Operations

The purpose is to deliver, develop and optimise property facilities and services to our members and visitors in line with the Trust’s core purpose, principles, priorities, rules, and performance standards in relation to:

Regional properties;

Special & priority projects;

Conservation of the properties and contents;

Promotion of heritage related to the properties;

Visitor experience;

Financial sustainability; and

Staff and volunteers.

KEY RESPONSIBILITIES AND ACCOUNTABILITIES

Based across the Aberdeenshire North properties, reporting to the Regional Director for the North East Region of the Trust’s Built Heritage properties. The role is the operational lead and accountable manager for the leadership of the cluster of properties, working collaboratively with the property teams in support of development and strategic direction.

Responsible for effective people, operations, and budget management within the context of the strategies, policies, procedures, and rules of the Trust. Further, and in relation to this, ensuring the properties are managed consistently and professionally and to the required standards.

A visible and senior management role where, in addition to the general operations management of the properties in pursuit of their aims and objectives, the post holder will be responsible for the development of the properties operating business planning process (working with the Property Teams and Business Manager for the Region who oversees this process) and utilising key sources of information and needs (e.g. conservation management plan; visitor/market research) to present effective and accountable operational budget and plans that underpin property financial performance, visitor experience, conservation delivery, reputation and maintenance.

Inputting and overseeing the operational development of the property cluster including Haddo House, Pitmedden Garden, Fyvie Castle and Castle Fraser. Constantly and consistently leading the development of visitor services excellence, commercial and enterprising activity, and change, ensuring place and content is engaging through interpretation and services and is the general custodian of its conservation and educational obligations.

Assisting the Regional Director with the management of the local Members Centre relationship.

Taking a lead role in the planning, co-ordination and opening of any new projects, working closely with the Regional Director, Fyvie Project Director, advisory panels, and regional team.

The Operations Manager’s responsibilities include:

Financial management for the cluster, holding detailed and up to date awareness of property positions in partnership with the Business Manager;

Develop effective operational plans;

Lead the provision of excellent internal and external customer service and visitor experience;

Actively lead and promote a safe working environment, where the health, safety and wellbeing of visitors, staff, volunteers, and contractors come first. Working with the regional management team to ensure compliance across all relevant areas;

Develop and maintain a detailed understanding of the conservation principles and how they underpin our work. Building a strong working knowledge of the significance, character, and profile of each property;

Foster positive and productive relationships with internal and external stakeholders;

Understand and cascade the Trust’s strategic objectives and values into local plans and objectives.

This job will support the National Trust for Scotland Strategy by contributing to improving the condition of our buildings, delivering best practice in built heritage conservation and maintenance management, and supporting the safe operation of our sites.

Reporting directly to the National Maintenance Lead you will be responsible for supporting and undertaking the planning and delivery of sensitive conservation, maintenance and repair to NTS buildings and advising property operations teams on all aspects of buildings care. You will assist operations staff to maintain public access to sites and buildings during essential building work.

KEY RESPONSIBILITIES AND ACCOUNTABILITIES

Maintenance Management:

Reporting to the NTS National Maintenance Lead:

You will be responsible for developing Regional and Property Maintenance Plans on a standard framework, for agreement between the National Maintenance Lead and Operational Manager. Plans will include details of works required, timescales, budgets and delivery methodology (e.g. internal delivery or outsourced).

You will undertake building inspections and surveys in your Region and commission externally produced condition and specialist surveys in support of the Property Maintenance Plan or as a result of an emergency or unplanned circumstances. Surveys may be requested by others, or the requirement may be identified by you in the course of your work and will be subject to agreement with the National Maintenane Lead and Regional Operations Teams.

Monitor Property Plans and report progress to operations teams and the National Maintenace Lead making recommendations for adjustment or improvement if required.

Monitor the quality of works executed and identify any deviation from the required and provide regular reports and recommendations to operational teams and National Maintenance Lead.

Respond to requests from operations staff for support in managing reactive and emergency maintenance situations.

Assist property teams with efficient procurement and delivery of building compliance activities in accordance with the Trust’s policy.

