Facilities Manager – Electrical & Security
FACILITIES MANAGER – ELECTRICAL & SECURITY
PERMANENT FULL TIME (Band 5A)
The National Galleries of Scotland (NGS) is home to one the world’s finest collections of art, which ranges from the Middle Ages to the present day and includes masterpieces by Rembrandt, Leonardo, Warhol, Monet, Van Gogh, Botticelli, Picasso and Magritte. Our spectacular buildings house the world’s greatest collection of Scottish art, and a world-renowned collection of Scottish and international photography, which runs to 40,000 images.
It is our ambition to reach the broadest possible public, and in 2019 our exhibitions, events and displays drew more than 2.7 million visitors to our three principal sites in Edinburgh: the Scottish National Gallery, the Scottish National Gallery of Modern Art and the Scottish National Portrait Gallery.
This is an exciting period of renewal for NGS, as we move forward with a recently developed strategic vision that puts our audience at the heart of what we do. We’re making it our mission to broaden our impact, matching our rich collections, expertise and creativity to the needs and wants of our visitors. We’re finding new ways to connect with more people, and creating an innovative, inclusive organisation that can meet the challenges of our ever-evolving world.
The National Galleries of Scotland aims to preserve, display and augment the collections for the enjoyment and education of the widest possible public and to maintain NGS as a centre of excellence.
‘Art for Scotland: Inspiration for the world’ is Our Vision. We want to be Scotland’s powerhouse for art. Inclusive, original and ambitious – we will make the national collection accessible to all and inspire curiosity across the world. In doing so, one of the many ways we contribute to our community is through our alignment to Scotland’s National Performance Framework.
We will embed Equality, Diversity and Inclusion (EDI) into our culture, creating a safe and welcoming environment that is inclusive and equitable for all. Our culture will celebrate and represent the diverse society in which we live and work in, ensuring everyone feels a sense of belonging and can be themselves.
NGS are working towards a net carbon zero target by 2045 and we are carrying out a thorough review of how we manage our estates and our operational practices to understand what will be required to achieve net zero. Our response to the climate emergency and EDI are integral to our decision making criteria.
We are seeking to appoint an experienced Facilities Manager – Electrical & Security Systems to look after the existing electrical, security and fire alarm systems and to lead the electrical and security systems improvement projects.
This role reports into the Head of Estates which is part of the Chief Operating Office Leadership Team.
The Chief Operating Office includes our entire Operations team, consisting of Health & Safety, Security and Visitor Services (SVS), Procurement and Legal, working together with our Finance, Information Technology, Human Resources and Estates Teams.
We work together and collaborate across NGS and with external partners to ensure our collection is safe and secure, to deliver operational services that improve our visitor experience and to ensure NGS is a great place for us all to work.
This is an exciting time for the Chief Operating Office within NGS as we continue to develop and implement our 5 year improvement plans, plan to open the newly established gallery spaces at the Scottish National Gallery and input to the development of the major new collection facility at Granton – The Art Works (TAW).
The main responsibilities of this role will be
- to monitor, maintain and manage the electrical installations, fire alarm, CCTV and security systems, to ensure there is no impact on business continuity of our galleries, for our colleagues and visitors
- to appoint and work with specialist consultants to develop a full fire and security systems review of our existing estate, to be able to make recommendations on the sequence of activities to feed into our 5-year Capital Investment programme.
- to appoint and manage a series of contractors to prioritise and implement the sequence of improvement projects that become approved within the 5 Year Capital Investment Programme
- to manage ongoing maintenance and improvement projects identified by the Head of Estates
- to keep up to date as installed services drawings
- to ensure maintenance works and estates capital projects are carried out within full compliance of robust processes to ensure the fire integrity, safety of our staff and environmental conditions for our collection are maintained throughout
- to appoint and manage the building service contract for our heritage buildings
- to manage the planned preventive maintenance and replacement plan for our electrical and security installations
- to work with the Scottish National Gallery Project Manager to prepare to take on the security and electoral systems operations management when the building is handed over in early 2022
- to support and input to the Project Director for the new collection facility at Granton on all aspects of electrical and security systems design and eventual management
The role reports to the Head of Estates in the Chief Operating Office. This is one of 4 Facilities Managers in the Estates Team.
Duties and Responsibilities:
- The procurement and supervision of mechanical and electrical (M&E) related projects, maintenance and repair works, including daily inspections to ensure adherence to specification and compliance with health and safety and statutory requirements.
- The co-ordination and updating of project related building services records covering as built drawings, plant asset records, maintenance manuals and planned routine maintenance works, as well as general policy and operational procedures.
- The preparation of contract documentation for all M&E projects, repairs and services support works throughout the estate, and/or liaison with outside support consultants.
- The control and direct supervision of the computerised M&E Planned Maintenance system, liaison with service contract staff and ensure that the database of service records is kept up to date.
