About
The
Job.
Department of Accommodation and Commercial
Services
Professional Services
Contracts and Environmental Co-ordinator
About
The
Job.
Pursue the extraordinary
Overview
About the Department
Employing over 700 staff and having an annual turnover of £25 million, ACS has operational
responsibility for a diverse property portfolio and a comprehensive range of services that
include catering, residences, conferences and campus facilities. By its very nature the
department expands and contracts to match the developing needs of the University as a
whole.
The department is responsible for the housing and attendant needs of over 5,500 students
in its residences. It runs a number of highly successful bars and food outlets, delivers
catering to meetings held throughout the University and provide venues and catering for
special events such as weddings and graduations.
Our major strength is our staff who form the backbone of our department. Many have
worked with us for many years and shared in the developments that the department has
undergone. Our many awards including the continuing ratification of the Investors in People
Award are down to their commitment and hard work.
ACCOMMODATION SERVICES
The contract management of Catalyst and University owned accommodation, plus other
areas of the residential portfolio, is part of Accommodation Services. In addition to
monitoring the maintenance, repair and life-cycle of the properties, launderettes, grounds
maintenance, waste management and window cleaning are also managed and/or
monitored within Accommodation Services.
Accommodation Services is responsible for the housing and attendant needs of over 5,500
students in a mix of University and partnership residential catered self-catered and family
accommodation. With projected annual income of £14 million the operation spans a diverse
range of activities which includes soft and hard facilities management, accommodation
services, contract management and customer services.
Contract Management – Catalyst, our construction and maintenance partners have
between 2006 and 2009 built new beds and have taken over a further 800 in asset transfers.
Lend Lease Facilities Management, under a forty-year PFI/PPP Agreement, provide
maintenance and lifecycle works to over 4,000 new build and refurbished bedrooms in the
Endcliffe and Ranmoor Villages. The responsibility for managing the maintenance
arrangements for the University’s retained properties (approximately 1,000 rooms) in the
portfolio rests with ACS.
Job Role
We are seeking to appoint a Contracts and Environmental Co-ordinator with responsibility
for working with the Contracts and Facilities Manager to ensure that the University’s
accommodation and associated facilities are maintained to the highest possible standards.
This includes designated responsibility for defined areas of the forty-year PFI/PPP
Agreement for the maintenance and lifecycle of over 4000 new build and refurbished
bedrooms.
These areas include deductions (for failures related to the PFI contract),
conducting and co-ordinating job checks and call backs, and maintaining statutory
information through audits.
In addition, you will play a key role within ACS, in order to monitor, manage, and ultimately
drive down energy usage within the residences and offices. This will involve monitoring
and checking the accuracy of readings, promoting energy reduction/saving initiatives, and
liaising with other teams and departments to agree joint University actions and raise
awareness.
Other areas of responsibility will be waste management and recycling activities, monitoring
of key services, and financial management support.
The Contracts and Environmental
Co-ordinator will have designated responsibility for certain areas within these services, and
these will be overseen by the Contracts and Facilities Manager.
Reporting to the Contracts and Facilities Manager, the Contracts and Environmental
Co-ordinator will develop and maintain effective working relationships with service
providers will be key, as will maintaining clear contractual procedures.
Job Description
Main Duties and Responsibilities

Monitor utilities meter readings for the residences, checking usage and accuracy, and
sharing this information with relevant departments and residents.
Highlight
discrepancies/variances to the Contracts and Facilities Manager, and recommending and
implementing (where agreed) remedial action.

Act as the ACS Lead and Co-ordinator in relation to Energy and Environmental issues,
working with Contracts and Facilities Manager and other teams in order to drive forward
the reduction of utility usage. Promote change and implement energy and water saving
procedures and initiatives within the residences and ACS offices.

In conjunction with the Portering Team, implement and manage a waste management
programme, to ensure bin stores are clear of waste, bins are available, maintained and
clearly labelled at all times. Propose and, where agreed, implement waste reduction
initiatives across the residences and ACS.

Report monthly on the waste statistics and budget for the residences, to the Contracts
and Facilities Manager.

In the absence of the Contracts and Facilities Manager, attend the Waste Key Risk Review
Meeting.

Attend the Biodiversity Steering Group, leading on relevant actions from the group.

Provide support, assistance and guidance to the Contracts Assistant in relation to
student damage claims, raising initial issues with the Contracts and Damage
Co-ordinator.

Lead on the planning, arrangement, co-ordination and delivery of periodic refresher
training for Helpdesk users, in agreement with partners and relevant teams and with the
assistance of the Contracts Assistant.

Conduct monthly health and safety inspections of specified areas, providing the
completed inspection form(s) to the Contracts and Facilities Manager in a timely manner.

Working with other teams (i.e. Service Team, Customer Services), monitor the online
inventory system, to enable problem areas to be identified and rectified as soon as
possible/for the future, such as reporting issues, commonly reported problems.
Contribute to the accuracy of the online inventory and electronic checkout system and
processes.