Support Regional Operational teams, and Trust central teams, including NTS Holidays , Food and Beverage, ICT, Health and Safety and Trust Estates Surveyors with provision of professional services.

Building Conservation & Repair:

Collaborate with the Regional Building Surveyor and operations teams, to plan future capital works alongside planned preventative maintenance and ongoing operations of sites.

For larger and more complex projects provide support to the Regional Building Surveyor including undertaking site inspections to verify quality of works underway complies with specifications.

For smaller capital maintenance projects, you will:

Specify and produce tender packages with the support of the Regional Building Surveyor and Trust Procurement Team.

Manage procurement in accordance with Trust procedures and oversee works on site to ensure that all works are deliver best value and are undertaken safely and to the highest standard of workmanship and conservation.

Lead and contribute to teams of internal and external specialists and contractors in the development of programmes and packages of work appropriate to each situation and building.

Statutory & Health & Safety:

Ensure that all works under your control are planned and delivered in accordance with statutory, contractual and health and safety requirements. This includes but is not limited to internal policies, Planning, Listed Building and Building Warrant, H&S regulation including CDM, contractual terms, environmental monitoring and compliance, DDA and insurers’ requirements. You will have access to advice from other internal specialists in delivering this requirement.

Full-time and Permanent
Salary £38,614 – £42,260 per annum
Plus generous benefits package
Hybrid and flexible working

About the role

We are seeking an experienced Facilities Manager with a strong technical knowledge of building services. If you have good knowledge of Building Services systems (with either a Mechanical or Electrical bias) and are looking to develop a career in client-side facilities management, we want to hear from you.

Your key focus will be the management of contractors to deliver planned and reactive facilities management services. Your duties will also include compliance reporting and performance monitoring. You’ll play a pivotal role in supporting all four of our amazing Galleries and our three storage facilities based in the heart of Edinburgh.

The ideal candidate will have excellent organisational, planning and IT skills. You must possess strong relationship management skills and the ability to communicate clearly is essential.

You’ll be part of our enthusiastic and dedicated team within the Estates and Facilities Management department. In this desk-based position you’ll work closely with our other Facilities Managers, Building Surveyor, Project Manager and Business Support Manager.

The difference you’ll make

As the Facilities Manager, you will be responsible for the contract management and performance monitoring of planned and reactive maintenance activities across the estate. Reporting to the Head of Estates and Facilities Management your duties will include:

– Ensuring our planned preventive maintenance programme activities are tasked, scheduled and completed satisfactorily by our Contractors; undertaking compliance management and ensure arising remedials are processed and managed.

– Ensuring reactive maintenance activities, exhibition changeover works, and minor new works are arranged and managed to satisfactory completion by our Contractors, making certain that KPI and SLA targets are being achieved.

– Undertaking contract administration and management activities for our term contracts and any assigned project works, including planning and instructions/variations, performance reporting, monthly progress meetings, valuations and financial management, quality inspections, health and safety monitoring.

– Using your technical knowledge for building services (Mechanical, Electrical), undertake defect analysis and technical reviews of systems to instruct contractors on works required and identify lifecycle replacement work needs to feed into our investment programme.

– Ensuring works undertaken by our contractors is to the required standards, within legislation and completed safely, with relevant compliance documentation records being maintained.

– As a client-side FM role, we work closely with our colleagues in other departments to schedule/plan and co-ordinate work activities, minimising disruption to our visitors and the collection, ensuring Gallery Work Rules and control of contractors processes are fully managed.

– Ensuring our asset information (asset data and records in CAFM system and O&M files, CAD drawings) is developed and kept current and accurate.

– Participating in procurement activities for estates operation activities (e.g. term contracts) or minor new works projects, including preparation of tender/quotation documents, tender evaluation, and contract award. Managing works and contracts within the allocated budgets and in accordance with finance rules and processes.

– Reviewing contractors Health & Safety information including RAMS for activities: undertaking contractor inductions, preparing and issuing Permits to work, undertaking inspections on contractors to ensure they are working safely and in accordance with Gallery Rules and legislation.

