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"""Job Description ________________________________________________________________________ Summary Job title Fire Project Surveyor Division University Administration Services Department Estates Services Compliance Team Location The Malthouse, Tidmarsh Lane, Oxford, OX1 1NQ Grade and salary Grade 8: £48,235 - £57,255 with a discretionary range to £62,407 per annum Hours Full time Contract type Fixed-term (3 years) Reporting to Senior Fire Engineer Vacancy reference 179770 The role The Fire project surveyor (FPS) is a member of the compliance team which within Estates Services and is responsible for overseeing Health and Safety, Environmental, Asbestos and Fire matters across Estates Services activities. The post holder reports directly to the Senior fire engineer. The compliance team ensure that work carried out by Estates Services is delivered in accordance with current legislation and provide clear guidance on how Estates Services will manage this work, to include such matters as Estates Services induction information for contractors and evidence of the management of Safety Critical Systems. They work in accordance with policy developed by the Safety Office and support the delivery of assurance and reporting to the Safety Office. They also ensure that there is clear reporting to the Registrar as the University’s Duty Holder. They also provide guidance to departments on their Environmental responsibilities. The Fire project surveyor will require a good knowledge of fire safety legalisation, fire engineering principles and active and passive fire systems and will be responsible for planned fire remediation works across the functional, residential and graduate estate. This will include oversight of the quality of installation of passive fire systems and ensuring the delivery of resilient, compliant and effective systems. The FPS will be responsible for the review of installations and handover of passive fire systems across the university estate. The FPS will be required to work in close collaboration with the Heritage and Building Manager and Building Fabric Manager. The programme of projects is varied and includes major planned improvements to passive and active fire systems across the university's portfolio of buildings. The FPS will be responsible for the management and oversight of a variety of external contractors. It is critical to the success of Estates Services and the University that contractors are carefully managed, that their work is of high quality and that they deliver value for money across all projects. For larger projects, the FPS is expected to understand and manage existing contract frameworks and utilise these where appropriate to engage a principal contractor. For smaller works, the FPS will be expected to directly project manage a collection of smaller trade contractors to deliver the projects successfully. The FPS will be expected to ensure the delivery of all fire remediation projects in a safe, efficient, customer focussed manner and will be the primary contact for building users in relation to works within their buildings. Excellent communication and organisational skills are critical to success in this role, and all projects must be delivered in accordance with targets laid out in the Estates Services Repair & Maintenance (R&M) Service Level Agreement (SLA). A commitment to achieving “value-for-money” in relation to individual tasks and projects is important, and the postholder will be expected to be able to manage multiple contractors to seek quotes for works in accordance with the requirements of the University’s financial regulations. A good working knowledge of estate management databases and CAFM systems is essential as work is managed through the Planon database and the FPS will be expected to ensure that projects are logged and progressed efficiently, and all relevant information is recorded appropriately. The FPS will need to be a self-motivated and enthusiastic problem-solver, with considerable experience of project management, construction, and the investigation of building defects. The FPS will be required to collate and assess a range of technical information to advise on the best course of action to fix the fault, repair the damage, and ensure that any other potential risks of failure in similar building fabric across the Estate are identified and effectively mitigated. The FPS will spend a great deal of time out and about within the buildings of the University and must be confident in the management of compliance related issues such as contractor control and asbestos. It may become necessary, over the working day, to tackle poor performance of contractors on sites which are not in the direct control of the compliance team. For this reason, a calm, confident manner is essential, and a strong working knowledge of compliance and the legal obligations of the University in relation to site management and safety is critical. Responsibilities Service Delivery • To successfully manage a programme of complex fire remediation projects across the University’s estate portfolios and to ensure work is carried out within budget and on time. • To undertake project work including preparation of drawings, specifications and tender documents for planned projects. • To work collaboratively with all relevant stakeholders, customers and tenants in response to project management and contractor control. • Monitoring the progress and quality of active and passive fire system work to ensure conformity with the relevant specifications, University design guides, and drawings ensuring