Estate Governance (Business Process) Manager

MAIN DUTIES AND RESPONSIBILITIES

Leadership & Management

• To effectively manage all aspects of Estate Governance. The Post holder shall be the Estate Departments “Competent Person”, providing expert opinion and operational knowledge relating to Governance, Risk Management, Sustainability Management, Quality Accreditation, Space Utilisation and Performance of the College’s Estate
• To prepare short, medium, and long term strategies to deliver efficient and effective programmes of quality improvement –whilst evidencing mitigation of risk and performance achievement
• To provide expert opinion, including presentations to the Governing Body, College Executive Team, Senior Managers and other Stakeholders (internal and external to the College) on matters relating to the role
• To be responsible for the development, implementation, management and administration of strategies and operational plans to ensure the highest standards of Governance, Compliance with Statutory Standards and Legislation, Sustainability Management, Management of Risk, Space Utilisation and deliver an effective and efficient evidence based performance rating with respect to all aspects of the College’s Estate & FM
• To contribute to the production of the College Estate Strategy and delivery of preferred options; in addition, provide contributions to the Whole College Improvement Plan, forecasting for the College Development Plan and produce and implement a College Operational Plan for their specific functions area
• To design, implement and maintain a live electronic database to allow the production of evidence ensuring the management and achievement of Governance, Compliance with Statutory Standards and Legislation, Management of Risk, Sustainability Management (Social, Economic & Environmental), Quality Accreditation, Space Utilisation and evidence based performance rating with respect to all aspects of the College’s Estate & FM
• To design and maintain Staff Handbooks, Estate Policies and Procedures ensuring effective communication to all Estate & Facilities Management Staff of the College’s, Department’s and their own duties in relation to Governance, and Sustainability Management, Risk Management, Quality Accreditation, Space Utilisation and Performance of the College’s Estate
• To support the Head of Estate & Facilities Management in developing all aspects to Governance, Sustainability Management, Risk Management, Quality Accreditation, Space Utilisation and Performance of the College’s Estate
• To provide internal Consultancy to support all business partner colleagues in addressing a range of Estate & Facilities Management challenges
• To contribute to and implement strategic change management strategies impacting on Estate & Facilities Management

Business Processes (Performance Management and Continuous Improvement)

• To fully support the development of the Estate & FM Department as a responsive provider of high quality services.
• To drive continuous improvement and to promote a culture of innovation in support services.
• Work with other Departments to ensure that end-to-end processes are seamless and bring most benefit to the College
• To instigate and lead cross departmental workshops to identify opportunities for continuous improvement
• To create business process maps, conduct studies/reviews and follow Best Practice principles to deliver continuous improvement
• To successfully deliver business process change through smooth implementation and strong stakeholder engagement
• To act as the Estate Business Process owner working collaboratively with all other Departments to ensure successful implementation
• To ensure that any process development activity is supported by effective change management, training and communication to ensure change is successfully implemented and sustained
• To have the ability to understand complex and diverse processes and deliver standardised, simpler, effective and efficient process improvements
• To oversee and manage CAPEX/OPEX projects aimed at cost reduction through productivity and efficiency enhancements
• To implement and maintain a robust record audit programme to ensure compliance with College Retention and Disposal Policy, GDPR regulations and Estate & FM ISO Certifications
• To be accountable for full implementation, of the College programmes of staff appraisal/performance management and continuing professional development
• To be accountable for, participate in and manage the services contribution to the College business planning and budgeting processes and quality assurance processes
• To be accountable for implementation of service level agreements with key internal customers and providers, incorporating and promoting best practice and quality standards and monitor service delivery to ensure that agreed levels are met

Procurement & Contract Management

• To be responsible for writing Business Cases in support of the Estate Department incl. reviewing existing processes and procuring appropriate solutions
• To be responsible for undertaking and completing Post Project Evaluations on behalf of the Department, analysing projects and identifying areas of improvement or lessons learnt
• To be responsible for management of the Estate Departments existing out-sourced contracts. To make provisions to re-procure, in a timely manner, before expiry to ensure a seamless transition
• To be responsible for on-boarding any new outsourced providers and to manage the implementation of the contract from inception to completion
• To be responsible for the procurement pipeline of Back-log and Planned Preventative Maintenance work programmes, including either the tendering and Contract Management of works or the appointment of External Professional Consultants to oversee the projects
• To be responsible for the production of Tenders and Quotations for both goods and services.  Including Contract Administration and Project Management of Contracts
• To ensure that all staff within the relevant area of accountability are working efficiently and effectively
• To have the ability to manage and prioritise workload across a number of projects and areas simultaneously
• To prepare appropriate bids/ business cases for funding, sponsorship, projects and/or capital equipment for the area and to assist in planning for their use
• To effectively manage Project Teams/External Partners/contractors to ensure effective delivery of their objectives.  This includes contract administration and performance management of out-sourced providers.