– Sustainability and Collection Environmental monitoring – Monitoring the BMS systems and ensuring environmental conditions in the galleries are maintained within parameters, assisting in the preparation of environmental reporting. Working with our term contractors and our Sustainability Officer, reviewing energy management information and identify opportunities across our systems for energy and carbon reduction measures.

Who we are looking for

To succeed in this role, you’ll need the following range of knowledge, skills, and experience:

– Building services technical knowledge, Mechanical or Electrical engineering background either via HND level qualification or trade/apprenticeship experience basis.

– Relevant experience and working knowledge of SFG20 and relevant regulations and legislative requirements for planned preventative maintenance activities, including compliance management (e.g. Legionella, Electrical testing, Life safety system testing, Fire management systems, etc.)

– Client-side experience in delivering facilities management support services, with relevant knowledge and experience in the management of contractors.

– Excellent IT skills – in Microsoft 365 packages (particularly Outlook, Word, Excel), operation and use of CAFM/IWFM systems and Autocad.

It would also be great if you have:

– Experience of working in a museum/gallery environment, or where the environmental conditions are critical to operations.

– Experience of managing Listed Buildings.

– CAFM systems – good working knowledge of CAFM systems and their operation for PPM activities and helpdesks.

– Operation of Building Management Systems (trend or similar).

– Working knowledge of term services contracts such as NEC4.

The closing date for completed applications is 12 noon on Monday, 29 July 2024. Please apply directly via our careers portal.

Interested in traditional building skills? Enjoy working outdoors? We have an amazing opportunity to join our maintenance team as a Craft Worker.

You will be doing everything from using a chainsaw to detailed restoration work, including thatching, using traditional tools, making hurdles, helping with building reconstruction around the site, and woodland management.

You will also help with general day-to-day errands, events preparation, and other tasks which crop up on our mile long site. Training will be provided.

Please go to our website linked below for more info. on the role and how to apply.

Thank you for your interest in the post of Electrician with Historic Environment Scotland (HES), based in Edinburgh. This is a permanent and pensionable appointment.

You will be required to carry out planned preventative maintenance (PPM) tasks and minor installations within key sites: Edinburgh Castle, Palace of Holyroodhouse, Bute House, Holyrood Park, ensuring public safety and compliance with current regulations.

This is a chance to join a busy and dedicated team of staff working in some of the highest profile scheduled ancient monuments in the country.

Thank you for your interest in the post of Grounds Maintenance Operator with Historic Environment Scotland based at Antonine Wall Depot. This is a permanent and pensionable appointment.

You will be responsible for the conservation and maintenance of the Antonine Wall and potentially other Historic Scotland monuments within the South Region with specific focus on carrying out grounds maintenance duties in the Falkirk and Central Area of Scotland.

Thank you for your interest in the post of Grounds Maintenance Operator with Historic Environment Scotland based at Dirleton Castle Depot. This is a permanent and pensionable appointment.

You will be responsible for the conservation and maintenance of the Dirleton Castle Garden and other Historic Scotland monuments within the South Region with specific focus on carrying out grounds maintenance duties in the East Lothian region.

If you’ve a passion for seeing volunteers thrive through enjoying contributing to a worthwhile cause, then perhaps this is the role for you. Here at the National Trust for Scotland we care for some of Scotland’s most cherished natural landscapes and cultural heritage, and volunteers make extraordinary contributions to what we do. We’re a charity that has to raise every single penny we want to spend conserving Scotland’s heritage and making it accessible and enjoyable, and the efforts volunteers make on our behalf are outstanding. We’re looking for a Lead Consultant as part of our vibrant People Department who can help us continue to evolve and grow our volunteering offer strategically and tactically, and who can give pragmatic on-the-ground advice, development, and support to our volunteer managers. We’ve recently refreshed our Volunteering Policy with a new vision, and developed support tools for our managers to enhance their confidence, but we’re ready for the next step on our journey to ensure our volunteer offer is inclusive, modern, and enjoyable.

Interested? Then go to our website https://www.nts.org.uk/volunteering-jobs/job-search and download the Job Description. Make sure you send us you CV by close of business on Monday 30 July. Interviews are likely to be on Thursday 15 August.”

Who are we?