the use of the correct materials and workmanship. • Submitting periodic reports as required including photographic records of progress, defects and deficiencies of Health and Safety performance. • To help monitor and meet targets for service delivery, relating to response and resolution times for customer reported issues, compliance, PPM and contracted maintenance. • To actively seek out opportunities for best practice and continuous improvement in service delivery, reducing inefficiency and waste across all repairs and maintenance functions, and to listen to customer feedback, suggestions and comments during and at the end of all projects. • To provide excellent customer service, and to be an advocate for Customer Service Excellence (CSE). • From time to time there may be occasions where weekend or evening working is required to deliver services, for example in relation to the maintenance of residential properties. • To carry out such other duties as may be reasonably required from time to time by the Director of Estates. Contractor Control and Site Management: • To manage the work of principal and sub-contractors on University R&M projects. FPS – Estates Services January 2025 2 • To identify issues of poor performance by contractors, to manage their workload and to provide constructive feedback on work undertaken for the University. To feed into the continuous improvement of service functions by sharing lessons learnt with others within Estates Services and the wider University. • To feed into the contractor management of the University’s Framework contractors and preferred suppliers. • To promote a high standard of health and safety awareness, and to take appropriate action in respect of any potential risks, near misses or accidents noted on site. • To understand the relevant legislation and regulations relating to building works, site management and contractor control which apply to university building projects, such as the CDM Regulations 2015, and to complete any necessary documentation relating to these when required. • To carry out regular inspections of trade work to ensure a good standard of workmanship and customer satisfaction. Departmental Liaison • To communicate effectively and regularly with customers, building users and members of other University teams on matters relating to projects across the Estate. • To be open, honest and clear in all communications, and able to explain the services that the team provides. • To treat all customers, staff, students, colleagues, partners and suppliers fairly, recognising the value of diversity and the importance of equality. • To carry out toolbox talks in relation to matters of buildings repairs and maintenance for colleagues, contractors and departmental staff as required. • To host and chair meetings with customers from departments and divisions, contractors and members of other teams within Estates e.g. Security regarding individual projects. • To attend, as required, liaison meetings with key stakeholders to update them on individual projects and to offer expert advice on matters such as strategic maintenance strategies etc. Strategic Initiatives • To ensure that the Head of Heritage and Buildings is fully aware of any deterioration in building condition to enable strategic decisions regarding future planned maintenance and capital project work prioritisation. • To recognise where repeat building faults require more substantial building repairs or refurbishment projects and to help to identify at the earliest opportunity where such projects might also offer the opportunity to improve the energy performance of the building(s) overall. Financial Compliance • To understand the Framework contracts that are in place with preferred suppliers and utilise these as appropriate. • To ensure that all purchases comply with university procurement policies and procedures and the Head of Heritage and Buildings is kept informed of financial commitments. • To work with other members of the team to effectively manage the reactive maintenance budget. Health and Safety • To carry out the role in accordance with University Safety Policy S1/09. • To produce safety method statements and risk assessments prior to work being carried out and ensure safe systems of work for staff and contractors using permits to work where necessary, with assistance from the HBM Management Team, Estates Building Services or Compliance Team if necessary. • To plan, organise and supervise contractors in the execution of work passed to them in accordance with University Policy statement S6/08. • To ensure that contractors working on University buildings have been given relevant health and safety documents available e.g. asbestos register information, and to monitor for the effectiveness and implementation of identified control measures and other safety issues and liaise with Departmental and Area Safety Officer as required. • To ensure that any hazardous waste created by works is dealt with in the correct manner, liaising with the Estates Compliance Team and Safety Office as appropriate. FPS – Estates Services January 2025 3 Administration • To report regularly to the compliance team on SLA performance, taking action where necessary to remedy poor performance by contractors and suppliers. • To provide regular project management reports and updates to Residential Team, BESC and other governance requirements. • To provide necessary information to the Building Inspector to enable them to complete all job activities correctly and in a timely manner. • To ensure that appropriate records are kept, ideally electronically. • To be an advocate