Job Description Proforma

ZSL JOB DESCRIPTION

JOB TITLE: Contracts and Projects Manager

SECTION: Maintenance & Projects

DEPARTMENT: Facilities Management

DIVISION: ZSL London Zoo and ZSL Whipsnade Zoo

RESPONSIBLE TO: ZSL Head of Facilities Management

JOB DESCRIPTION REFERENCE NUMBER:

GRADE ALLOCATED:

1 / 7 BRIEF OUTLINE OF JOB The post holder will hold the position of ZSL Contracts and Projects Supervisor of which there is one position covering London Zoo and Whipsnade Zoo. The Contracts and Projects Supervisor is required to manage the site based outsource maintenance provider to ensure that their work is carried out to appropriate standards and that all Health & Safety requirements are met. The role encompasses project supervision in line with the Senior Projects Manager.

The post holder is to work with the outsource provider to ensure works are prioritised and scheduled proactively and reactive maintenance tasks are planned in accordance with site requirements and oversee maintenance & project contracts as required.

The post holder is also required to work with outsource provider to compile maintenance policies in accordance with statutory and regulatory standards, also to ensure that maintenance practices and procedures are carried out to legislative standards and Approved Codes of Practice. Also to ensure that projects run in line with CDM regulations as required.

JOB DESCRIPTION / MAIN PURPOSE

1. Manage the outsource provider to ensure that all work is carried out to appropriate standards, regulations and that Health & Safety practices and procedures are adequate and adhered to.

2. Support the establishment in conjunction with a robust asset management regime, including ensuring that a 52 week planned preventative maintenance process is followed in line with SFG20 best practice.

3. In conjunction with the Head of FM and set quality and performance standard across the maintenance function and monitor the effectiveness and performance of internal teams and external contractors.

4. Liaise with outsource provider to ensure management and prioritisation of reactive repairs and minor work requests through the CAFM system ensuring works are planned with minimum disruption to ZSL business.

5. Support the preparation of and ensure the upkeep of an asset register on the site.

6. Develop in line with the outsource provider maintenance policies within the FM department to comply with regulatory standards and approved codes of practice, also to assist with the continual improvement of practices and procedures.

7. Manage contractors as required in conjunction with the contracts co-ordinator. This may include discrete contracts associated with minor works or new projects or specific maintenance contracts for all ZSL and IOZ.

8. Support the project department with major and minor projects to ensure deadlines and met, regular meetings are attended and minuted and actions taken and communicated to through the project team.

9. To work with the project department to ensure completed projects are integrated into the planned, preventative maintenance process. Including all new assets generated.

2 / 7 10. To assist the Senior Project Manager in the development of 5 year development plans ensuring all backlog or infrastructure items are captured or co-ordinated within the plan

11. To advise the Head of FM on matters concerning regulations, Health & Safety, costs, service contracts, maintenance and staff issues.

12. Manage and report on budgets associated with areas of responsibility

13. In conjunction with the Head of FM develop KPIs for all areas within the remit of a. ensuring that the maintenance function is visitor focused and that all activities are undertaken with due consideration of impact on visitors b. ensuring that the zoo grounds are maintained to a high standard on a daily basis where maintenance and project works are concerned c. ensuring that internal stakeholders have an effective level of operational support and service

14. As part of the management team you will be available for the 24/7 cover and emergency callout procedures to be defined by the Head of FM

15. To be part of the Visitor Experience Manager (VEM) rota, this will involve being duty manager on a variety of weekdays, weekends and bank holiday

This job description is designed to outline a range of main duties that may be encountered. It is not designed to be an exhaustive listing of tasks and can be varied in consultation with the post holder in order to reflect changes in the job or the organisation.

Expectations of job holder

 To ensure that the policy for equality of opportunity is adhered to and promoted in all aspects of the post holder’s work.

 To ensure effective quality control and continuous improvement in all aspects of the work and responsibilities attached to this post.

 Demonstrate professionalism towards sensitive and confidential information.

 To comply with and promote Health and Safety policies and procedures and to undertake recommended Health and Safety training as and when necessary.

 To be committed to professional self-development, through participation in in-service training as necessary for the successful carrying out of the job.

 To undertake such other duties as are commensurate with the grade of the post.

3 / 7 JOB DESCRIPTION ANALYSIS

A. KNOWLEDGE AND EXPERIENCE

1. VOCATIONAL AND TECHNICAL SKILLS

The post holder would be expected to hold a minimum technical qualification equivalent to a degree in facilities management, building services, or similar. Membership of a recognised or relevant institution would be an advantage e.g. British Institute of Facilities Management (BIFM or Facilities Management Association (FMA). An understanding of technical specifications, architectural drawings, service contracts and cost estimating/plans would also be essential.

Computer skills particularly Microsoft Office software packages are essential and knowledge in CAD and Computer Maintenance Management Software (CMMS) would be an advantage.

2. EXPERIENCE

The post holder will be required to have at least 10 years experience within facilities management, building maintenance, construction working practices and procedures, especially matters concerning Health & Safety.

