JOB DESCRIPTION & PERSON SPECIFICATION
1. JOB DETAILS
Job Title: Deputy Head of Estates
Dept/Faculty: Estates
Location: Royal Academy of Music, Marylebone Road, London NW1 and rented external facilities
Responsible to: Head of Estates
Dimensions: First point of contact regarding the smooth running of the buildings, direct line management of maintenance and events, health & safety, canteen, and security services
Internal/external contacts: Internal – Students (c 900), Teaching and Professional Services staff (c 520)
External – all out-sourced services and contracts; visitors, VIPS and members of the public
2. PURPOSE OF THE JOB
Reporting to the Head of Estates, the Deputy is responsible for all areas of operational estates management and the smooth running the facilities on a day-to-day basis. The postholder is responsible for proving a high level of service to staff, students, and visitors. Areas of management include all aspects of building security, maintenance, safety, soft services and the helpdesk.
3. KEY ACCOUNTABILITIES
Listed below are the main accountabilities for the role. However, this list should not be seen as exhaustive, and may be subject to change, in accordance with the needs of the organisation and in consultation with the post holder.
• To deputise for the Head of Estates, support the delivery of the Estates strategy and oversee all operational matters.
• To continually review services provided to ensure excellent customer service and best practice across all aspects of facilities management.
• To manage the operational teams and ensure staff are working to clear priorities and provide opportunities for their development.
• To effectively manage all soft and hard service providers including SLA’s and KPI’s. To hold regular supplier meetings driving continual improvement.
• To oversee security including but not limited to card access, key management, security staff (all shifts) and CCTV; to be the first point of call for any out of hours emergencies.
• To have named responsibility for licences for Ofcom (Radio Mics and Walkie-talkie frequency), PRS and Alcohol licences etc.
• To manage the events operations team, ensuring smooth set-up and technical operation for regular events in the building’s different venues,
• To maintain and manage the Academy’s asset register with British Engineering Services.
• To oversee the work of the H&S Manager ensuring compliance and risk management.
• To manage all contracts in relation to mechanical and electrical, fire and fixed line telephony.
• To continually monitor all external contracts with the remit ensuring value for money and best practice.
• To be responsible for financial control for the areas that they directly manage; actively contribute to the management of the budget and ensure that programmed works are costed and delivered to budget.
• To comply with the Academy procurement process and regularly review suppliers to ensure value for money.
• To manage and maintain the Academy contracts database, contract meeting review notes and any other requirements as requested by the Contracts Review Group.
• To manage and oversee all project work within the remit of this role and as required by the Head of Estates.
• To maintain all operational process documentation electronically and ensure that they are kept up to date.
• To be innovative in all areas and periodically review and suggest improvements where needed
• To carry out any other duties as are within the scope, spirit, and purpose of the job, as requested by the Head of Estates in a timely and appropriate manner.
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4. NATURE & SCOPE
The Royal Academy of Music is an institution of world renown, training over 800 students from more than 50 countries in over 20 musical disciplines. Britain’s oldest conservatoire, established in 1822, the Academy is committed to the future and shaping contemporary musical life through the students we teach, the events we host, the recordings we produce, our research and by nurturing an engaging community that is open to everyone.
The Estates Department is at the heart of the Academy and affects the experience of all those using and visiting the buildings. It covers a wide range of activities and operating in an environment which is open to the public. The main building is open from 7am – 11pm most days. During normal operation the building is open throughout the year to over 500 public concerts at lunch times and evenings. As a result, cover is often required outside of standard office hours.
The Estates department experiences very busy times of the year. Therefore, it may be necessary for the postholder to be flexible in fitting in holiday arrangements around the needs of the department. The postholder must also be confident of their ability to assess priorities and to deal quickly and effectively with problems that arise.
5. GENERAL
1. This job description reflects the present requirements of the post. As duties and responsibilities change and develop, the job description may be reviewed and be subject to amendment in consultation with the post-holder.
2. The Academy is committed to the safeguarding of all young persons and the promotion of student welfare. All staff, volunteers and visitors are expected to share this commitment, in line
with the Safeguarding and the Ethics & Conduct policies and to report any concerns relating to safeguarding accordingly.
3. All employees have a duty to comply with the Academy’s published policies and procedures and always work within the spirit and scope of Academy Equality, Diversity, and Inclusion Policy.
PERSON SPECIFICATION
Job Title Deputy Head of Estates Grade 6
Department Estates Date August 2021
CATEGORY ESSENTIAL DESIRABLE
Skills/Knowledge/
Competencies: Excellent oral and written communication
Ability to use Microsoft Office (in particular Excel) to a good standard.
Ability to prioritise tasks and maintain control under pressure
Ability to manage and motivate staff to make the most of their capabilities
Ability to quickly make decisions that may have a significant impact on Academy operations
Ability to take ownership of a situation or project and see it through to a successful resolution
Excellent team player
Excellent proven people management skills AutoCadLT experience
Well organised and able to prioritise Strong technical knowledge
Project Management Listed building knowledge
Experience: Significant experience of working in an Estates
Management role ideally within a similar public facing environment
Experience of managing multiple sites Procurement
Change Management
Contract/Supplier Management
Proven experience in leading large teams
Experience of managing in house and outsourced teams
Experience of working in a performing arts venue or a Higher Education (HE) establishment
Maintenance experience Knowledge of the LUPC framework
Qualifications/
Training:
Good standard of general education, including a minimum of GCSE Maths and English grade A-C (or equivalent)
IWFM – previously BIFM FM Degree level Qualification
General H&S ideally IOSH or NEBOSH
Personal Qualities/
Attributes: To lead in a crisis and keep a level head working in stressful/pressured situations
To be practical and have a common-sense approach towards problem solving
A demonstrable commitment to providing excellent customer service to students and staff
Ability to mediate between parties with diplomacy to reach agreeable conclusions where there are
disputes
Ability to work with people at all levels, with discretion and a strong customer focus Ability to work effectively on own initiative
Ability to prioritise own workload to meet deadlines and colleagues’ expectations
Flexible, with a positive attitude and a willingness to learn new skills
Ability to show empathy and understanding towards students regarding welfare issues
Flexible, tactful, and diplomatic Reliable
The Academy will shortlist for interview any candidate who has identified a disability and demonstrated that they meet the essential criteria listed above.
