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Job Description Job Title: Estates Manager (Midlands)
Reporting to: Head of Estates
Direct reports: Estates Services Technician & Estates Maintenance Assistant
Grade: Managerial/Specialist
Team: Estates
Group: Finance and Resources
ABOUT THE RAF MUSEUM The Royal Air Force Museum is a national museum, a Government non-departmental public body
(NDPB) and a registered charity, with two sister sites at London and Cosford. RAF Museum
Enterprises Ltd is the trading arm of the RAF Museum with all profits gift-aided to the Museum to
support its charitable activities. Our purpose is to share the story of the Royal Air Force - past,
present and future, using the stories of its people and our collections, to engage, entertain, inspire
and encourage learning. Our overall vision is to inspire everyone with the RAF story – the people
who shape it and its place in our lives.
The shared values that guide our planning and behaviour are:
• INtegrity: we are open, transparent and ethical
• Sharing: we work as a team to ensure our collections and expertise are accessible to all
• Passion: we care deeply about sharing our collections and their stories
• Innovation: we tell our stories and develop our business with creativity and imagination
• Relevance: we ensure our legacy by linking our histories with today and tomorrow
• Excellence: we are professional and strive to ensure excellence in all that we do
As an organisation, we aspire to be entrepreneurial, agile and sustainable in our approach, and
have agreed five key strategic priorities which will underpin all that we do for the current strategic
planning period to 2030:
• Inspiring innovative engagement, debate and reflection
• Connecting with communities and partners
• Inspiring our people within a dynamic, diverse and collaborative culture
• Fit for the future with brilliant basics
• Embedding an entrepreneurial, agile and sustainable approach
As a member of the RAF Museum team, you will play an important role in delivering our purpose
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and achieving our vision, ensuring that the Royal Air Force’s story continues to enrich and inspire
current and future generations.
The Finance and Resources Group comprises the Finance, Human Resources (HR) and
Volunteering, Estates, Development and IT teams. We support the Museum to manage and develop
all resources and activities effectively and flexibly to meet its charitable objectives and strategic
ambitions, within a professional, collaborative, diverse and entrepreneurial culture. The team is also
responsible for ensuring that appropriate controls are in place to meet all legal and regulatory
requirements.
Purpose of the Job The RAF Museum Midlands based Estates Manager is responsible for the operational needs of the
Museums Midlands site, overseeing the care, welfare and development of the buildings, land, plant
and building services. The Estates Manager uses their knowledge of Building Services/Fabric
across the whole Museum Estate and oversees the delivery or minor works and projects as well as
monitoring and directing internal and contracted services.
Key Role Responsibilities
• To provide professional and technical support to the Head of Estates in all aspects of the
Estates Management at the three Museum locations having a suitable knowledge and
experience in Building Services/Fabric.
• To maintain buildings, land, mechanical, electrical services and plant in accordance with
best practice to meet statutory requirements and approved codes of practice, using
contractors, directly employed labour and professional consultants, achieving value for
money and in compliance with the museum’s financial codes and policies.
• Holding day to day operational responsibility for the Museums Cosford and Stafford site
(RAF Museum Midlands), managing direct reports, routine planned and reactive
maintenance, minor works and projects, health safety and welfare of contractors working on
site, statutory obligations and actively engaging in current and proposed major strategic
construction works.
• Programme works and manage contracted services in line with the cyclical peak visitor and
business periods, events and corporate functions.
• Represent the department at management level, liaising closely with the Operations
department and others as necessary regarding disruption due to works and management of
staff and contractors involved with day to day works and maintenance.
• Providing professional and technical support to colleagues involved with applications for
lottery or other external funding, Building Services/Fabric alterations to facilitate the delivery
of new exhibitions and/or major alteration of existing buildings.
• Manage a delegated budget to the Museums financial policy for the Midlands sites.
• Specify, procure and/or undertake investigations or surveys using consultants where
required to identify and determine the extent and likely cost of general maintenance,
remedial work and refurbishment necessary.
• Monitor performance and compliance of contracted service providers.
• Manage reactive requests using the Task Request system, provide direction to the Estates
Assistant and Estates Technician in responding to requests and undertaking minor project
works.
Project Works
• Specify project works and manage the tendering of works contracts, using appropriate forms
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of contract.
• Act as Project Manager for works which are under the post holder’s control, managing and
monitoring contractors as client.
• Review and evaluate tender offers and make recommendations for acceptance. Agree
interim valuations and final accounts for contract works in progress in accordance with
industry practice.
• Supervise and/or monitor works in progress and ensure such works are carried out to
required standard, within budget and time constraints.
• Where required by the project works, select and use consultants to obtain Planning, Building
Control, and Listed Building Consents and liaise with local authorities and other relevant
statutory authorities. Discharge planning conditions where necessary.
• Organise and undertake site visits to carry out surveys, supervise works in progress and
meet with contractors, consultants and staff.
Finance and Reporting
• Produce reports to the Head of Estates regarding budget performance as part of the monthly
financial reporting cycle, provide ad hoc reports on works in progress and other subjects as
specified.
• Act as delegated Budget Manager for delegated budget for the London site, monitor and
control expenditure against agreed budgets within tolerance.
• Provide estimates of cost of works as requested.
• Process purchase orders and invoices as necessary using Sage Finance System. Check,
authorise and pass for payment all invoices relating to contract or consultant’s services
under post holder’s control.
Health and Safety
• Produce risk assessments, method statements and safe systems of work to cover contractor
or self-performed activities under the post holder’s control.
• Maintain and run contractor vetting and site induction procedures.
• Liaise with Health and Safety Managers on each site in relation to all activities.
