Maintenance Supervisor

Salary: £36,024 - £44,263 per annum (Grade 7)
Contract type: Full-time, permanent
Reports to: Buildings Manager
Location:  Balliol College, Oxford
Hours: 37.5 per week

Balliol College

Occupying an historic site in central Oxford, Balliol was founded in 1263 and is now one of the larger Oxford colleges, with about 400 undergraduates and a similar number of graduates in residence at any one time. The College takes academic work very seriously, but visitors are generally struck by the informal and friendly feel of the place. Balliol is a constituent college of the University of Oxford and employs some 80 fellows, 50 lecturers and about 170 support staff with Dame Helen Ghosh as its current Master.

The maintenance department is responsible for the effective maintenance and repair of the buildings ranging in date from 1425 to 2020, and as such, the staff need to have knowledge and experience of working with a variety of buildings. The team consist of skilled and unskilled post-holders who undertake a variety of maintenance work including reactive, planned and proactive maintenance.

The College operates over three sites and also includes Fellows’ housing and properties owned by the College that are privately rented. The College has also recently completed a major building project at the Master’s Field creating over 200 new student rooms and a new Pavilion.

Purpose of the Post

The College seeks to appoint a full-time Maintenance Supervisor. The Maintenance Supervisor is responsible for delegating tasks, monitoring, quality management and general activities of the maintenance team, in addition to overseeing small/medium projects, both internally and externally undertaken. This is a multi-faceted role, and so a willingness to undertake a diverse range of works whilst forging a strong team ethic will be vital.

The role works closely with the Buildings Manager to upkeep and improve the infrastructure, buildings, systems, and processes, across the estate - this will include being hands on with some tasks at times and therefore a trade background would be an advantage.

The College has a large estate with many buildings being grade I or II listed. The successful applicant will have an eye for detail and accuracy in planning and controlling works. The postholder will also be required to liaise with external maintenance contractors in programming and monitoring work, as well as have responsibility for managing, and being a part of, the College’s call-out rota for out of hours emergencies (this element is paid over and above the quoted salary).

Main duties

Reactive Repairs and Maintenance

• Plan and delegate works via the in‐house team and approved contractors
• Set a daily work schedule for each team member via the repair request booking system
• Ensure day to day repairs are undertaken efficiently with minimum disruption
• Respond to unforeseen issues and ensure they are rectified in a safe and timely manner

Planned and Preventative Maintenance

• Discuss and agree planned works with the Buildings Manager
• Ensure minimum disruption to staff and students by planning works in advance and scheduling around academic and accommodation commitments
• Manage outsourced maintenance activities in an effective manner and ensure that works are completed within the set timeframe and budget, and to a suitably high standard
• Maintain records of statutory inspections/tests as undertaken by the maintenance team and external providers
• Supervise all areas of projects as agreed with the Buildings Manager
• Allocate tasks to maintenance staff and ensure completion to a high standard
• Identify opportunities for implementing improvements to working practices

Health & Safety (in conjunction with the Health and Safety Supervisor)

• Ensure all work and activities are carried out in accordance with H&S legislation
• Maintain and improve current H&S systems and procedures, e.g. Risk Assessment, 

Safe Working Methods, COSHH, Work at Height, Asbestos, PAT, Hot Works etc.

• Ensure all cyclical statutory inspections are scheduled with the appropriate contractor
• Arrange H&S remedial works in a timely manner
• Organise and implement works highlighted after audits or statutory servicing 
• Induct external contractors to site and ensure they provide appropriate documentation and comply with College procedures

Administration

• Deputise for the Buildings Manager when required
• Monitor team time keeping and work output
• Oversee the workshop and repair shop and order stock as required
• Attend meetings pertinent to the role and as required by College
• Ensure monthly meter reading spreadsheet is updated and submitted on due dates
• Maintain files and documents in an orderly fashion
• Manage and direct the Maintenance team including: Manage staff holidays (in consultation with the Buildings Manager) and maintain leave records
• Record and manage other absences in liaison with the HR Officer
• Produce and monitor the maintenance on-call rota
• Undertake purchasing requirements for the Maintenance team in a cost-effective manner ensuring that best value for money is achieved and in line with College procurement procedures
• Exercise discretion and maintain strict confidentiality at all times
• Lead by example and instil a can‐do approach to progress and improving service

