Director of Estates, Facilities and IT

Job description

Job responsibilities

Job Purpose

To provide the professional and strategic leadership of the Estates and Facilities Department (Property, Facilities Management, Capital Development & Projects, Energy, Administration & Procurement) and for IT, within the core values of the organisation.

To contribute to Milestones Trusts core values, policies and strategy to help achieve the objectives of the Strategic Plan.

To contribute fully as a member of the Trusts Senior Management Team, and to be involved in and contribute to general Trust business, strategy and development.

Accountabilities

1. To be responsible for managing Milestones Trusts property portfolio in accordance with sound property and asset management principles, to maximise the value of the freehold properties and minimise leasehold liabilities.

2. To develop the Estates, Facilities and IT strategies ensuring that the property portfolio contributes as fully as possible to the effective operation and success of the organisation.

3. To contribute to the Trusts strategic planning, with particular responsibility for the physical environment, physical and virtual resources.

4. To actively promote efficiency and flexibility in the use of physical resources, improving the built environment, including services and offices for both people we support and staff to enhance quality of life and working environments.

5. To manage the planned and reactive repairs and maintenance programme of the Trusts estates and IT systems, enabling the best service within defined budget requirements.

6. To be responsible for the prompt response of all urgent requests with regards to repairs and maintenance and IT support, and to liaise with external contractors ensuring requirements are met and that suitable contract arrangements are in place.

7. To be responsible for all matters related to property/estates for new business development - including identification of sites, properties for re-design, negotiating terms, appointing external consultants and professional services as appropriate, including Architects, Quantity Surveyors, MEP Consultants, Planning Consultants, Agents and Solicitors, tendering and commissioning build & overseeing capital works to the point of launch of the new service.

8. To lead on and manage feasibility, risk and value analysis and costing of capital projects as part of the overall development management process.

9. To direct tendering and procurement policies and processes to ensure best value is achieved in line with current best practice.

10. To lead on the negotiation and management of all lease, Service Level and Management agreements with Housing Associations and partner organisations relating to property and estate matters, ensuring that they are in the best interests of Milestones Trust.

11. To direct and manage all property management issues including acquisitions, disposals, leases, sub-leases, rent reviews, lease renewals and expiries, sale and leasebacks and dilapidation claims.

12. To ensure that infrastructure (including IT and AT) is identified, planned and costed, in line with the Trusts value for money criteria, and effectively implemented in new developments, existing services and Trust office.

13. To formulate, monitor and manage capital and revenue budgets for the Estates, Facilities and IT functions, and provide management information and reports as required.

14. To advise the Trust on property related VAT issues ensuring that the most advantageous arrangements are in place regarding construction projects.

15. To liaise with external contractors on behalf of the Trust, approving work within budget. Planning, authorising and co-ordinating work efficiently and effectively and within parameters set by the Trust.

16. To ensure that external work is sourced and authorised on the basis of best value, maintaining a commercial attitude in all decisions and ensuring that the strategic aims of the Trust are met.

17. To oversee the delivery and setting of the Health and Safety policy and to ensure it is embedded across the Trust.

18. To champion environmental and sustainability issues, keeping abreast of commissioner requirements, researching and reviewing market change. Reporting any recommendations for approval and implementation as appropriate.

19. To keep up to date with developments in all areas of responsibility, including attendance at network events and conferences.

20. To research and implement appropriate quality accreditation, in line with the Trusts quality assurance strategy.

21. To regularly monitor, review and evaluate performance against KPIs highlighting any challenges and issues, ensuring resolution or mitigation.

22. To take a lead in all aspects of budget management within your area of responsibility including budget formulation, monitoring spend and taking any necessary remedial actions in order to keep costs controlled at all times.

23. Recruit, induct, train, develop, review and manage a team to deliver the objectives of the function and ensuring right people, right time and right place.

Person Specification

Qualifications

Essential

• Educated to degree standard in a relevant discipline (architecture, building, engineering, facilities management, project management, surveying or similar) preferably with appropriate postgraduate and/or professional qualifications in one or more of these relevant areas and/or an MBA.

Desirable

• Project management qualification e.g. Prince, Agile Project Management
• NEBOSH qualified

Experience

Essential

• Experience of managing facilities/ estates work, with a proven commitment to top quality customer service, meeting business aims and understanding commerciality and value.
• Evidence that demonstrates the ability to provide an effective and efficient facilities service by being pro-active, creative and striving for continuous improvement and staying within budget, ensuring best value is obtained in all activities.
• Experience of integrating IT functionality within projects

Certificate of Sponsorship

Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).

From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).

Employer details

Employer name

Milestones Trust

Address

Unit 10, Eclipse Office Park

High Street, Staple Hill

Bristol

BS16 5EL

Employer's website

https://www.milestonestrust.org.uk/ (Opens in a new tab)