3. INTERPERSONAL SKILLS

A high level of interpersonal skill is required in dealing with internal and external contacts at all levels in the course of, ensuring maintenance schedules are adhered to.

Personal credibility, confidence and an ability to articulate with technical descriptions are essential aspects of the post along with persuasive, tactful and diplomatic attributes when dealing with local authorities, governing bodies, maintenance team, contractors, professional bodies, external and internal contacts. Also to interact with contractors to ensure that work standards and procedures are up to date and compliant with regulatory standards and approved codes of practices.

B. RESPONSIBILITY

1. HUMAN RESOURCE MANAGEMENT

The post requires a high level of contractor management and control procedures as well as strong communication skills for internal and external customers to the Facilities Management department.

2. PHYSICAL RESOURCE MANAGEMENT

 Plant The post holder is responsible for the asset management register and its effective delivery.

 Budget The post holder will have responsibility for budget management within their remit reporting to the Head of FM

 Confidentiality Confidentiality is required when dealing with external providers and information, Facilities Management department issues and on all matters that are attaining to ZSL.

4 / 7  Animal Care There is no direct responsibility for animal care but consultation with animal staff is required when planning service or maintenance schedules to ensure all aspects of work take into account animal welfare and disturbance to surrounding animal collections.

3. COMMUNICATION

Communication is a major aspect of this role. The post holder is to communicate orally and in writing, in person, via email and telephone often discussing complex technical issues or maintenance problems, with all levels of ZSL staff up to director level and non ZSL staff.

There are also monthly reporting on maintenance plans and updates to be produced internally, specification documents for service contractors for projects, briefing documents for both internal and external use.

There are also oral and written communications regarding technical matters i.e. building regulations and Health & Safety.

4. LIASON

Internal and external contact on all levels forms a major part of the post whether it be internally producing reports, ciap’s or briefing the Head of FM, working with all departmental staff across ZSL up to director level developing schedules and proposals for submission, to dealing with regulatory bodies, service and other professional bodies.

C. MENTAL DEMANDS

1. JUDGEMENT AND DECISION MAKING

The post holder plans and initiates their own work and is also responsible to reporting to the Head of FM on a daily basis to update on maintenance status, problems and contractual issues.

The post holder routinely has to make decisions of a technical nature on site to allow work to continue only referring back for approval when a considerable cost implication would be incurred or as agreed with the Head of FM.

The post holder also uses their judgement and experience when solving maintenance problems and issues that arise.

2. ORIGINAL THOUGHT AND PROBLEM SOLVING

Original thought and problem solving are an intrinsic part of the post holders post, in particular when undertaking daily maintenance work as this frequently requires solutions to complex and technical problems that arise. The development of new solutions and innovative maintenance ideas are regularly required as the age and infrastructure of the site create a high volume of problems and must be dealt with quickly and effectively.

3. CONCENTRATION

The post holder must be constantly alert and aware at all times trying to foresee any potential problems that may have an impact on maintenance schedules, ensuring / inspecting contract work has been carried out to the appropriate standards.

5 / 7 Intense concentration is required when working on high level projects, producing maintenance reports, compiling proposals / ciap’s and when problem solving on site, and when working with other departments on setting standards for maintenance concepts.

4. FLEXIBILITY

1. As part of the management team you will be available for the 24/7 cover and emergency call out procedures to be defined by the Head of FM.

2. The post holder will be required to work on a rotational basis weekend working in line with the 24/7 365 day operation of the business and to be part of the Visitor Experience Manager (VEM) rota, this will involve being duty manager on a variety of weekdays, weekends and bank holidays.

The post carries a wide range of tasks including inspections, documentation, maintenance planning, checking works carried out by sub-contractors that are subjected to frequent interruptions that are generated by site problems, different departments requiring to be dealt with and continual requests for work to be viewed.

D. WORKING CONDITIONS

The post holder is required to work in a variety of conditions predominately in an office environment but may also include being outside, in the presence of animals and adverse weather conditions, exposed to dirt (in animal houses and drains), personal risk (especially with machines), noise (e.g. machinery) and pollution (e.g. dust).

6 / 7 Person Specification

JOB TITLE: Contracts and Projects Manager SECTION: Maintenance & Projects DEPARTMENT: Facilities Management DIVISION: ZSL London Zoo and ZSL Whipsnade Zoo RESPONSIBLE TO: ZSL Head of Facilities Management

Essentials

 Facilities Management Qualification, i.e. Bifm  Building services or fabric experience  Degree or equivalent in Mechanical and Electrical BEng and exceptional experience in managing contractors  Project management experience  Experience in Prince 2 (desirable)  NEBOSH certificate  Working knowledge of CDM  Proactive  Confident  Able to work on own initiative  Able to challenge quotes and works as directed by Head of FM  Exceptional planning and organising skills  Good problem solving skills  Working understanding of CAFM  Working understanding of SFG20  Working knowledge of PPM and reactive tasks and priorities