CANDIDATE BRIEF. Commercial Manager, Operations Estate Services, Facilities Directorate

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CANDIDATE BRIEF

Commercial Manager, Operations Estate Services, Facilities Directorate

Salary: Grade 8 (£42,149 – £50,296 p.a. depending on experience) Reference: FDEST1204

We will consider job share and flexible working arrangements

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Commercial Manager, Operations Estate Services, Facilities Directorate

Overview of the Role

Working as part of the Commercial Management Team and operating across all the Directorates activities, you will be comitted to the Estates Operations and Engineering teams. You will be responsible for providing and shaping comprehensive commercial and contract management services supporting the delivery of in excess of £30m of expenditure across the University estate.

You will have a degree in Quantity Surveying (or an equivalent professional qualification) and also demonstrate significant skill in commercial and contract management on complex projects. You will be able to compile, analyse, and manage project costs, and work pro-actively, accurately and at pace with a high level of initiative. You will have highly developed communication skills and strong influencing and negotiating skills, with a proven ability to build strong relationships with senior stakeholders.

Main duties and responsibilities

 Providing comprehensive quantity surveying and commercial management services to the operations and engineering teams across a complex and varied range of operational, maintenance and capital initiatives and programmes for the University estate;

 Assisting in the development and embedding of new quality management professional standards, processes and procedures in conjunction with the head of commercial management. Maintaining, updating and providing consistency of standards, specifications, contract management and contract monitoring in accordance with FD requirements and systems;

 Responsibility for the development and maintenance of a financial reporting structure for the facilities management, service and maintenance contracts managed by the Operations section of the Estates and Facilities service;

 Leading the tender process for the next generation of facilities and maintenance frameworks / contracts and appointments. Negotiating and concluding terms and conditions of contracts and appointment documentation;

 Leading the review, development and implementation of new approaches to operations and facilities contract controls, management and monitoring in

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conjunction with the Deputy Director, Operations and Heads of Maintenance and Commercial Management;

 Actively implementing effective and robust contract and cost management, monitoring and control on projects and contracts for which you are responsible, notifying any financial or time problems to the Deputy Director, Operations at the earliest possible opportunity;

 Assisting and supporting in the preparation of client business cases and outline briefs, feasibility studies and cost plans to formulate project budgets. Preparing approximate estimates and outline costs as required to inform decision making;

 Agreeing budgets, cash flow forecasts, financial reporting procedures, and final accounts. Monitoring of costs both pre and post contract against agreed budgets;

 Ensuring consultants provide a high quality and consistent service, with up-to- date information issued to contractors and supply chain within the appropriate timescale. Monitoring output from consultants to ensure exemplar support from appointed professional services and taking action to eliminate deficiencies in professional services and demonstrate continuous improvement;

 Managing and updating the University estates condition appraisal knowledge and support the function of the Asset Team;

 Ensuring internal documentation is up to date, capturing latest best practice and mandates, along with updates to building / maintenance contract and consultant appointments. Liaising, where necessary with legal advisors on drafting;

 Assisting the University procurement team and ensure that all stages including pre-qualification, document preparation, enquiry, analysis, selection, and contract preparation are performed effectively for operations activity. Showing an understanding of national and local frameworks as a project delivery vehicle;

 Ensuring that sustainability and health, safety & welfare requirements are properly specified across all contracts / strategic programmes. Developing and implementing clear health and safety guidelines, liaising with the Estates Health and Safety team to ensure the health and safety of self, team, and other parties at all times;

 Compiling regular internal commercial reporting and input to Operations and estates management meetings and organisation of regular contract and post- contract reviews and lessons learnt sessions;

 Developing, issuing and managing KPI’s to framework consultants and contractors, mentoring and reporting results to the Deputy Director(s), Estates;

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 Ensuring that post contract cost variances and change control processes are managed effectively;

 Ensuring that internal and external cost/contract management checking and valuation work is managed effectively;

 Demonstrating an active enthusiasm in undertaking necessary CPD and further training related to the role and the University’s Systems and processes.

Sharing this learning with wider team and Estates colleagues if required.

These duties provide a framework for the role and should not be regarded as a definitive list. Other reasonable duties and tasks to support projects and initiatives across all the Directorates activities may be required consistent with the grade of the post.

Qualification and skills

Essential

 A BSc (Hons) degree in Quantity Surveying (or an equivalent professional qualification);

 Significant contract and commercial management experience;

 Experience of managing contracts for facilities management and maintenance including measured term contracts;

 Experience in supply chain selection using quality and price criteria, due diligence checks and evaluating tenders;

 A thorough and practical knowledge and ability to use Windows operating systems, plus Word and Excel software applications;

 Awareness and understanding of statutory legislation/regulations relevant to the discipline.

Desirable

 Experience of working in a Facilities Management and / or Maintenance environment within Higher Education;

 Full Membership of the Royal Institute of Chartered Surveyors (MRICS);

 An understanding of SFG20;

 Familiarity with the National Schedule of Rates (NSR);

 Experience of public procurement regulations.

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Key Attributes

 The ability to demonstrate behaviours in line with the values of Estate Services and the University;

 Excellent interpersonal skills and an ability to demonstrate sensitivity and empathy with others, particularly in challenging situations;

 The ability to prioritise, plan, and organise own and others’ work and to lead and motivate others effectively to achieve objectives;

 The ability to demonstrate a flexible approach to enable delivery of own and others’ work effectively to achieve objectives.

Additional information

Working at Leeds

Find out more about the benefits of working at the University, flexible working and what it is like to live and work in the Leeds area on our Working at Leeds information page.

Our University

As an international research-intensive university, we welcome students and staff from all walks of life and from across the world. We foster an inclusive environment where all can flourish and prosper, and we are proud of our strong commitment to student education. Within the Estate Service, Facilities Directorate we are dedicated to diversifying our community and we welcome the unique contributions that individuals can bring, and particularly encourage applications from, but not limited to Black, Asian and ethnically diverse people; people who identify as LGBT+; and people with disabilities. Candidates will always be selected based on merit and ability

Information for disabled candidates

Information for candidates with disabilities, impairments or health conditions, including requesting alternative formats, can be found on our Accessibility information page or by getting in touch with us at hr@leeds.ac.uk

Criminal record information

Rehabilitation of Offenders Act 1974

A criminal record check is not required for this position. However, all applicants will be required to declare if they have any ‘unspent’ criminal offences, including those pending.

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Any offer of appointment will be made in accordance with our Criminal Records policy.

You can find out more about required checks and declarations in our Criminal Records information page.

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