Head of Estates

Job Description Job Title: Head of Estates Reporting to: Director of Finance and Resources (DFR) Direct Reports: Estates Manager, Estates Services Technicians, Estates Administrator, Estates Maintenance Assistant Grade: Senior Advisory/Managerial Department/Team: Estates Directorate/Group: Finance and Resources ABOUT THE RAF MUSEUM The Royal Air Force Museum is a national museum, a Government non-departmental public body (NDPB) and a registered charity, with two sister sites at London and Cosford. RAF Museum Enterprises Ltd (RAFMEL) is the trading arm of the RAF Museum with all profits gift-aided to the Museum to support its charitable activities. Our purpose is to share the story of the Royal Air Force, past, present and future, using the stories of its people and our collections, to engage, inspire and encourage learning. Our vision is “inspiring everyone with the RAF story – the people who shape it and its place in our lives”. The shared values that guide our planning and behaviour are: • Integrity: we are open, transparent and ethical • Sharing: we work as a team to ensure our collections and expertise are accessible to all • Passion: we care deeply about sharing our collections and their stories • Innovation: we tell our stories and develop our business with creativity and imagination • Relevance: we ensure our legacy by linking our histories with today and tomorrow • Excellence: we are professional and strive to ensure excellence in all that we do As an organisation, we aspire to be entrepreneurial, agile and sustainable in our approach, and have agreed five key strategic priorities which will underpin all that we do for the current strategic planning period to 2030: • Inspiring innovative engagement, debate and reflection • Inspiring our people within a diverse and collaborative culture • Embedding an entrepreneurial, agile and sustainable approach • Leading the way with brilliant basics • Connecting with communities and partners As a member of the RAF Museum team, you will play an important role in delivering our purpose and achieving our vision, ensuring that the Royal Air Force’s story continues to enrich and inspire current and future generations. The Finance and Resources Group comprises the Finance, Human Resources (HR) and Volunteering, Estates, Development and IT teams. We support the Museum to manage all resources and activities effectively and flexibly to meet its charitable objectives and strategic ambitions, within a professional, collaborative, diverse and entrepreneurial culture. The team is also responsible for ensuring that appropriate controls are in place to meet all legal and regulatory requirements. Purpose of the Job To be responsible for management and maintenance of the RAF Museum’s estate at both public sites, London and Cosford, and including the Museum’s storage facilities at Stafford and Cosford. The post-holder ensures the care, welfare and development of buildings, land, plant and services to support the effective operations of the Museum and its commercial enterprises, both front and back of house. The Head of Estates is responsible for leadership of the Estates team and provision of a professional service and standards in accordance with relevant legislation and best practice. In addition to managing day to day operations, the post-holder will both lead and support major projects and programmes across the Museum. This is a key role within the Senior Management Group (heads of department), working together to lead and inspire their teams to deliver the Museum’s strategic priorities through departmental strategies, policies, and plans. Key Role Responsibilities Estates Management • Manage and maintain buildings, land, mechanical, electrical services and plant in accordance with best practice to meet statutory requirements and approved codes of practice, whilst achieving value for money and complying with the Museum’s financial codes and policies. • To agree and maintain a long-term Museum Estates Plan and Strategy with the DFR in support of the Museum’s strategic priorities. • Provide advice and support as required to support Museum strategy and capital programme development including applications for lottery or other external funding; building and structural alterations to facilitate the delivery of new exhibitions; and the construction of new and/or major alteration of existing buildings. • Provide professional and technical support to Heads of Operations at both public sites to manage and maintain the estate to meet front and back of house operational requirements; assist with the control and management of contractors involved with day to day reactive maintenance or other works on site. To similarly support the Conservation Storage Manager at Stafford and other colleagues as appropriate. • To advise the DFR if appropriate standards cannot be met due to lack of funds or other matters outside the post holder’s control. • To effectively select and manage a combination of staff, contractors and professional consultants to provide appropriate expertise and deliver effectively to meet operational requirements within budgetary constraints. • Provide professional and technical support to Directors, Department Heads and/or project managers as required in relation to site operations and current/future projects. • Carry out investigations and surveys using consultants where required to identify and determine the extent and likely cost of general maintenance, remedial work and refurbishment necessary to comply with required standards. • Maintain a detailed Forward Maintenance Plan which will be used to identify the extent of the Museum’s maintenance in respect of its built estate to support strategic planning. • Create and maintain an Estates Asset Register and