BUILDINGS AND MAINTENANCE MANAGER

Further Particulars

St Peter’s College

St Peter’s College is one of thirty-nine self-governing colleges of the University of Oxford. Founded in
1929  expressly  to  widen  access  to  the  University,  it  is  an  open,  tolerant  and  creative  academic
community  and  enjoys  an  atmosphere  in  which  academic  staff  and  students  from  many  different
backgrounds and countries mix easily and comfortably. The College currently comprises a Master,
Professor Judith Buchanan, and 65 Fellows actively engaged in teaching and research in a wide range
of  subjects,  350  undergraduate  students,  240  graduate  students,  24  Visiting  Students  and  c95
members  of  administrative  and  domestic  staff.  St  Peter’s  is  a  friendly  and  vibrant  academic
community  and  provides  an  informal  and  supportive  working  environment.  St  Peter’s  College  is  a
registered charity. Further information may be found at www.spc.ox.ac.uk.

St Peter’s College Estate

The  College  occupies  a  central  but  quiet  location  on  the  site  of  the  medieval  New  Inn  Hall.  The
buildings  range  in  date  from  Linton  House  of  1794  and  Canal  House  of  1828  -  both  former
headquarters of the Oxford Canal Company - to a beautiful and award-winning multi-purpose building
from 2018.  Other buildings include a nineteenth-century parish church (now St Peter’s Chapel), a
1930s residential row and a fine example of 1970s brutalism.

In 2023, the College opened the Castle Bailey Quad, a significant expansion of the College's footprint,
including two new buildings of student accommodation, a new courtyard, a new common room and
a new entrance to the College’s main site. The new accommodation sits alongside 150 student rooms
on the main site and a further 140 student rooms in three attractive annexes nearby.

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Role Summary

The Buildings and Maintenance Manager (BMM)  will report to the  Domestic  Bursar and will work
alongside  and  in  collaboration  with  other  College  Officers.  The  purposes  of  the  role  include:  to
programme  and  manage  the  buildings  maintenance  projects  undertaken  by  the  College;  to
programme and manage the day to day maintenance of plant and machinery, grounds and gardens;
to manage the  College’s relationship with construction companies and professional consultants,
such as architects, engineers and planners; to liaise with officers and fellows of the College to agree
ways forward  in relation  to  our buildings and maintenance programmes; to manage, support and
develop  the  maintenance  team;  to  provide  expert  advice  to  the  Bursar  on  matters  related  to  the
maintenance of College’s buildings and estate.

The Buildings Team comprises five posts in total:  a Facilities Manager, a Maintenance Team Leader,
two Maintenance Operatives and a Quadman.

Main Responsibilities

Maintenance, Repair and Planned Works
Identify,  arrange,  manage  and  supervise  refurbishment,  planned,  reactive,  emergency  and  urgent
maintenance works and repairs within delegated limits. Procurement of works may involve writing
specifications,  obtaining  quotes,  seeking  permissions  and  consent,  planning,  organising  and
monitoring progress. Works need to comply with all Health & Safety requirements.  All works are to
be carried out most cost-effectively, with a priority being to draw on in-house labour where possible.

Planned Preventive Maintenance (PPM)
Develop and maintain a planned preventive maintenance programme for building and cyclical work.
Monitor and arrange regular inspections and checks of College properties and organise necessary
repairs and maintenance.

Manage  and  supervise  external  contractors  and  organise  in-house  resources  to  support  PPM
activities.

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Ensure  PPM  maintenance  records  and  documentation  are  comprehensive,  current,  relevant  and
easily accessible.

Manage  plant  and  equipment  inspections,  including  ladders,  tools,  scaffold  towers,  electrical
equipment and various College assets, and carry out ladder and tower competent person checks
together with maintaining the necessary records.

Assist  in  maintaining  records,  certificates  and  statutory  documentation  for  Planned  Preventive
Maintenance (PPM). Update electronic and paper copies for PPM contract files, such as, but not
limited to, asbestos, gas, electrical, water hygiene and vehicle usage, and help co-ordinate servicing,
MoTs, and general checks.

Environmental
Through
the  Facilities  Manager,  monitor  energy  usage  and,  where  appropriate,  make
recommendations to reduce consumption of utilities. Make use of the Building Management System
(BMS) for energy monitoring.

Consider best practice, current initiatives and technology in all works to help reduce carbon in line
with the College’s carbon reduction policies and sustainability initiatives.

Assist with utility monitoring, coordination of reporting for energy saving initiatives and emissions
regulations and collecting energy, fuel, transport and waste data to support carbon reporting.

Works Projects
Provide technical support, input, advice and supervision  for College refurbishments, projects and
major projects.

Set  snagging  and  defects  of  projects,  coordinating  attendance  on  site,  review  of  O&M  manuals,
dissemination  of  information  from  building  manuals  and  the  formulation  of  maintenance  plans,
budgets and PPMs for newly handed-over works.

