Corpus Christi College Cambridge

Job Description

Job Title: Clerk of Works/Project Manager

Department: Estates and Facilities

Responsible to: Second Bursar

Purpose of Job: The Clerk of Works/Project Manager is a newly created position and one that will require pivotal leadership and have responsibility for the overall strategic and operational management of the College’s estate. The role involves strategic planning, financial oversight, staff management, regulatory compliance and the delivery of both capital projects and day-to-day operations.

Duties and responsibilities:

1. Maintenance, Estates and Facilities

Develop and implement a comprehensive Estates Strategy that aligns with the College’s long term goals and objectives.

Develop robust capital expenditure budgets to support the strategy and 10 year plan and monitor and adjust as needed.

Oversee the development and maintenance of College buildings and facilities to ensure they meet both current and future needs.

Regularly review and update the College’s maintenance strategy, ensuring a balance of planned and reactive maintenance to preserve and enhance the estate’s assets.

Drafting of papers dealing with the work of Estates and presentation thereof at relevant College Committees.

Manage the Estates Department’s budget, ensuring cost-effective delivery of services and projects, and demonstrating sound financial stewardship.

2. Projects

Implement programme and project governance frameworks to ensure adherence to standards, policies, and procedures.

Establish reporting mechanisms and templates for consistent programme and project updates; Create a range of reports and presentations to update the diverse College Community on projects, to be delivered orally and in written format by the role holder and by others.

Foster strong working relationships with Fellows, staff and student bodies. Coordinate with external contractors, architects, and consultants to ensure all projects adhere to Corpus’ standards and specifications. Serve as the central point of contact for programme-related communications, both internal and external.

Develop and manage the budget for projects and support the development of the budget for each project, ensuring cost-effectiveness. Work closely with Department Heads, identifying and making the case for appropriate resources and staffing levels.

Develop and maintain a project risk register, regularly assessing potential risks and implementing mitigation strategies. Manage the resolution of issues and conflicts within project teams and escalate as necessary.

Develop a comprehensive and coherent programme of works relating to regular maintenance and refurbishment and capital projects.

3. Health and Safety

Ensure the College’s Health and Safety Policy and arrangements are implemented consistently across all areas.

• Monitor, evaluate and review health and safety policies and procedures in line with the College’s operations and activities and emerging fire, health, safety and associated welfare legislation. Evaluate options, make recommendations, generate action plans and monitor their delivery, and implement new policies and procedures as required.

• To be the key point of contact and to provide advice and guidance to the College and their managers on fire, health and safety matters.

Support Heads of Department to implement and maintain safe systems of work, providing specialist advice and practical support, including, but not limited to:

a. Hazard identification

b. Risk Assessments (to include for example College events, building projects, COSHH, noise, DSE, and Personal Protective Equipment)

c. Accident and incident reporting and investigation

d. Induction of staff

e. Local/Department based Health and Safety compliance inspections

f. Management of contractors

g. Establishment and support of Department Health and Safety Coordinators/Champions

h. Contribute to Health and Safety related agenda items at Department meetings

Support and advise students staff and Fellows on health and safety matters (including in relation to contractors) related to organising events that will take place on College property. Work with students and Fellows to ensure risk assessments are prepared and authorised as required.

• Be the Health and Safety Adviser on organised student led events, ensuring relevant groups are aware of their responsibility to designate persons to take on the duties of safety planning and management in order to meet legislative requirements and to monitor events to make sure that students, guests, local residents and the public are not exposed to health and safety risks, whilst also protecting the College’s reputation. Provide advice to the designated person as required.

Audit and report on Health and Safety systems and procedures to ensure compliance. Working with the Heads of Department, undertake inspections by department, reporting opportunities for improving, and following up on actions identified.

Investigate, report on and record near misses, incidents, accidents and opportunities for improvement (including RIDDOR), recommending any changes that may be necessary to ensure that the College complies with health and safety regulations and recurrence is prevented. Where necessary, to ensure that accidents/incidents are reported to the Enforcing Authority.