highlight future investment/equipment replacement requirements for inclusion in the Museum Estates Plan. • Create and maintain the Estates Risk Register. • Liaise with Heads of Department and colleagues as necessary to keep them informed of works in progress which may affect the operation of those departments. Health and Safety • To be a member of the Health and Safety Committee and attend (or delegate attendance as appropriate) Health and Safety Working Groups at both sites. Liaise with Health and Safety management leads on each site in relation to contractor activities. • Arrange for and oversee statutory plant inspections, including those for aircraft suspension systems and liaise with MBCC Manager regarding implementation of recommendations. • Ensure that appropriate risk assessments, method statements and safe systems of work are in place in relation to estates operations under the post-holders control. Provide advice to colleagues as appropriate. • Arrange for specialist consultants to carry out building asbestos surveys and for Fire Safety Risk Assessments to be undertaking on all sites. • Make all the necessary site visits to carry out surveys, supervise works in progress and meet with contractors, consultants and staff. Arrange and/or attend meetings as necessary. • To support the Senior Leadership Team and Heads of Operations to develop a Security Strategy and Plan and provide technical expertise in relation to ensuring security requirements are met. Contract Management • Oversight of contractual arrangements, ensuring compliance with best practice and supporting effective decision-making, identifying economies of scale and developing a preferred supplier list, and provision of advice to colleagues as required. • Support major service contract tenders and ongoing operations relating to estates management including cleaning and security. • Monitor performance and compliance of mechanical and electrical maintenance contractor and other contracts as appropriate • Undertake procurement and manage tendering of works contracts, using appropriate forms of contract, and including the renewal of term contracts. • Produce risk assessments, method statements and safe systems of work to cover contractor activities under the post holder’s control. • Set up and run contractor vetting and site induction procedures which are to be followed by all contractors using museum sites including those under control of other departments but excluding the MBCC contractors working on aircraft restoration. • Specify works and produce and/or collate contract documents for tender action. Review and evaluate tender offers and make recommendations for acceptance. Agree interim valuations and final accounts for contract works in progress in accordance with industry practice. Supervise and/or monitor works in progress and ensure such works are carried out to required standard, within budget and time constraints. Project Management • Provide effective project management for major and minor works which are under the post holder’s control, to required standard within budget and time constraints. • Select and use consultants to act as Construction Design and Management (CDM) planning co-ordinator, and to produces pre-tender and construction health and safety plans to ensure compliance with CDM regulations. • Where required, select and use consultants to obtain Planning, Building Control, and Listed Building Consents and liaise with local authorities and other relevant statutory authorities. • To attend and report to the Museum Programme Board as required. Budget and Resource Management • Budget management responsibility for estates related budgets (revenue and capital; project and operational) relating to all sites including provision of estimates of cost of works and monitoring and controlling expenditure against agreed budgets. • Work to reduce operational costs and maximise resources to ensure value for money whilst maintaining standards of products and services. • Provide effective financial management and reporting as required including monthly performance reporting; updates to the Business Plan Monitor; and a quarterly detailed Estates Update report to DFR covering all matters relating to the built estate and progress of works underway. Team Management • Lead and motivate staff, both employees and volunteers, ensuring plans are progressed successfully, setting and monitoring objectives and encouraging professional development (through regular 121s and the annual performance development review process). • Provide effective, timely reporting both in writing and through presentations and discussion. • Encourage feedback from the team and other departments to ensure ‘lessons learned’ are shared with colleagues. Other • The Head of Estates is responsible, either personally or through formal delegation to others, for any other duties or responsibilities which may be set out from time to time by the DFR. • Attendance at Board / Committee meetings where required. • Liaise with Museum insurance brokers and provide access for surveys as required. • Establish and chair the Museum’s Green Group and work with colleagues to build awareness and consideration of environmental issues and sustainability in order to improve working practices, reduce waste and ensure effective energy consumption. • Undertake any other duty which may be reasonably required by the Museum. • Keep abreast of statutory requirements and best practice in relation to estates management and maintenance, including health and safety. Additional General Responsibilities Relationships • Establish working relationships with the Royal Air Force and Defence Infrastructure Organisation representatives at Cosford and Stafford. • Ensure effective communication with all stakeholders, both