Monitor and maintain accurate statutory information for Project Co accommodation and
Retained Estate as applicable, conducting regular audits as necessary.

Monitor the accuracy of financial invoicing information (waste, window cleaning,
launderettes and other services provided by the team) entered on relevant spreadsheets
by the Contracts Assistant, raising any queries with the Contracts Assistant in the first
instance.

Conduct Job Checks for maintenance jobs, and co-ordinate Call Backs with the Contracts
Assistant, in accordance with agreed processes and procedures.

Conduct monthly health and safety inspections of specified areas, providing the
completed inspection form(s) to the Contracts and Facilities Manager in a timely manner.

As part of the Contracts Team, provide support and assistance in relation to IT systems
and processes, such as the damage and inventory systems, in order to drive forward
accuracy, improvement and change.

Attend,
with
the
Contracts
and
Facilities
Manager
(or
in
their
absence)
monthly/bi-monthly (as applicable) review meetings with contractors, such as
launderettes and waste providers.

Attend Service Review Meetings with/on behalf of the Contracts and Facilities Manager,
as required.

Assist, where required, with the annual fire drills in the residences (normally carried out
from 0700hrs for 7 days, subject to an agreed rota – 2 days of rota normally required)
 Liaise with other service providers to provide the most effective service.

Maintain accurate records and filing systems.

Any other duties, commensurate with the grade of the post.
Person Specification
Applicants should provide evidence in their applications that they meet the following
criteria. We will use a range of selection methods to measure candidates’ abilities in these
areas including reviewing your on-line application, seeking references, inviting shortlisted
candidates to interview and other forms of assessment action relevant to the post.
Criteria
Essential Desirable
Qualifications and experience
1.
A good standard of general education
to GCSE standard or
X
equivalent with high levels of numeracy and literacy
2.
Experience of working on
multiple projects simultaneously
3.
Working knowledge of building maintenance demands and
X
X
requirements
4.
Experience of working in a customer focused
X
environment/organisation
5.
Working knowledge and experience of energy management and
X
initiatives
6.
Awareness of Biodiversity and an understanding of its relevance
X
to the University
7.
Working knowledge of waste management and related
X
initiatives
8.
Experience of KPIs and implications of
contractual
X
non-performance
9.
Working knowledge of relevant health and safety regulations
X
10.
Experience of working to tight deadlines
X
11.
Experience of delivering high quality customer service
X
12.
Awareness of PFI agreements
X
13.
Good knowledge of University premises, locations and
X
procedures
14.
Experience of working in a Higher Education environment
15.
Knowledge of the Data Protection Act (DPA)
16.
Knowledge of the UUK Codes of Practice
17.
Excellent IT skills including working knowledge of MS Office
X
X
X
X
(especially Excel),e-mail and internet
Communication skills
18.
Excellent written and verbal communication skills
X
19.
Good interpersonal skills to liaise effectively with colleagues and
X
customers
20.
Ability to manage difficult situations and customers
X
21.
Ability to retain confidential information
X
Team working
22.
Team worker with ability to work independently
X
Problem solving and decision making
23.
Ability to use own initiative and resolve problems
X
Personal effectiveness
24.
Willingness and ability to adapt own skills to new circumstances
X
25.
A genuine commitment to providing excellent customer service
X
26.
Excellent attention to detail
X
Planning and Organising
27.
Excellent Organisational Skills
X
28.
Work with minimal supervision and to tight deadlines,
X
prioritising own work
Other
29.
Flexible approach to work, in an ever changing environment
X
30.
Self motivated and enthusiastic
X
Further Information
This post is full-time:
This role has been identified as a full-time post, but we are committed to exploring flexible
working opportunities with our staff which benefit both the individual and the University.
Therefore, we would consider flexible delivery of the role subject to meeting the business
needs of the post. See www.sheffield.ac.uk/hr/wellbeing/info/wlb.html for more
information.
Benefits
Terms and conditions of employment: Will be those for Grade 5 staff.
Salary for this grade: £20,172 - £23,352 per annum. Potential to progress to £25,504 per
annum through sustained exceptional contribution.
More details on salaries, terms and conditions and our wide range of benefits for staff are
available at www.sheffield.ac.uk/hr/reward/structures
Closing date: 24 November 2013
Informal enquiries:
For all on-line application system queries and support, contact:
e-Recruitment@sheffield.ac.uk .
For informal enquiries about this job and department, contact:
Selection-Next Step
Following the closing date, you will be informed by email whether or not you have been
shortlisted to be invited to participate in the next stage of the selection process. Please note
that due to the large number of applications that we receive, it may take up to two working
weeks following the closing date before the recruiting department will be able to contact
you.
It is anticipated that interviews and other selection action will be held commencing 9
December 2013. Full details will be provided to invited candidates.
The University of Sheffield is committed to achieving excellence through inclusion.
The University of Sheffield is proud to be a Two Ticks employer
www.sheffield.ac.uk/hr/equality/support/twoticks/
Professional Services have achieved the Investors in People Standard
e the extraordinary