• Select and use consultants to act CDM Planning Co-ordinator, and to produce pre-tender
and construction health and safety plans to ensure compliance with CDM regulations.
• Have a good working knowledge of all related statutory obligations including control of
legionella; periodic inspection and testing; gas safety; LOLER; PUWER; HASAWA;
management of asbestos; COSHH etc.
Other Duties
• Manage and develop the Building Management System to maximise the energy efficiency of
the site whilst meeting Collection environmental requirements.
• Represent the Estates department in operational and project meetings.
• Keep abreast of current regulations by reading appropriate technical and professional
journals, and newsletters and the like.
Additional General Responsibilities Relationships
• Ensure effective communication with all stakeholders, both internally and externally.
• Work closely with other departments to deliver museum-wide programmes and objectives.
• Cultivate internal relationships that cross team boundaries and demonstrate positive
collaboration and problem solving with all team members.
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• Cultivate external relationships to identify potential new partners.
• Build and maintain partnerships with relevant external contacts and stakeholders.
Budgets and Resources
• Work to reduce operational costs and maximise resources whilst maintaining standards of
products and services.
Policies and Procedures
• Uphold both the spirit and letter of the Museums Association’s Code of Ethics.
• Adhere to Museum policies, procedures and code of conduct, to protect people and the
Museum’s reputation, including GDPR, Health and Safety and Safeguarding policies and
procedures.
• Professionally challenge procedures that do not add value to the Museum.
Personal Responsibilities
• Actively support and demonstrate the Museum’s Values.
• Work as part of a team and support colleagues across the Museum.
• Protect the reputation of the Museum.
• Be a positive influence and role model, acting with integrity and professionalism and tackling
challenges in a pragmatic and collaborative manner, to bring your team and the wider staff
along with you when changes and developments are being implemented.
General Consideration
• The above job description is not intended to be a comprehensive list of key responsibilities,
duties or requirements, and you are expected to carry out any other duties commensurate
with the scope and scale of your role. The job description should be reviewed regularly to
ensure it remains an accurate reflection of your role.
• You will be expected to travel to other sites, as and when the role requires it, including
outside the UK.
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Person Specification:
The post holder must have (and be able to demonstrate) the following core/professional competencies:
COMPETENCY DETAILS
Essential technical competencies
• Professionally qualified Chartered Surveyor, Building Services
Engineer or Facilities Manager.
• Experience and/or high level of knowledge of Building Services.
• Experience of managing direct reports in a service provider role.
• Substantial and proven relevant experience in building maintenance.
management, refurbishment and M&E building services.
• Ability to take a strategic approach to estates planning and business
development.
• Previous experience of managing a multi-site operation.
• Extensive knowledge and understanding of all relevant statutory
requirements, including planning, listed building and building control
processes.
• A full understanding of all building and Estates related regulations and
statutory obligations.
• Advanced project management skills (including PRINCE2 or
equivalent).
• Experience in managing service provision by external providers under
contract to achieve high performance and value for money.
• Direct experience of operational and project budget management.
• Experience of negotiating and developing successful and complex
supplier contracts.
• Proven IT skills (Microsoft Office and AutoCad).
• Being able to work flexible hours on an exceptional basis, including occasional weekends and bank holidays as required.
Communication & Engaging People
• Communicate in a straightforward manner, demonstrating respect and
acting with integrity and impartiality.
• Open and inviting of the views of others and confident in
constructively challenging views and proposals.
• Leads by example, acting as a role model and exemplifying
appropriate behaviours and values, encouraging other to do the same
and promoting a positive culture, acting promptly and appropriately
when standards aren’t met.
• Ensures individual contributions are maximised by an appropriate mix
of coaching, development, guidance support and performance
management.
Decision Making & Problem Solving
• Recognises scope of own authority for decision making and
empowers team members to make appropriate decisions.
• Makes decisions when they are needed, even if they prove difficult or
unpopular.
• Provides advice and feedback to support others to make accurate
decisions.
• Demonstrates accountability and able to make unbiased decisions.
• Displays a strong commitment to improving ways of working and
generating ideas.
Delivering • Displays a strong commitment delivering on own/teams’ objectives.
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Results • Pre-plans work programme for own role and teams’, taking into
account current and future priorities.
• Monitors own and/or team’s performance against agreed outcomes
and takes corrective action as necessary.
Change, Adaptability & Flexibility
• Ability to flex approach to the different needs of competing work
areas.
• Resilience and positivity in changing and demanding circumstances,
and to manage effectively in a climate of change.
• Plays an active role in shaping and delivering organisational change
and identifying lessons learned.
Professional Excellence
• Uses specialist professional//technical expertise and operating
knowledge to its fullest extent.
• Recognises the need to refer to others’ expertise and acts
accordingly.
• Pro-actively undertakes continuous professional development either
within Museum or externally.
• Engages with professional networks.
Strategy & Leadership
• Articulates the Museum’s purpose and objectives and supports the
team to see their role within it.
• Actively shares experience and knowledge with team and, where
appropriate, the wider Museum to develop understanding and
knowledge.
• Confidently engages with stakeholders and colleagues at all levels,
both internally and externally.
• Motivates and provides confidence to team members, allowing them
to utilise their skills and knowledge and act with relevant level of
autonomy.
The following are desirable:
COMPETENCY DETAILS
Additional competencies
• Experience in the public / cultural / heritage sector.
• Understanding of compliance and duty of care responsibilities in
relation to the operation of a busy visitor attraction
• Demonstrable experience in customer-focused environment
• Demonstrable management experience
• Hold an IOSH Managing safety certificate or equivalent
Date modified: 14/10/21 Created by: Thomas Power Approved by: Kam Sandhu-Patel