for Customer Service Excellence (CSE). To monitor performance data, to review customer feedback – and respond, as necessary. Selection criteria Essential selection criteria • Chartered member of a relevant construction related organisation (RICS or CIOB) with demonstrable experience of project management and building surveying duties. • Able to demonstrate extensive experience in the construction industry and contractor management. • Able to demonstrate experience of complex reactive building fabric repairs in large modern and commercial constructed buildings. • Knowledgeable about building regulations, CDM and safety legislation. • Good knowledge on passive fire systems (Fire stopping, Fire doors, etc) • Good knowledge on active fire systems (Fire alarms, Sprinklers, etc) • Knowledgeable about fire safety legislation and fire engineering principles • Well organised, with the ability to work independently to manage, prioritise and balance competing deadlines within their own high case workload to deliver work in a timely, efficient and effective manner. • Able to work effectively and collaboratively with internal and external stakeholders to understand their needs and requirements in relation to project works, restrictions and procedures etc. • Literate and numerate, with the ability to effectively communicate in writing and manage project budgets. • Up to date on current and prevailing health and safety legislation and guidance, British Standards, Building Regulations and Codes of Practice. • Polite, professional and honest at all times, representing Estates Services as a whole when working around the University. • Aware of what good Customer Service looks like and able to work to Customer Service Excellence standards. • Confident in managing teams of contractors and sub-contractors working together to fix issues, and capable of building strong relationships. • Excellent communication skills, and the ability to work with large numbers of customers with different communication styles at the same time. • A proactive approach to their work, and the ability to work on their own initiative. • Demonstrable knowledge of construction techniques and the ability to diagnose building problems quickly, and appropriately source the correct contractors to help resolve the identified issues. • Experience of using management databases, Outlook and good IT literacy. Desirable selection criteria Qualifications relating to specific trades (e.g. City and Guilds), facilities management, building conservation, planning, architectural history or equivalent are relevant, but not a specific requirement of the job. The following additional skills and experience are desirable: • Specific certification in training of passive fire systems e.g. FIA, BM Trada, FPA, FIRAS. FPS – Estates Services January 2025 4 • A formal fire safety qualification or working at obtaining a qualification such as NEBOSH, Membership to a professional body such as IFE, IFSM would be desirable. • Experience of working within the Higher Education sector. • Experience of change management, process improvement or reducing inefficiency or waste within their working practices. • Service improvement through the setting of, or adherence to, Service Level Agreements, individual or team targets, benchmarking or equivalent. Pre-employment screening Standard checks If you are offered the post, the offer will be subject to standard pre-employment checks. You will be asked to provide: proof of your right-to-work in the UK; proof of your identity; and (if we haven’t done so already) we will contact the referees you have nominated. If you have previously worked for the University we will also verify key information such as your dates of employment and reason for leaving your previous role with the department/unit where you worked. You will also be asked to complete a health declaration so that you can tell us about any health conditions or disabilities for which you may need us to make appropriate adjustments. Please read the candidate notes on the University’s pre-employment https://www.jobs.ox.ac.uk/pre-employment-checks screening procedures at: Hazard-specific / Safety-critical duties This job includes hazards or safety-critical activities. If you are offered the post, you will be asked to complete a health questionnaire which will be assessed by our Occupational Health Service, and the offer of employment will be subject a successful outcome of this assessment. The hazards or safety-critical duties involved are as follows:  Working at heights  Night working (11pm-6am)  Lone Working  Work in hot or cold environments  Driving on University business  Work with allergens, Eg laboratory animals, pollen, dust, fish or insects etc.  Work with any substance which has any of the following pictograms on their MSDS: Additional security pre-employment checks A satisfactory basic Disclosure and Barring Service check and a University security screening (e.g. identity checks) will be required. FPS – Estates Services January 2025 5 About the University of Oxford Welcome to the University of Oxford. We aim to lead the world in research and education for the benefit of society both in the UK and globally. Oxford’s researchers engage with academic, commercial and cultural partners across the world to stimulate high-quality research and enable innovation through a broad range of social, policy and economic impacts. We believe our strengths lie both in empowering individuals and teams to address fundamental questions of global significance, while providing all our staff with a welcoming and inclusive workplace that enables everyone