Head of Estate

Role Summary

My client is a vibrant and esteemed academic institution. The College's main site, in the centre of Oxford, comprises of historic listed Cotswold stone buildings, dating back as far as the seventeenth century, sitting alongside a recently built modern quad with a café, lecturer theatre, art gallery and teaching spaces in addition to student accommodation. There is a further accommodation complex nearby on the Thames, together with a boat house and sports pavilion.

The College's site includes:

• A mix of Grade 1, Grade2 and Modern buildings with approx 250,000 sq. ft. of floor space

• 484 bedrooms as part of its accommodation facilities.

They are seeking an experienced and dynamic individual to serve as Head of Estates. This role is pivotal in ensuring the effective management and strategic development of the College's physical infrastructure, including its buildings, grounds and facilities. The successful candidate will manage a team comprising of a Maintenance Supervisor, five Maintenance Assistants and a Gardner who are responsible for maintaining the College's estate to the highest standards while supporting the institution's academic mission and broader objectives.

Main Responsibilities

Strategy and Sustainability

• Develop and implement strategic plans for the estate in alignment with the College's goals and objectives.
• Identify opportunities for enhancement and improvement of the estate infrastructure.
• Champion sustainability initiatives within the College's estates, striving to minimise environmental impact and promote energy efficiency and conservation practices.

Financial Management:

• Manage the maintenance, compliance, refurbishment and small capital works budgets, totalling circa £1m pa, ensuring prudent use of resources and delivery of cost-effective solutions.
• Manage small capital projects in their entirety, obtaining quotes, hiring contractors and ensuring delivery of projects on time and within budget.
• Negotiate and contract with external suppliers, develop long term relationships and oversee their work.

Infrastructure Management:

• Manage the College facilities, including buildings, grounds, utilities and services.
• Ensure compliance with regulatory requirements and health & safety standards.
• Oversee the scheduling of compliance testing and any specialist inputs, bringing in external contractors as required.

Maintenance and Repairs:

• Update and implement a programme of planned preventative maintenance to ensure the ongoing upkeep of College buildings and infrastructure.
• Oversee the effective implementation of the maintenance helpdesk, ensuring that reactive repairs are carried out swiftly and cost effectively.
• Plan and deliver renovation and refurbishment projects, prioritising projects based on the planned preventative maintenance schedule.

Capital Projects:

• Play a lead role in managing major capital projects from inception to completion, including planning, design, procurement, and construction phases.
• Serve as the main point of contact between project contractors/consultants and the College, ensuring that the day-to-day project activities minimise interruption to College life.
• Liaise with architects, engineers, contractors and stakeholders to monitor progress and to ensure projects are delivered on time and within budget.
• Proactively communicate with all members of the College community, keeping them updated on project progress, movement of contractors and consultants, and any potential disruption.

Key Events and Critical Incident Management

• Play a key role in supporting one off and regular large events including the bi-annual College Ball, conferences and College celebratory events.
• As a senior member of the operations team, ensure that the estate is ready for the return of students and attend, in person, on key dates including the beginning and end of term.
• Serve as a member of the College's Critical Incident Response Team.

Leadership, Management and Stakeholder Engagement

• Provide strong leadership and direction to the maintenance team, fostering a culture of collaboration, accountability, and excellence, supporting professional development of individual members of the team.
• As a member of the Senior Leadership Team, contribute to College wide operational planning.
• Represent the Estates Team at the Buildings and Sustainability Committee of the Governing Body, at Project Steering Committees and at any other relevant meetings.
• Communicate effectively and build positive relationships both within the College and across the Oxford College Community.
• Collaborate closely with other operational leaders, academic departments, staff, students and external stakeholders, understanding their needs and priorities regarding the estate.

Person Specification

• Bachelor's degree in a relevant field and/or an advanced degree/professional qualification (for example, in engineering/as a quantity surveyor) an advantage.
• Extensive experience in estates management, facilities management, or a related field, ideally within a higher education or similar institutional setting.
• Proven track record of successfully managing complex estates, including maintenance, renovations and capital projects.
• Strong financial acumen and experience in budgeting, financial planning and resource allocation.
• Excellent leadership and team management skills, with the ability to motivate and inspire staff.
• Knowledge of health & safety regulations, building codes and compliance requirements.
• Exceptional communication, negotiation and interpersonal skills.
• Strategic mindset with the ability to think creatively and problem-solve effectively.
• Commitment to promoting diversity, equality and inclusion within the workplace.