About

• JOB DESCRIPTION
• REPORTS TO: Senior & Area Maintenance Managers

RESPONSIBLE FOR

• Providing leadership responsibility for a diverse and geographically dispersed team of professional, technical and administrative staff carrying out work across a range of Maintenance and Minor Works functions within Maintenance Service.

• Responsibility for the management and delivery of Planned & Response recurrent budget lines and all other capital Minor Works associated with this Service.

• JOB PURPOSE

• The overall purpose of the role is to manage and develop projects as part of the portfolio of services outlined below. As a member of the Building and Mechanical & Electrical Maintenance Service, the Project Manager is accountable for ensuring that service delivery is focused on meeting the needs of children and young people through provision of equal access to excellent services. The Project Manager will be part of transformational change and will assist both the Senior and Area Maintenance Managers in the development and implementation of structures, strategy, policy, procedures and processes for these services. The Project Manager will take part in the significant ongoing change and harmonisation process across the Minor Capital and Maintenance Recurrent Programme Delivery.

• The Project Manager will be responsible for assisting with developing all aspects of Recurrent and Minor capital delivery across the EA, including Minor works in schools settings in both the controlled and non-controlled sectors as well as other earmarked and special initiatives. They will be accountable to the Senior & Area Maintenance Managers for the effective management and delivery of all Response & Planned Maintenance Works and including Minor capital works, with significant input across all education sectors. This will require on-going liaison with the Department of Education (DE) to ensure planning and delivery of projects is in line with policy and complies with DE recurrent and capital standards. It also requires close liaison and negotiation with other sectorial bodies when delivering Minor capital works in non-controlled settings.

• The Project Manager will advise and support the Senior & Area Maintenance Managers in the development of the strategic direction for the service and will work closely with other Managers, Heads of Service, Assistant Directors and the SMT within the EA to ensure that Recurrent and Minor capital development supports the area planning process and is in line with service requirements.

• The Project Manager will be expected to provide strong leadership and direction to ensure the significant ongoing change and harmonisation process across the Recurrent and Minor capital delivery programme is successfully implemented. In acting as an integral member of the Buildings and M&E Maintenance Service, the Project Manager is required to fully contribute to all Recurrent and Minor capital programme issues related to the corporate plan, operational business plan, Service development proposals, savings proposals and risk register to ensure that the Directorate operational plans support the overall strategic direction of the Authority and the achievement of its objectives in line with its vision, mission and values.

• As part of DE’s Transformation of Education and the EA’s Transformation Programme, it is recognised that the Facilities Management service and the services which it provides will play a key role both within both the Operations and Estates Directorate and the EA. Service reviews are required in specific areas and this work will be required to develop as part of the transformational change programme in future years. Future development of services will also be an important aspect of this work.

• The Project Manager will assist and support as required the annual business planning process within the Maintenance Division and thereby contribute to the achievement of the EA’s overall corporate objectives. The post-holder will be responsible for providing advice, support and guidance to the EA Board, its Committees and other relevant organisations as appropriate.

• The Project Manager will work with the EA’s Performance and Planning Service in devising, developing and overseeing the implementation of a performance management culture within the Maintenance Division. The Project Manager will also support the development and implementation of an Outcomes Based Accountability Framework within the Operations and Estates Directorate.

• MAIN DUTIES AND RESPONSIBILITIES

• Financial Management
• (i) Assisting with the provision of cost control in connection with the Education Authority’s capital and revenue projects;
• (ii) Providing estimates and monitoring expenditure on the Education Authority’s programmes of work;
• (iii) Assisting with progressing contract and fee payments on a wide variety of projects.
• (iv) Issue and being accountable for, works orders to contractors for maintenance works and tendered projects.
• (v) Certify contractors and suppliers accounts for payment, being accountable for their accuracy and content.

• Implementation of Projects
• (i) Advising other divisions on contractual procedures to be followed and producing contract preliminaries for tender documents;
• (ii) Assisting with selecting contractors, scrutinising submitted tenders, assessing claims for payment and settling final accounts and claims;
• (iii) Assessing fee claims received from an external managed service.
• (iv) Respond quickly and effectively to requests for day to day emergency maintenance and repairs to the buildings, installations and equipment in all Education Authority properties.
• (v) Carry out regular visits to Education Authority properties in relation to day-to-day response maintenance problems and planned maintenance programmes.
• (vi) Appoint and supervise contractors of various disciplines to carry out maintenance repairs and planned maintenance projects.
• (vii) Issue and being accountable for, works orders to contractors for maintenance works and tendered projects.
• (viii) Supervise the compliance with all relevant current regulations and legislation with particular emphasis on the Health & Safety of pupils, teachers and the general public.
• (ix) Prepare and supervise planned maintenance programmes, minor work projects, projection of costs, drafting of specifications and working drawings.