To review working practices and safety equipment to ensure that the College meet the requirements of insurers and other relevant bodies. Support the College in its interactions with our insurers to ensure that the College’s interests are safeguarded

Liaise with relevant external bodies including the Health & Safety Executive (HSE), the Environment Agency (EA) and local Fire Protection Officers, and the University’s Occupational Health and Safety Service’s Safety Office.

To attend the Colleges’ Health and Safety Committee, facilitating agenda setting and following up on Action Lists. Prepare regular reports on compliance and activity for presentation to relevant College Committees and Working Groups.

Develop and maintain a Health and Safety Risk Register.

Implement and maintain a document management system to ensure version control,

nomenclature, dating, authoring and archiving documents with legal standing or which relate to the College Health and Safety Management system (HSMS).

Advise and Support the College’s Fire Safety Officer (the Head Porter) in maintaining up to date Fire Risk Assessment.

Monitor the implementation of mitigation and control measures identified in the Fire Risk Assessment as required by relevant legislation.

Lead the identification of fire and health and safety training needs for students, staff and Fellows; develop, facilitate, co-ordinate and – where appropriate - lead training as required. Maintain a centralised record of training completed and implement a process to ensure training is kept up to date.

To ensure that the College have sufficient First Aid Trained staff, and that they are regularly retrained.

Ensure personal knowledge of health, safety and welfare at work legislation and other regulatory requirements is kept up to date, to attend such training as may be required.

4. Staff Management and Leadership

Provide leadership, support and direction to the Estates and Facilities team to foster a positive and collaborative working environment.

Drive operational excellence through effective leadership and performance management.

Lead regular team meetings and performance reviews, and ensure the Estates and Facilities team is aligned with the College’s strategic objectives.

Lead a cohesive department that is structured and resourced to meet the departmental objectives.

5. General

Health and Safety

All staff must adopt a responsible and proactive attitude towards health and safety and to comply with any procedures as required by the College in order to ensure the health and safety of themselves, their colleagues and any other persons that may be affected by their actions. They must be prepared to undertake any training provided in relation to health and safety or which is identified as necessary in relation to their work.

College Staff Values

To uphold the College Staff Values of Excellence, Collaboration, Respect and Creativity.

• Safeguarding

A commitment to safeguarding our students and staff and complying with the College’s policies related to this.

The above is not an exhaustive list and the post holder may be expected to undertake other related duties as required by the Second Bursar. The list of duties may be subject to revision at the end of the probationary period.

Criteria	Essential	Desirable
Education/Qualifications
● Relevant Professional qualifications (RICS, IWFM or similar FM qualification	√
NEBOSH National General Certificate in Occupational Health and Safety or NCRQ(National Compliance & Risk Qualifications)	√
NEBOSH Certificate in Fire Safety and Risk Management, or wilingness toundertake training.	√
GCSE or equivalent Maths and English	√
Educated to degree level or equivalent		√
PRINCE2 qualification		✓
Knowledge/Experience
● Proven experience in estates management, ideally within a higher education orheritage environment	√
Demonstrated experience in budget management, project delivery, and strategicplanning	✓
Specific technical knowledge regarding commercial building plans, e.g. Heatingand HVAC systems or other M&E disciplines	√
Sound understanding of listed building restrictions and local and nationalplanning process	√
Experience in energy conservation and sustainability	✓
● Experience of working with major refurbishment projects	√
Experience of working in an Oxbridge College		√
Extensive knowledge of effective health and safety management strategies andbest practice	√
Proven track record in health and safety management	√
● Management of asbestos and water hygiene compliance		√
Skills
● Strong communication and interpersonal skills, with the ability to engageeffectively with stakeholders at all levels
● Strategic thinker with strong analytical and problem-solving skills.
• Highly organised, with the ability to prioritise and manage multiple tasks in acomplex environment
IT Skills
● Excellent working knowledge of IT, using spreadsheets and planned maintenancesystems	√
Personal Qualities
Collaborative, with the ability to build strong relationships across the Collegecommunity and liaise and cooperate with others at all levels, both internally andexternally	√
● A team/individual motivator	√
Physical/Special Requirements
Due to the age and layout of the college, there are a number of steep staircasesand areas of restricted access	√

Issued by Department Head

…Name

…Signature

.Date

Accepted and Understood by Postholder

.Name

….Signature