internally and externally. • Work closely with other departments to deliver museum-wide programmes and objectives. • Cultivate internal relationships that cross team boundaries and demonstrate positive collaboration and problem solving with all team members. • Cultivate external relationships to identify potential new partners. • Build and maintain partnerships with relevant external contacts and stakeholders Policies and Procedures • Uphold both the spirit and letter of the Museums Association’s Code of Ethics. • Adhere to Museum policies, procedures and code of conduct, to protect people and the Museum’s reputation, including GDPR, Health and Safety and Safeguarding policies and procedures. • Professionally challenge procedures that do not add value to the Museum. Personal Responsibilities • Actively support and demonstrate the Museum’s Values. • Work as part of a team and support colleagues across the Museum. • Protect the reputation of the Museum. • Be a positive influence and role model, acting with integrity and professionalism and tackling challenges in a pragmatic and collaborative manner, to bring your team and the wider staff along with you when changes and developments are being implemented. General Consideration • The above job description is not intended to be a comprehensive list of key responsibilities, duties or requirements, and you are expected to carry out any other duties commensurate with the scope and scale of your role. The job description should be reviewed regularly to ensure it remains an accurate reflection of your role. • You will be expected to travel regularly to other sites, in particular the Museum’s Cosford site, as and when the role requires it (including outside the UK if required). Person Specification: The post holder must have (and be able to demonstrate) the following core/professional competencies: COMPETENCY DETAILS Essential technical competencies • Professionally qualified Chartered Surveyor, Building Services Engineer or Facilities Manager. • Significant relevant experience in building construction, maintenance, management, refurbishment and M&E building services. • Ability to take a strategic approach to estates planning and business development. • Previous experience of managing a multi-site operation. • Extensive knowledge and understanding of all relevant statutory requirements, including planning, listed building and building control processes. • Advanced project management skills (including PRINCE2 or equivalent). • Experience in managing service provision by external providers under contract to achieve high performance and value for money. • Extensive experience in operational and project budget management. • Experience of negotiating and developing successful and complex supplier contracts. • Proven IT skills (Microsoft Office, Microsoft Project). • Being able to work flexible hours, including occasional weekends and bank holidays as required. Communication & Engaging People • Is able to inspire team to engage with the long-term vision and purpose of the Museum. • Communicates in a timely, straightforward, respectful, honest and engaging manner with colleagues and other stakeholders and expresses clearly, but with sensitivity, if they disagree or have concerns about decisions. • Provides constructive challenge to senior leadership on proposals. • Provides constructive challenge back to team on views, suggestions and behaviour. • Is able to adapt style of communication depending on audience and message. Decision Making & Problem Solving • Delegates decision making to the right level within team. • Willing to make difficult decisions, pragmatically weighing up the complexities against the need to act, and demonstrates resilience in communicating and implementing decisions. • Prepared to take managed risks, ensuring these are planned and impact assessed. • Continually looks for ways to improve current working practices within team, seeking appropriate approval and implementing in a timely manner. • Places emphasis on both the future and shorter-term implications when decision making. Delivering Results • Pushes themselves and team to achieve, setting a clear plan and objectives and ensuring they/their team stay focussed. • Pro-actively supports team in overcoming obstacles to achievement of objectives. • Takes responsibility for delivering expected outcomes on time and to standard. • Successfully manages, supports and stretches self and team to deliver agreed goals and objectives. • Regularly monitors own and team’s outcomes and activities against targets, and acts promptly to keep work on track/maintain performance. Change, Adaptability & Flexibility • Demonstrates positivity in relation to change and encourages team to embrace change. • Identifies and seizes opportunities, getting others to buy-in to the change and seeing it through to completion by maintaining positivity, energy and drive. • Provides team with the skills and information to allow them to successfully flex and adapt to change. • Helps colleagues deal with their reactions to change. • Is confident to initiate and manage change initiatives for the benefit of the team and/or Museum. Strategy and Leadership • Uses specialist/technical/professional expertise, detailed operational knowledge, and/or accumulated knowledge to its fullest extent where appropriate. • Proactively seeks to advance own professional/technical expertise and supports others to do so. Professional Excellence • Ensures own team’s strategy and activities are aligned to the Museum’s priorities and clearly articulates these to team. • Pro-actively builds and applies broader knowledge and understanding of Museum, cultural sector and wider business/commercial environment, to own role and team. Please fill in the form below to apply.