or for the student residences.

The porters and cleaners work in teams, each building has a cleaning team with a Lead Cleaner. The Lead Cleaner works until 12:00 noon and is available to discuss any requests or issues that you might have. Porters work in zones which include a number of buildings (see panel above), each zone has a Team Leader who is available to assist in portering tasks as required. The Portering Team will take over the responsibility for emergency and special cleaning requests once the cleaners have finished work each day. The Team is managed by Lorraine Saddington.

Our main responsibilities are to:

•Clean all designated areas to British Institute of Cleaning Science agreed standards;

•respond to emergency cleaning requirements;

•provide planned cleaning for VIP visits and special functions/events;

•provide a service to carry out planned equipment/office moves;

•set out seminar/meeting rooms;

•assist with deliveries of goods, equipment and furniture where applicable;

•set up, clear down and staff, ceremonial occasions. Porters

Radio access to the supervisors is via telenet 1010

Zone 1– Astley Clarke, College House, Engineering, Fielding Johnson, Ken Edwards, Michael Atiyah, Maths Building

e:[email protected] radio 317

Zone 2– Archaeology, Attenborough, Charles Wilson, Computer/BioCentre, George Porter, Physics, Rattray

Zone 3– Adrian, Bennett, Henry Wellcome, Hodgkin, Maurice Shock (MSB),Richard Attenborough Centre

Zone 4– North Campus (all properties on University Road, Regent Road, Princess Roads, Salisbury Road and New Walk)

Robert Killpatrick Clinical Sciences Building (CSB) e:[email protected] radio 322

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Sports and Recreation Services

The Sports and Recreation Service is operated jointly by the Estates and Facilities Management Division and the Finance and Business Development Division. The team provides and manages the University sports facilities for staff and students and offers support for staff and postgraduate sports clubs, the Students Sports Association and intramural leagues.

The Team is managed by the Director of Sport, Colin Hide. Our main responsibilities are to:

• Manage the day-to-day running of the University’s sports facilities, including two one court sports halls, aerobics studio, two health & fitness clubs, one floodlit sand filled all-weather pitch, one floodlit Field Turf 5-a-side pitch, athletics track, nine tennis courts (three floodlit), three squash courts, 20 sports pitches and associated changing pavilions;

• administer the membership scheme for the University sports facilities for students, staff and associate members of the University;

• maintain the University sports grounds estate to a high standard that fully reflects the University is standing as a centre of excellence within the East Midlands;

• work annually with the Sports Association sports clubs to assist them to achieve their objectives regarding excellence, performance and competition.

Colin Hide

Director of the Sport and Recreation Service, University of Leicester, 40 Manor Road Oadby, Leicester, LE2 2LL t:0116 271 9144 f:0116 271 1636 e:[email protected]

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Security Control Room

The control room is staffed 24 hours a day 365 days a year; please use this number for all out of hours

emergencies Emergency tel: 888 t:0116 252 2023 e:[email protected]

Security Services

The Security Team provides a security service to the University; ensuring a safe community environment for staff, students and visitors. The Security Control Room, located in the Security Lodge at Entrance 1, operates for 24 hours a day, 365 days a year. Our Security Team regularly patrol University sites and respond to all reported security incidents. The Service maintains and monitors the CCTV and intruder alarm systems and controls the issue of keys and access cards; it is responsible for traffic control and the issue of parking permits. The Service also offers professional advice on crime prevention, cycle security and personal safety.

• Provide advice and guidance for staff and students on security matters;

• operate a 24 hours, 365 days per year security monitoring control room;

• regularly patrol University sites;

• respond to all reported security incidents;

• liaise with the police and other external agencies on security matters;

• advise on physical security measures to be implemented;

• maintain and manage a computerised card access system for University academic buildings;

• maintain and manage a campus wide CCTV system;

• maintain and manage vehicular entrance barriers to academic sites;

• maintain and manage intruder alarms;

• provide information for the Police and other external agencies in line with the Data Protection Act;

• make available CCTV footage to those authorised within the Data Protection Act and the University’s CCTV Codes of Practice;

• control traffic onto the Main Campus;

• control car parking on all academic sites;

• record and store “found” property from the main campus and repatriate to its lawful owner where they are identifiable.

