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Soft Facilities Manager

Requisition ID:  19962

Newcastle, GB

Contract Type:  Open Ended
Working Pattern:  Full Time
Posted Date:  09-May-2022


We are a world class research-intensive university. We deliver teaching and learning of the highest quality. We play a leading role in economic, social and cultural development of the North East of England. Attracting and retaining high-calibre people is fundamental to our continued success.


What’s in it for you? Newcastle University is a great place to work, with excellent benefits. We have a generous holiday package; plus the opportunity to buy more, great pension schemes and a number of health and wellbeing initiatives to support you.

Newcastle is an inclusive global University community where everyone is treated with dignity and respect.  As a University of Sanctuary, we aim to provide a welcoming place of safety for all, offering opportunities to people fleeing violence and persecution.


Newcastle University is committed to being a fully inclusive Global University which actively recruits, supports and retains colleagues from all sectors of society.  We value diversity as well as celebrate, support and thrive on the contributions of all our employees and the communities they represent.  We are proud to be an equal opportunities employer and encourage applications from everybody, regardless of race, sex, ethnicity, religion, nationality, sexual orientation, age, disability, gender identity, marital status/civil partnership, pregnancy and maternity, as well as being open to flexible working practices.


Salary: £31,406 - £33,309 with progression to £40,927 per annum


Closing Date: 29 May 2022


The Role


Estates & Facilities (recent winners of the Times Higher Estates Team of the Year award) are a very large multidisciplinary team that look after the development, maintenance, safety and security of over 150 buildings across various sites including a wide variety of world class teaching and research facilities, a range of diverse accommodation for over 3500 students across three student villages as well as caring for our beautifully landscaped grounds. We are also the team at the University responsible for catered halls, great food and drink, conferences and events. 


We are looking for an experienced manager who can lead a large team of over 70 colleagues, with 4 direct reports.  As the manager of this area, you will have overall responsibility for the cleaning and maintenance service delivery, of which we pride ourselves in maintaining high standards. The campus in the heart of Newcastle is a beautiful and diverse place to work and you will be looking after three student villages which house 3500 students.


We are looking for someone who can manage the operation of volume cleaning and maintenance delivery utilising a combination of in house teams and contract cleaners. This includes responsibility for the management of budgets and procurement for the Residences team.
To achieve this you will have a proven track record of managing multi-discipline teams and delivering multiple projects. It is important that you can manage conflicting priorities and influence service delivery, in a customer facing environment with a sound knowledge of accommodation management. 


We are keen to hear from people who share our passion for making a difference to student’s living experience with us.

Interviews will be held on 13th and 14th June 2022.

If this is you, we want to hear from you.  To talk to us or arrange a visit please contact Helen Davis at


Key Accountabilities

  • Review, monitor and adapt the cleaning and operational maintenance services provided to meet the requirements of Accommodation Services and the wider University
  • Develop and maintain Service Level Standards that are adapted to the varying requirements of the buildings and customer needs ensuring a fair and consistent approach to the provision
  • Plan and execute peak level business including summer deep cleaning, conference and summer school provision, intake and arrival
  • Be responsible for the procurement and tender of external providers including contractors, to ensure that service levels are met and managed
  • Be responsible for the operational budget for cleaning, operational maintenance and repairs to buildings. To work with the Assistant Head of Residences to prepare budgets and support planning statements and manage the annual budgetary allocation 
  • Produce standard reports on expenditure, forecasts and management information at regular intervals throughout the financial year
  • Ensure that all staff within the facilities team are effectively managed and have the necessary resources to achieve the agreed Service Level Standards.  To ensure that all processes relating to employment of staff including disciplinary procedures, job analysis and evaluation, PDRs are correctly managed and adhere to current HR related legislation and University regulations
  • Initiate and maintain effective communication links with Stakeholders and colleagues in Estates and Facilities through regular meetings, providing proactive and collaborative solutions to issues or problems relating to the buildings
  • Produce an annual planned maintenance schedule in consultation with the Improvements Team within Estates and Facilities
  • Benchmark the service against peers and external service providers, evaluating alternative strategies for service provision in pursuit of more effective and cost efficient methods of work to demonstrate best practice.  To operate within a system of continuous improvement framework and manage changes in operational practice when necessary and to analyse data, provide reports and deliver presentations to demonstrate the effectiveness and value for money of the service and disseminate information to the Assistant Head of Residences
  • Ensure that relevant Health & Safety policies, legislation and appropriate codes of practice including UUK compliance are followed in relation to the service provision ensuring that the resource and financial implications to ensure statutory compliance are reported and budgeted for
  • You will from time to time be required to undertake other duties of a similar nature as reasonably required by your line manager. You are required to follow all University policies and procedures at all times and take account of University guidance. You will be required to manage and participate in activities relating to student arrival and departure weekends as well as open and applicant days (these can vary depending on semester dates)
  • Undertake the role of Duty Manager out of hours and participate in the Service Incident Management and Business Continuity Plan as Incident Manager in the event of a major incident being declared 

The Person

Knowledge, Skills and Experience 

  • Ability to manage conflicting priorities within a demanding workload 
  • Excellent inter personal and communication skills
  • Excellent word processing and IT skills 
  • Well-developed organisational skills 
  • Ability to work accurately with meticulous attention to detail 
  • Ability to analyse issues and resolve problems, frequently involving lateral thinking to provide alternative solutions 
  • Experience of using computerised systems in a work context 
  • Experience of facilities management
  • Knowledge of Statutory requirements and legislation in particular in relation to UUK Accommodation Code of Practice
  • Knowledge of procurement and tender processes
  • Excellent operational planning, communication and relationship building skills


Attributes and Behaviour

  • Effective at planning, organising and managing a complex workload
  • Skilled in managing multidisciplinary teams
  • Understands customer/stakeholder needs and provides feedback on delivery
  • Strives to deliver high quality results whilst meeting business deadlines
  • Excellent communicator at all levels to a variety of audiences
  • Experience in accommodation management is desirable, however we also want to hear from you if you have soft FM management experience


  • A first degree, equivalent qualification or equivalent experience

The University holds a silver Athena SWAN award in recognition of our good employment practices for the advancement of gender equality. The University also holds the HR Excellence in Research award for our work to support the career development of our researchers, and is a member of the Euraxess initiative supporting researchers in Europe.


Requisition ID: 19962