Health & Safety
Follow all internal Risk Assessments and Method Statements (RAMs) when carrying out work at the
college.

Write Risk Assessments, Method Statements and Standard Operating Procedures, communicating
and briefing in-house personnel and contractors on outcomes of assessments, promoting a good
understanding and approach to Health & Safety.
Supporting  in-house  personnel  in  terms  of  Health  &  Safety,  ensuring  PPE  is  maintained,  properly
stored and correctly used.

Participate  in  the  creation,  review  and  updating  of  the  RAMs  for  works  managed,  planned  and
executed via in-house resources.

Review contractors’ RAMs and carry out work authorisations for contractors attending the site.

Carry  out  inductions  to  external  contractors,  consultants  and  contractors,  providing  supervision
whilst they are onsite and ensuring that all works are carried out safely by adhering to health and
safety standards and agreed RAMs.

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Administration
Carry out administration tasks in connection with duties. Provide technical support to College staff
in relation to issuing work orders, ordering materials, and liaising with suppliers.

Operate TURBO to raise and issue work and purchase orders, and monitor the various programmes
of work. TURBO will also be used for managing assets, recording decisions and actions taken on
maintenance tasks, budget and invoice information.

Provide and update written records of installations for future reference.

Provide  data  records  to  the  Domestic  Bursar  on  maintenance  requirements,  assets,  instruction,
servicing, testing and similar, as and when requested.

Maintain  records  and  details  of  plant  equipment,  asbestos,  finishes,  keys  and  other  assets  and
information deemed appropriate within building manuals.  Help co-ordinate asset and data capture
for updating records and databases. Maintain O&M Manuals, project files, Log Books, As-builts, site
drawings, fire plans and health & safety documentation in both electronic and paper copies. Update
project  files,  property  records,  assets,  contact  information,  rents,  leases,  responsibilities  and  all
other relevant data.

Finance & Budget
In close liaison with the Bursar, Domestic Bursar and College Accountant, to be fully accountable
for the financial management and control of the areas for which the post-holder is responsible.

Specifically, this will include:

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the preparation of an annual budget for the department.
formulating future programmes of work and budgets, providing details of future maintenance
requirements,  works  costings,  service  contract  costs,  and  details  of  in-house  resource
hours.

•  building positive relationships with external suppliers, contractors and vendors to ensure that
resources  are  deployed  effectively  and  that  services  are  provided  to  the  highest  possible
standards whilst being cost-effective and efficient.

•  ensuring that robust procurement and tendering processes are used, and that appropriate

systems and technologies are used to drive efficiencies.

•  authorising and monitoring expenditure within agreed budgetary confines.
•  ensuring all works are carried out within delegated limits and financial requirements.
•  providing regular updates to the Domestic Bursar on committed maintenance and works.

Communication
The post holder will be an important member of the Buildings and Household Committee, helping to
set its agenda, prepare its buildings-related papers and speak to the committee about plans. The
post holder will liaise with members of the College to ensure they are consulted on matters that will
affect others and informed in an appropriate and timely fashion of work being undertaken.  The BMM
will ensure that noise and disruption are kept  to  a minimum, and/or that  works are scheduled  at
times when the impact on others in the College community will be lowest.

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The  BMM  will  liaise  with  external  bodies  and  individuals  such  as  Oxford  City  Council,  statutory
bodies,  Planning  Departments,  Highways,  the  College’s  property  agents,  and  tenants,  as
appropriate.

The  Buildings  and  Maintenance  Manager  will  share  information,  plan  resourcing,  and  manage
projects in a supportive and inclusive manner, working closely and liaising daily with all members of
the buildings team to plan workloads and coordinate staffing levels in line with current priorities.

The  Buildings  and  Maintenance  Manager  will  attend  and  contribute  to  regular  wider  staff  team
meetings and work reviews.

Other Duties
The Buildings and Maintenance Manager will oversee the emergency call-out systems in conjunction
with the Domestic Bursar to enable a timely and appropriate response to out-of-hours emergencies.
Where  appropriate,  the  BMM  will  attend  the  site  in  person  to  coordinate  activities  and/or  lend
support to colleagues. Where not necessary to attend in person, the BMM will nevertheless provide
out-of-hours support via telephone. The BMM will monitor and manage follow-up works to callouts.

In order to carry out the duties listed, the Buildings Maintenance Manager will be expected to hold a
current clean driving licence and to drive College vehicles.

The post holder will be expected to keep abreast of legislation that affects areas of their operational
responsibility and remain qualified to current industry standards. As such, they will be required to
attend relevant training on an ongoing basis.

The above list is not exhaustive, and the post holder is expected to carry out such other duties as the
College may from  time  to time request, commensurate with the grade and responsibilities of the
post. The list of duties may be varied without changing the essential character of the post according
to the needs of the College.