to develop and do their best work. Recognising that diversity is our strength, vital for innovation and creativity, we aspire to build a truly diverse community which values and respects every individual’s unique contribution. While we have long traditions of scholarship, we are also forward-looking, creative and cutting-edge. Oxford is one of Europe's most entrepreneurial universities and we rank first in the UK for university spin-outs, and in recent years we have spun out 15-20 new companies every year. We are also recognised as leaders in support for social enterprise. Join us and you will find a unique, democratic and international community, a great range of staff benefits and access to a vibrant array of cultural activities in the beautiful city of Oxford. For more information, please visit www.ox.ac.uk/about/organisation. Estates Services Estates Services is responsible for the management and strategic direction of Oxford University's functional and commercial estate within Oxfordshire. This comprises some 450 buildings and the infrastructure associated with them. Estates Services has a broad and diverse remit covering:  Development of the University’s Estate Strategy  Management of the University’s functional estate (which includes laboratory and teaching facilities, offices, museums, and libraries) and housing for graduate students and staff;  Facilities Management for a growing number of University buildings  Management of the University Parks and Wytham Woods  Management of the University's commercial, agricultural and residential land and property assets  The development of all capital building projects, running at around £60m - £90m per annum  Repairs and maintenance of buildings and infrastructure (except IT and Telecoms)  Programmes of refurbishment, replacement and minor works  Reactive maintenance via the Helpdesk  Environmental sustainability  Space management and maintenance of space and property records  Maintenance of a safe and secure physical environment for staff, students and visitors by Security Services. For more information please visit: estates.admin.ox.ac.uk/home University Administration Services University Administration Services (UAS) is the collective term for the central administrative departments of the University. UAS comprises structures to:  support the University’s core academic purposes of teaching, learning and research;  ensure the University can meet the requirements of government, funding bodies and other external agencies; and  facilitate the attainment of the objectives set out in the University’s Strategic Plan. FPS – Estates Services January 2025 6 The offices of UAS sections are spread across the city centre, with the main University Offices located in Wellington Square. For more information please visit: professional-services-and-university-administration How to apply Applications are made through our online recruitment portal. Information about how to apply is available on our Jobs website https://www.jobs.ox.ac.uk/how-to-apply. Your application will be judged solely on the basis of how you demonstrate that you meet the selection criteria stated in the job description. As part of your application you will be asked to provide details of two referees and indicate whether we can contact them now. You will be asked to upload a CV and a supporting statement. The supporting statement must explain how you meet each of the selection criteria for the post using examples of your skills and experience. This may include experience gained in employment, education, or during career breaks (such as time out to care for dependants). Please upload all documents as PDF files with your name and the document type in the filename. All applications must be received by midday UK time on the closing date stated in the online advertisement. If you currently work for the University please note that: - as part of the referencing process, we will contact your current department to confirm basic employment details including reason for leaving - although employees may hold multiple part-time posts, they may not hold more than the equivalent of a fulltime post. If you are offered this post, and accepting it would take you over the equivalent of full-time hours, you will be expected to resign from, or reduce hours in, your other posts(s) before starting work in the new post. Information for priority candidates A priority candidate is a University employee who is seeking redeployment because they have been advised that they are at risk of redundancy, or on grounds of ill-health/disability. Priority candidates are issued with a redeployment letter by their employing department(s). If you are a priority candidate, please ensure that you attach your redeployment letter to your application (or email it to the contact address on the advert if the application form used for the vacancy does not allow attachments). If you need help Application FAQs, including technical troubleshooting advice is available at: https://staff.web.ox.ac.uk/recruitmentsupport-faqs Non-technical questions about this job should be addressed to the recruiting department directly recruitment.support@admin.ox.ac.uk. To return to the online application at any stage, please go to: www.recruit.ox.ac.uk. Please note that you will receive an automated email from our online recruitment portal to confirm receipt of your application. Please check your spam/junk mail if you do not receive this email. Important information for candidates Data Privacy Please note that any personal data submitted to the University as part of the job application process will be processed