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Emma Fieldhouse The Environment Team,

Estates and Facilities Management Division, Fielding Johnson Building University of Leicester, University Road Leicester, LE1 7RH

t: 0116 223 1439 e: [email protected]

Environmental Management

The Environment Team works in partnership with staff and students to help reduce the University environmental impact by generating environmental improvements and encouraging greener behaviour on and off campus. We also ensure compliance with all relevant environmental legislation.

The Team is managed by Dr. Emma Fieldhouse. Our main responsibilities are to:

• Ensure safety, statutory and University requirements are complied with in all stages of the provision of environmental services;

• provide advice and information on environmental regulations;

• provide expert advice on waste disposal methods and legislation;

• encourage good housekeeping where appropriate to ensure most efficient use of energy;

• develop a monitoring and targeting system so that each department can manage and eventually become directly responsible for its own energy, carbon and water performance;

• publish clear targets for energy consumption annually and to report progress against the previous year;

• reduce dependence on fossil fuels by integrating the use of renewable forms of energy where possible;

• review procurement mechanisms and provide guidance on how to purchase more ethically and with consideration of whole-life costs;

• deliver an equitable, effective Travel Plan to efficiently manage the travel impacts of the University;

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Fleet Management

The University’s fleet of business vehicles are managed by Ian Saker who oversees the effective management of the fleet including purchasing, maintenance, driver training and disposal. Each University department manages their own vehicles and authorised drivers on a day-to-day basis. Licensing and insurance are managed by the Insurance Services.

• Advise departments on the optimum procurement options for new vehicles;

• advise departments on the disposal of used vehicles taking note of any environmental requirements;

• advise departments on routine maintenance, MOT tests and repairs; provide University fuel cards for the fleet;

• provide appropriate driver training and authorisation. Ian Saker

Facility Services Manager, Estates and Facilities Management Division, University of Leicester, University Road, Leicester, LE1 7RH

t: 0116 252 5697 e: [email protected]

Postal and Courier Services

The University has a dedicated Post Room located by the Fielding Johnson South Wing Car Park. The Post Room deals with all internal and external mail, handling in excess of 2 million items of mail each year.

• Collect all outgoing internal and external mail from departments and buildings for delivery to the Post Room;

• deliver all incoming and external mail to departments and buildings;

• process on that day all outgoing first-class mail received in the Post Room by 16:00 hours;

• process by 12:30 hours the following day all outgoing second-class mail received in the Post Room by 16:00 hours;

• sort and deliver all internal mail.

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Jas Lail

Head of Customer Care and Office Support, Estates and Facilities Management Division, University of Leicester, Leicester, LE1 7RH t:0116 252 3480

e:[email protected]

Karen Bignold

Customer Care Officer, Estates and Facilities Management Division,

University of Leicester, Leicester, LE1 7RH t:0116 229 7904

e:[email protected]

Customer Care and Office Support

This Section is mainly concerned with supporting the Estates and Facilities

Management Division, looking after the needs of all who work within the Division. There is an IT Officer, a Human Resources Officer and a Finance Team. The Section is also home to the University Insurance Service.

The Section is managed by Jas Lail, Head of Customer Care and Office Support; he is also the Estates Accountant.

Customer Care Officer

The Customer Care Officer acts as a liaison between the EFMD and all other staff in the University. Members of staff and students should contact her with comments, issues, and suggestions for improvement regarding any of the EFMD services.

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Dave Masters

Insurance and Risk Manager, Estates and Facilities Management Division, University of Leicester,

106 New Walk, Leicester LE1 7EA t:0116 229 7631 f:0116 229 7633 e:[email protected]

Insurance Services

The aim of the University Insurance service is to provide a professional advisory service to determine University insurance requirements and to promote a good risk management culture for the Institution.

The Insurance Services are managed by Dave Masters Our main responsibilities are to:

• Provide 6 monthly and full annual review of insurance provision;

• contain insurance costs within an approved budget;

• provide ongoing administration of insurance cover arrangements;

• provide a claims handling service;

• provide travel insurance for staff on University business;

• recharge renewal premiums to departments within 3 months of renewal date;

• Provide guidance and advice to University departments, staff and students on risk management and all insurance matters.

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This brochure was printed by AVS print, University of Leicester using vegetable based inks on FSC certificated stock

Estates and Facilities Management Division