Person Specification

Candidates  will  be  assessed  based  on  the  criteria  set  out  below  and  should  ensure  that  their
application provides evidence of how they meet the criteria. Examples of relevant experience need
not be just from work; candidates may wish to give examples from study, voluntary work or skills
gained in their family or social life.

Knowledge and Qualifications

Essential

•  A strong working knowledge and best practice in all major areas of responsibility detailed

above.

•  Understanding of Health and Safety, CDM Regulations and safe systems of work.
•  A  relevant  professional  qualification  in  surveying,  construction  and/or  building  project

management experience.

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Desirable
Fully  conversant  with  planning  regulations  and  processes,  concentrating  on  historic  buildings,
Listed Building Consent and current best practice in historic building conservation.

Experience

Essential

•  Experience in managing and developing staff.
•  Proficiency  in  developing  and  managing  budgets,  including  managing  cost  centres  to

achieve budgets.

•  Demonstrated experience in procuring and managing contractors.

Desirable

•  Significant experience in project-managing major construction or building projects.
•  Experience managing and maintaining historic buildings.
•  Successful  management  of  an  equivalent-sized  site,  including  rolling  maintenance,

compliance and upgrade works.

Skills and Competencies

Essential

•  Excellent  communication  skills  with  an  ability  to  engage  at  all  levels,  in  both  formal  and

informal settings; ability to produce clear minutes of meetings.

•  Ability to work effectively in complex or matrixed management structures, including working

with multiple stakeholders and influencing without direct authority.

•  Proven ability to manage multiple conflicting priorities.

Personal qualities

•  A commitment to quality and high standards, with rigorous attention to detail.
•  Practical,  collaborative  and  collegial  approach  to  solving  problems  and  working  with

multiple stakeholders.

•  An ability to prioritise tasks, work to deadlines and willingness/ability to work occasional

unsocial hours, including responding to on-call emergencies if needed.

•  Commitment to the academic aims and ethos of a centre of education and scholarship, and

willingness to work with the governance structures of an Oxford college.

Terms & Conditions

The appointment will be conditional on verification of the candidate’s availability for employment in
the UK. There will be an  initial probationary period of  nine months. During the initial probationary
period, notice will be one month on either side. Subject to satisfactory review and confirmation of
the post, the notice period will be three months on either side.

Salary:  Appointment will be made at Grade 8 of the nationally negotiated pay spine, currently
£47,389 - £61,760 per annum FTE.   Starting salaries are usually set at the lower end of the scale

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and then reviewed annually in line with the pay award for other salaried administrative staff. Some
account of skills and experience may be considered.

Pensions: The appointee will be enrolled in the USS Pension Scheme unless they make a request in
writing explicitly asking to opt out.

Meals: A free meal is provided in college when on duty, when the kitchens are open.

Healthcare: All staff are eligible to subscribe to the Oxford Colleges’ Healthcare Scheme at their own
expense.

Hours: This is a permanent full-time role, and the required hours as such are reasonably required to
carry out the duties to the satisfaction of the College; the notional FTE figure is 40 hours, but flexibility
in the number of hours worked is required, especially at busy times. Some weekend work is required.

Holidays: The appointee will be entitled to 30 days paid holiday (pro rata) plus bank holidays each
year. Holidays to be taken at times agreed with their line manager, thereby ensuring the continued
smooth running of the department.

How to Apply

Applications should comprise a detailed CV together with a covering letter (no more than two pages).
This should explain your interest in the role and particularly highlight the relevant strengths that you
would  be  able  to  bring.  Candidates  are  also  requested  to  give  details  of  the  names  and  contact
details of two referees. It would be helpful if candidates could indicate the capacity in which their
referees  have  gained  knowledge  of  their  work.  References  will  not  be  taken  up  before  the
appointment stage.

Applications should be sent to human.resources@spc.ox.ac.uk

Though not mandatory, we also ask you to complete and return a  College recruitment monitoring
form.

Since we will correspond with you by email and phone, please ensure that you provide us with an
email address and phone numbers that you are happy for us to use for this purpose. Please provide
a mobile phone contact if possible.

Closing Date: The closing date for applications will be Monday, 6th October 2025, at noon (UK
time). Late applications will not be considered.

Interview Process:  Interviews for those candidates short-listed are expected to take place the week
commencing 13th October 2025.

Interested  candidates  wishing  to  discuss  the  post  informally  should  contact  the  Bursar,  Simon
Jobes, bursar@spc.ox.ac.uk.

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All data supplied by applicants will be used only for the purposes of determining their suitability for
the post, and will be held, as defined in the General Data Protection Regulation (“GDPR”), the Data
Protection Act 2018 and the College Policy on Data Protection as amended from time to time.

St  Peter’s  is  an  equal  opportunities  employer  that  supports  and  encourages  under-represented
groups and values diversity.

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