in accordance with the GDPR and related UK data protection legislation. For further information, please see the University’s Privacy Notice for Job Applicants at: https://compliance.admin.ox.ac.uk/job-applicant-privacypolicy. The University’s Policy on Data Protection is available at: https://compliance.admin.ox.ac.uk/dataprotection-policy. FPS – Estates Services January 2025 7 The University’s policy on retirement The University operates an Employer Justified Retirement Age (EJRA) for very senior research posts at grade RSIV/D35 and clinical equivalents E62 and E82 of 30 September before the 70th birthday. The justification for this is explained at: https://hr.admin.ox.ac.uk/the-ejra. For existing employees on these grades, any employment beyond the retirement age is subject to approval through the procedures: https://hr.admin.ox.ac.uk/the-ejra. There is no normal or fixed age at which staff in posts at other grades have to retire. Staff at these grades may elect to retire in accordance with the rules of the applicable pension scheme, as may be amended from time to time. Equality of opportunity Entry into employment with the University and progression within employment will be determined only by personal merit and the application of criteria which are related to the duties of each particular post and the relevant salary structure. In all cases, ability to perform the job will be the primary consideration. No applicant or member of staff shall be discriminated against because of age, disability, gender reassignment, marriage or civil partnership, pregnancy or maternity, race, religion or belief, sex, or sexual orientation. FPS – Estates Services January 2025 8 Benefits of working at the University Employee benefits University employees enjoy 38 days’ paid holiday, generous pension schemes, flexible working options, travel discounts including salary sacrifice schemes for bicycles and electric cars and other discounts. Staff can access a huge range of personal and professional development opportunities. See https://hr.admin.ox.ac.uk/staff-benefits Employee Assistance Programme As part of our wellbeing offering staff get free access to Health Assured, a confidential employee assistance programme, available 24/7 for 365 days a year. Find out more https://staff.admin.ox.ac.uk/health-assured-eap University Club and sports facilities Membership of the University Club is free for University staff. It offers social, sporting, and hospitality facilities. Staff can also use the University Sports Centre on Iffley Road at discounted rates, including a fitness centre, powerlifting room, and swimming pool. See www.club.ox.ac.uk and https://www.sport.ox.ac.uk/. Information for staff new to Oxford If you are relocating to Oxfordshire from overseas or elsewhere in the UK, the University's Welcome Service includes practical information about settling in the area, including advice on relocation, accommodation, and local schools. See https://welcome.ox.ac.uk/ There is also a visa loan scheme to cover the costs of UK visa applications for staff and their dependants. See https://staffimmigration.admin.ox.ac.uk/visa-loan-scheme Family-friendly benefits We are a family-friendly employer with one of the most generous family leave schemes in the Higher Education sector. Our Childcare Services team provides guidance and support on childcare provision, and offers a range of high quality childcare options at affordable prices for staff. In addition to 5 University nurseries, we partner with a number of local providers to offer in excess of 450 full time nursery places to our staff. Eligible parents are able to pay for childcare through salary sacrifice, further reducing costs. See https://childcare.admin.ox.ac.uk/. We also subscribe to the Work+Family Space, a service that provides practical advice and support for employees who have caring responsibilities for dependants of all types. See https://hr.admin.ox.ac.uk/my-family-care ildcare Supporting disability and health-related issues (inc menopause) We are committed to supporting members of staff with disabilities or long-term health conditions, including those experiencing negative effects of menopause. Information about the University’s Staff Disability Advisor, is at https://edu.admin.ox.ac.uk/disability-support. For information about how we support those going through menopause see https://hr.admin.ox.ac.uk/menopause-guidance Staff networks The University has a number of staff networks including for research staff, BME staff, LGBT+ staff, disabled staff network and those going through menopause. Find out more at https://edu.admin.ox.ac.uk/networks The University of Oxford Newcomers' Club The University of Oxford Newcomers' Club is run by volunteers that aims to assist the partners of new staff settle into Oxford, and provides them with an opportunity to meet people and make connections in the local area. See www.newcomers.ox.ac.uk. Research staff The Researcher Hub supports all researchers on fixed-term contracts. They aim to help you settle in comfortably, make connections, grow as a person, extend your research expertise and approach your next career step with confidence. Find out more https://www.ox.ac.uk/research/support-researchers/researcher-hub Oxford’s Research Staff Society is a collective voice for our researchers. They also organise social and professional networking activities for researchers. Find out more https://www.ox.ac.uk/research/supportresearchers/connecting-other-researchers/oxford-research-staff-society FPS – Estates Services January 2025 9 """^^ . 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