Selection Criteria

The person appointed will have the following essential qualities:

• Good standard of education
• City & Guilds level 3 or NVQ3 in trades
• Proven experience of effectively supervising staff and contractors
• Experience in a maintenance role including project management
• Excellent communication skills with a variety of audiences
• Experience and diagnosis knowledge of heating systems and plant
• Good knowledge of BMS systems and software
• Excellent organisational and problem-solving skills
• Sound knowledge of H&S - including Safe Working Procedures, Risk Assessing etc.
• Experience with MS Word, Excel and ability to learn new software tools
• Experience in Access control systems
• Experience in on line ticketing systems
• Ability to manage and prioritise own workload
• Attention to detail, particularly in maintaining records for statutory obligations
• Experience of customer service within a maintenance/building environment. 

Desirable qualities:

• Plumbing experience/qualification would be advantageous
• Experience with painting, tiling, and fitting kitchens/bathrooms
• Experience in an institution, such as schools, colleges, hotels, historic buildings
• An understanding of ACOP (Accommodation Codes of Practice)
• Awareness of sustainability and improving systems to reduce carbon footprint
• PASMA trained

FURTHER PARTICULARS

Hours and location: The position is offered on a full-time basis (37.5 hours per week, with flexibility to work longer hours during specific periods, and also Bank Holidays if necessary, for which time in lieu can be taken). Normal hours of work will be during office hours (Monday to Friday 8.00am to 4.30pm). However, work outside these normal hours, including weekend work, may be required at busy times. Working hours will be mutually agreed between the post-holder and line manager. 

Salary: Grade 7 £36,024 - £44,263 per annum

Holiday:  The postholder will receive paid leave entitlement of 38 working days (including Bank Holidays) during a complete holiday year, five of which are taken around Christmas and New Year.  The College reserves the right to require staff to work on Bank Holidays during full term, receiving a day in lieu.   

Probation and notice: The probationary period will be twelve months, during which time the length of notice is one month on either side, given in writing.  The length of notice thereafter will be three months on either side, given in writing. 

Pension:  The post-holder will be eligible to join the USS pension scheme. Further details provided on appointment.

EMPLOYEE BENEFITS

Staff meals: a free two-course lunch is available in the Hall, when the kitchens are open.

Travel: benefits include interest-free loans enabling the purchase of bus passes, annual rail season tickets to Oxford, and discounted bicycles and accessories.

Healthcare: benefits include free eye tests, free flu jabs, free use of the College’s onsite gym and the University swimming pool, and preferential rates for other University sports facilities.

University Club: staff are eligible for free membership of the University Club, which offers food, drink and accommodation in an exclusive space for staff, postgraduates and alumni.

Learning and personal development: resources are available from the University in addition to training.

Visitor access: staff benefit from free visitor access to the 45 colleges and halls of the University and the University’s Libraries, Botanic Gardens, Arboretum and Museums.

Employee discounts: available at local and national retailers and online services using exclusive discount codes for University staff and with a TOTUM (formerly NUS) card.

APPLICATION PROCEDURE

Informal enquiries:  Candidates wishing to have an initial conversation about the role should in the first instance contact Keeley Mortimer, Deputy Domestic Bursar (keeley.mortimer@balliol.ox.ac.uk) to arrange a confidential discussion.

Written applications:  Applications should be made by 9.00 am on Monday 9 September online at https://www.balliol.ox.ac.uk/careers.

Interviews: Candidates selected for interview will be notified as soon as possible following the application deadline.

Right to Work: Shortlisted candidates will be expected to supply original documentation proving that they have the right to work in the United Kingdom (UK). 

Equal Opportunities: Balliol College is an equal opportunities employer. All applicants are asked to complete a separate confidential Equal Opportunities Monitoring Form to help us fulfil our duties in this regard. Applicants are encouraged to ask if they require reasonable adjustments for any part of the recruitment process.