We are Scotland’s design museum. Designed for everyone, firing imaginations and sparking curiosity in design across Scotland and around the world. At V&A Dundee we are on a mission to inspire and empower through design.

Design shapes our world, it’s part of everyday life and it’s everywhere. We are a museum with energy and have a vision of the future where everyone is inspired through design and recognises its far-reaching impact in our lives.

We are a welcoming place for people of Dundee to explore design and to use as an everyday part of their city, as well as inviting visitors from around the world. We are part of the V&A family of museums that celebrate creativity in all its forms from across centuries, for everyone.

Role Profile

We are looking for an dedicated Facilities Manager to oversee the safe operation and management of all the buildings, grounds and maintenance contractors at the V&A Dundee. The Operations team facilitates a world-class experience for all our visitors, in a safe, secure, and accessible environment, supporting V&A Dundee’s mission to inspire people through design.

We are looking for someone who loves buildings, how they function, who can think creatively to find solutions. The post holder must be a team player, with excellent communication skills. There will be a significant amount of collaboration with our landlord, Dundee City Council and our service partners.

The ideal candidate will be well-versed in facilities management processes and exhibit high multi-tasking and organisational abilities. They will have a range of practical skills and may come from a trade background. They must have a good knowledge of health and safety legislation and practices, with excellent attention to detail and the ability to prioritise tasks.

Duties and Responsibilities:
Maintenance of the building

-Manage the Building Management System, checking for faults, ensuring that environmental conditions are kept within required standards, reporting issues, and looking for ways to maximise performance / reduce running costs

-Being the point of liaison of the catering team, ensuring that the equipment in the kitchen is well maintained to avoid any disruption to the service

-Being the point of liaison of the cleaning team supervising daily operations, checking invoices and expenses

-Identify and undertake general maintenance falling under V&A Dundee responsibility

-Liaison with Dundee City Council, owner of the building

-Be the key liaison with Dundee City Council Property Officer

-Manage all reactive maintenance including reporting the issue, liaising, and tracking its progress until completion, then collating reports, and identifying who will be responsible for the repair (e.g. DCC, V&A or contractor)

-Ensure that all statutory building compliance is tracked, and monthly reports issued a week before the Building Committee summarising the statutory compliance status

-Ensure that all contractors for planned or reactive maintenance, have been booked into the site diary, providing site inductions, escort contractors, recording any contractor feedback, tracking their visits, and reporting back to DCC staff on the outcomes of the visit

People Management and Departmental Duties

-Line manage the Facilities Assistant, conducting annual appraisals, sickness, training and performance management reviews

-Perform general administrative duties as required including: sending/answering emails, phone calls, creation of documents etc.

-Carry out any other reasonable duties as requested by the Senior Operations Management team, and other designated senior staff. In particular, the post holder will bring support to the Head of Building Operations

-Support the effective management of budgets by monitoring and processing expenditure

Grounds and external areas

-Liaise with the DCC Ground Maintenance Team regarding the upkeep of the grounds around the V&A

-Ensure high standards of presentation at the V&A Design Garden located in Slessor Gardens

-Ensure that all external areas are kept clean, tidy and safe

-Ensure that main pathways and entrances are cleared and safe in inclement weather conditions

Operational Delivery

-Ensure that specialist areas are cleaned on an ad hoc and scheduled timescale, (such as water features and high-level dusting)

-Attend the weekly diary meeting and provide updates on all areas of the building that contractors and facilities staff will need to have access to

-Manage the operations stores, stock levels and identify new stock requirements, order stock and consumables so as to ensure minimal disruption to building operations

H&S

-Ensure that the Facilities team and all contractors attending site adhere to all statutory Health and Safety regulations

-Ensure all V&A Dundee H&S Policies and Procedures are followed by the Facilities team and contractors, and updating the documents relating to that department

-Prepare risk assessments and method statements for hazards within the scope of the Facilities Department’s work

-Review all contractor RAMS and supervise them proportionately, ensuring RAMS compliance

-Deliver the induction process for all contractors on-site

This is not intended as a fully descriptive or definitive list and jobholders will be expected to carry out other duties assigned where appropriate to the position.