People Management

• To provide dynamic leadership that contributes to the creation of a culture that encourages debate, rewards innovation and fosters inclusiveness and productive team working within Estate & FM
• To demonstrate strong Communication, facilitation, decision making, collaboration and conflict management skills
• To have the ability to collaborate effectively with all levels of management and influence decision making across the organisation

Resource Management and Financial Accountability

• To manage the delegated annual operating budget for Estate & FM – Governance (including Capital and Operational activities) within the guidelines of the financial regulations of the College. 
• To be responsible for ensuring business goals are met by assisting delivery of the Estate Strategy alongside the Operational Team
• To implement, supervise and monitor all new business operations within Estate & FM – Governance
• To implement, monitor and report on Departmental KPI’s, including recommendations for improvement of performance, based on analysis of data to support any recommendations.
• To support the Estate Department and the College in making decisions based on analysis of data to make objective commercial decisions
• To prepare, analyse and report on data in respect of Space Utilisation within the college.
• To benchmark the College performance in Space utilisation across the FE Sector, identifying areas for improvement and implementing corrective action to address underperforming areas.
• To lead and chair the college wide team reporting on space utilisation
• To collate data, analyse and prepare Department for the Economy sectoral reports in respect of space utilisation
• To work with the senior managers and Heads of Department to assess the necessity and effectiveness of support strategies and employ/divert resources as required.
• To support the development of the College estate strategy to ensure the accommodation meets the needs of learners and to discuss the potential for providing the College’s own student accommodation.

External Links and Partnerships

• To develop and strengthen partnerships and alliances with stakeholders, other education providers, employers, professional bodies, referral agencies and appropriate Government departments
• To represent the College at appropriate meetings and events as required
• To help instil and develop an innovative and entrepreneurial culture in the College, and with its students, to enable adaptation to external changes, respond to opportunities, maximise income generation and maintain a position at the forefront of excellence and best practice in the provision of Estate & FM services
• To represent Belfast Metropolitan College at Union Liaison Groups, Senior Leadership, Executive Team, Governing Body and external stakeholder forums – such as Funding Department etc.

General

• To support the department’s contribution to the achievement of the College’s mission, values and strategic directions
• To implement and embed the College’s equality and diversity policies and respond to its equality and diversity duties as they relate to all stakeholders.  In particular, to ensure equality of opportunity and the effective application of health and safety procedures for all staff and learners
• To deputise for Head of Estate & FM or Deputy Head of Estate as required.
• To participate in the selection, induction and probation of staff, in line with relevant College policies and procedures
• Participate in the Colleges performance appraisal system
• Where necessary, to challenge underperformance and support improvement through the application of College procedures
• Act, if directed, as a Fire Marshall or Fire Warden
• Carry out, if directed, the role of first aider
• To participate in College developments, attend internal and external meetings and training programmes required
• Adhere to general standards of conduct embodied in College policies
• To undertake such other relevant duties as may be reasonably expected of the post holder.

Additional

The Post Holder will be required to work as part of an “on-call” rota, providing evening and weekend management support in relation to the Estate & Facilities Management function.

Occasional weekend work will be required

The Post Holder will be required to, whilst on duty and on-call, carry and use a College supplied mobile phone

The Post Holder may be required to act as a “Key Holder” and attend to Estate issues out of hours (evenings, nights and weekends).

• Further Education is an ever changing service and all staff are expected to participate constructively in College activities and to adopt a flexible approach to their work. 

• Note: No job description can cover every issue that may arise within this post at various times and the post holder is expected to carry out other duties which are broadly consistent with those contained in this document.  The job description will be reviewed and varied periodically by Management in the light of the business needs of the College.

The post is a Previously Controlled Activity Position as defined by the Safeguarding Vulnerable Groups NI Order 2007. 

Belfast Metropolitan College is a child-care organisation and complies with the requirements of the Protection of Children and Vulnerable Adults Regulations