• Negotiations with DE
• (i) Assisting with progressing capital projects through the Department of Education financial approvals system and negotiating with the Department of Education on cost allowances for each project.

• Development Works
• (i) Assisting with identifying options to be included in economic appraisals/ feasibility reports/business cases and forecasting revenue and life cycle costs for all options; preparing and completing economic appraisals;
• (ii) Assisting with preparing post project evaluation reports on completed Minor contracts;
• (iii) Assist with the Education Authority’s property strategy.
• (iv) Co-operate with DRD, DoENI, NI Water, Local Councils, NIE and HSENI, etc. to enable maintenance and capital projects to be carried out effectively and in compliance with relevant legislation.

• Procurement of External Managed Services
• (i) Assisting with directing an external managed service to ensure that the Education Authority’s standards are met on a wide range of capital and revenue projects;
• (ii) Assisting with the payment of an external managed service in accordance with agreed terms.

• Asset Management
• (i) Assisting with the Education Authority’s property condition surveys and updating information as required.
• (ii) Submit regular buildings, plant and equipment condition reports to the Senior Maintenance Team and maintain and regularly update records of buildings, plant and equipment in all Education Authority properties.

• Other Responsibilities
• (i) To carry out the full range of professional services as a Project Manager on any projects as directed by the Head of Service and Senior Maintenance Managers.
• (ii) To act as Project Manager/ Project Sponsor/ Senior Responsible Owner on any projects as directed by the Head of Service and Senior Maintenance Managers. To co-ordinate and manage in-house technical teams and external managed services teams and contractors/suppliers to ensure projects are completed to the required standard, on time and within the allocated budget.
• (iii) To carry out the full range of professional duties of a Principal Designer under the Construction Design and Management Regulations (CDM) and advise and monitor the Locality staff on issues relating to the CDM Regulations.
• (iv) Preparing estimates of cost based on current price data and own experience in relation to maintenance repair works, minor works and tendered projects.
• (v) Prepare all necessary specifications, working drawings and tender documents as required, to obtain competitive tenders for maintenance and minor works projects.
• (vi) Prepare and supervise the upgrading and installation of energy conservation measures in Education Authority properties in association with the energy Conservation Officer.
• (vii) Provide advice to Principals and Boards of Governors in relation to feasibility and cost of proposed recurrent and capital projects.
• (viii) Supervise the compliance with all relevant current regulations and legislation with particular emphasis on the Health & Safety of pupils, teachers and the general public.
• (ix) Co-ordinating and supervising multi-discipline services contracts in Education Authority properties, i.e. Building Projects, Heating, Plumbing, Electrical and other services deemed necessary.
• (x) Investigating and reporting on matters in respect of claims against the Education Authority.
• (xi) Issuing works orders and certifying accounts.
• (xii) Certify contractors and suppliers accounts for payment, being accountable for their accuracy and content.
• (xiii) Issue and being accountable for, works orders to contractors for maintenance recurrent and capital works.

• Supervisory Responsibility
• The post holder will be responsible for supervising a large number of highly qualified external consultants from within the construction industry i.e. Architects, Structural and Civil Engineers, Quantity Surveyors, Clerk of Works and Principal Designers. This supervision will not be shared but the post holder will report to his/her Line Manager, he/she will also be expected to deputise for his/her Line Manager as and when required. The post holder may supervise Technicians/operatives, Students and Administrative Staff.

• This job description is intended to provide a broad outline of responsibilities, and reflects an initial assessment of the needs of Maintenance Service. As such, it is not intended to be exhaustive, and may be subject to on-going review and refinement to ensure the Division’s ability to meet the evolving needs of the business. Other reasonable duties may be assigned by the Head of Service or Senior Maintenance Managers in consultation with the Project Manager.
• In accordance with Section 75 of the Northern Ireland Act (1998), the post-holder is expected to promote good relations, equality of opportunity and pay due regard for equality legislation at all times.
• To view the summary of terms and conditions for this post, click here.

• PERSON SPECIFICATION
• NOTES TO JOB APPLICANTS
• 1. You must clearly demonstrate on your application form under each question, how, and to what extent you meet the required criteria as failure to do so may result in you not being shortlisted. You should clearly demonstrate this for both the essential and desirable criteria, where relevant.
• 2. You must demonstrate how you meet the criteria by the closing date for applications, unless the criteria state otherwise.
• 3. The stage in the process when the criteria will be measured is outlined in the table below.
• 4. Shortlisting will be carried out on the basis of the essential criteria set out in Section 1 below, using the information provided by you on your application form.
• 5. Please note that the Selection Panel reserves the right to shortlist only those applicants that it believes most strongly meet the criteria for the role.
• 6. In the event of an excessive number of applications, the Selection Panel also reserves the right to apply any desirable criteria as outlined in Section 3 at shortlisting, in which case these will be applied in the order listed. It is important therefore that you also clearly demonstrate on your application form on how you meet any desirable criteria.

• Section 1 - Essential Criteria
• The following are essential criteria which will initially be measured at the shortlisting stage and which may also be further explored during the interview/selection stage. You should therefore make it clear on your application form how, and to what extent you meet these criteria. Failure to do so may result in you not being shortlisted.
• Factor Essential Criteria Method of Assessment
• Qualifications/
• Experience
• Hold a Degree in Project Management or a Mechanical and/or Electrical related discipline and have three years’ demonstrable experience in a Mechanical and/or Electrical-related Project Management role;
• OR
• Hold an HND/HNC or equivalent Mechanical and/or Electrical studies discipline with three years' demonstrable experience in a Mechanical and/or Electrical-related Project Management role;
• OR
• Have five years’ demonstrable experience working in a Mechanical and Electrical-related project management role.

• Shortlisting by Application Form

• Experience
• Demonstrable experience of making managerial and technical decisions.
• Demonstrate experience in the use of ICT in the context of estates management information systems and including AutoCAD.

• Shortlisting by Application Form

• Knowledge
• Demonstrate a broad knowledge of Maintenance issues with sound management techniques and strategies to problem solve and use own initiative.
• Demonstrate a knowledge of relevant Health & Safety regulations in relation to maintenance and in particular CDM regulations.

• Shortlisting by Application Form

• Other

The successful candidate will be required

• to have access to a suitable vehicle (appropriately maintained and insured for Education Authority business) that will enable them to carry out the mobility requirements of the post in an efficient and effective manner and thus meet this essential criterion;
• OR
• be able to provide sufficient information on the application form that will satisfy the employer that he/she has access to an appropriate alternative form of transport that will enable them to carry out the mobility requirements of the post in an efficient and effective manner and thus meet this essential criterion.

• Shortlisting by Application Form

• Section 2 - Essential Criteria
• The following are additional essential criteria which will be measured during the interview/selection stage in line with EA’s Game Changing People Model.
• Factor Essential Criteria Method of Assessment
• Knowledge
• Knowledge of the current and anticipated challenges relating to the role of Maintenance Project Manager within the Education Authority.
• Knowledge of health and safety legislation and CDM Regulations.

• Interview

• Skills/
• Abilities

In line with EA’s Game Changing People Model we will look for evidence of

• Ability to liaise with and review the work of contractors and also the ability to survey buildings, prepare maintenance programmes, prepare specifications and procure contracts using Terms Service Contracts.
• Ability to work with a wide range of professionals as part of a multi-disciplinary team and the technical ability and knowledge to contribute as an effective member of a team.
• Flexibility to meet changing demands and to prioritise as required.
• Ability to build constructive and collaborative working relationships internally and externally with key stakeholders.
• Good communication skills and high level inter-personal skills.

• Interview

• Values Orientation
• Evidence of how your experience and approach to work reflect EA’s ethos and values. You will find information about our Values here.

• Interview

• Section 3 - Desirable Criteria
• Some or all of the desirable criteria may be applied by the Selection Panel in order to determine a manageable pool of candidates. Desirable criteria will be applied in the order listed. You should make it clear on your application form how, and to what extent you meet the desirable criteria, as failure to do so may result in you not being shortlisted.
• Factor Desirable Criteria Method of Assessment
• Qualifications/Professional Memberships
• Hold a Professional qualification e.g. MCIOB, MRICS, MCIBSE.
• Hold an accredited AutoCAD qualification.

• Shortlisting by Application Form

• Our Values

• Through the selection process we will also seek evidence that the personal values of candidates align with those of the EA. This will include evidence of commitment to equality and excellence in service delivery. These reflect our aim which is to meet the needs of all our children and young people equally, removing barriers to learning and ensuring equality of access to excellent education services so that every child can develop to his or her full potential.
• DISCLOSURE OF CRIMINAL BACKGROUND
• The Safeguarding Vulnerable Groups (Northern Ireland) Order 2007 defines working directly with children or young people or in specified places as ‘regulated activity’.
• In the event that you are recommended for appointed to a post that involves ‘regulated activity’, the Education Authority will be required to undertake an Enhanced Disclosure of Criminal Background. Please note that you WILL be expected to meet the cost of an Enhanced Disclosure Certificate. Details of how to make payment will be sent to you at the pre-employment stage.
• Further information can be accessed at NI Direct or the Department of Justice.
• APPLICANT GUIDANCE NOTES
• To view the applicant guidance notes, please click here.
• To learn about the many great benefits of joining the Education Authority, click here
• The Education Authority is an Equal Opportunities Employer.