- Ensuring that accurate records are kept of all breakdowns through the computerised helpdesk system and that all faults are rectified in accordance with the agreed contracts.
- To operate the Building Management System to ensure plant is operating efficiently and that environmental requirements are being met.
- Liaison with and advice to curatorial staff and artists on technical support matters relating to exhibition installations, environmental conditions and associated lighting.
- The sourcing and procurement of equipment, spare parts and building consumables including maintenance of stock records, checking of supplier invoices and supervision of an in-house stock control database system.
- Take an active part in reducing our carbon footprint through our activities. This includes better use of the Building Management Systems, new low energy technologies and controls.
- Acting as temporary cover to the other estates Facilities Managers and the Head of Estates in their absence on leave/sickness etc.
- Make recommendations on the sequence of improvement projects over a 5-year period in response to the security systems review.
Estates Project Management
- Working within the Head of Estates and the Estates Team to plan out and implement the security and electrical installation improvement projects, including
- Tender and appoint specialist contractors in accordance with our procurement processes
- Manage the specialist’s contractors to deliver the projects on time and within the agreed budget
- For each project a thorough process of risk assessment (including risk to the art collection ) must be carried out to ensure the health and safety of our teams on site and to ensure all fire safety measures are adequately considered and dealt with
- For each project a carefully integrated plan will need to be established to take into account impact and dependencies on other areas so that estates projects are delivered with the support of the appropriate teams in NGS and without negatively impacting the visitor experience, care of the collection and the safety of our colleagues
- To be able to establish the scope and sequence of the projects you will be expected to work with specialist external consultants to help define longer term solutions and investment plans for NGS estates
Budget Management & Continuous Improvement
- Responsible for c£200 to £300k of estates capital projects
- Within the COO, each team is developing their own 5-year improvement programme of work. This role will be expected to develop, co-ordinate and implement the improvement programme for the ongoing management and maintenance of the Security, Fire Alarm and Electrical installations.
- Provide recommendations on how continuous improvement can be established in the Estates team to help improve our operating efficiencies, the visitor experience and colleague engagement
- The role will be required to keep up to date all systems plans
Key Internal Relationships
- This role interacts with all the rest of the estates team, the Director of Operations, the Head of Security, the Chief Technology Officer, Health and Safety Manager and specialist in the Conservation Department.
Key External Relationships
- Responsible for appointing and managing specialist consultants
- Responsible for appointing and managing a series of specialist contractors and to deliver on our fabric improvement plans.
Skills & Experience
It is an essential requirement that the successful candidate has demonstrable experience in the knowledge, skills and experience outlined below:
- Electrical engineer with experience of maintaining and managing fire safety and security systems
- Experience of initiating, planning, scoping and implementing a series of systems improvement projects – ideally with similar heritage buildings
- Experience of leading and managing specialist contractors
- Contract Management
- Dealing with all aspects of estates Health and Safety in building improvement projects, including Risk Assessment and Fire Management of building improvement projects
- Problem solver
- Technical skills & experience in facilities management
- Project Management experience
- Procurement experience.
- The ability to write specifications and prepare contracts
- Track record in continuous improvement.
- Understanding of the challenges and opportunities of operating popular, free visitor attractions.
- Understanding of the challenges and constraints of maintaining iconic listed buildings at multiple sites with external grounds & art works.
- Understanding of trends and best practice in the relevant technical areas
- Strong communication skills
- Membership of BIFM
- Experience in a similar role in an Arts environment.
- Knowledge of BS5454/ BS EN 16893.
- Experience of CMMS/CAFM Software (currently Qube Planet FM Enterprise).
- Experience of commissioning building services.
- A good knowledge of Fire & Security Systems including CCTV, Access Control and alarm systems.
- Experience on maintaining buildings electrical installations, lighting, distribution and UPS systems.
- Up to date knowledge of current regulations and statutory requirements with regards to electrical systems and testing.
- Working knowledge of exhibition & galleries lighting.
- Computer Aided Design experience.
- Degree qualified, with relevant specialist qualification &/or experience
Salary: £32,661 - £35,780 (Pay Award Pending)
Starting salaries will normally be at the minimum or at a rate that reflects qualifications and/or experience which are of special value for the post and which are above minimum entry requirements.
Hours: 42 hours per week inclusive of lunch breaks
Annual Leave: 25 days per annum & 11.5 public and privilege holidays FTE, pro-rata depending on hours
Pension: Civil Service pension provisions enables the National Galleries of Scotland to offer a choice of occupational and stakeholder pensions, giving you the flexibility to choose the pension that suits you best.
The closing date for completed applications is Sunday 9th May 2021
Please note that the successful candidate will be subject to Basic Disclosure Scotland security clearance.
National Galleries of Scotland is a charity registered in Scotland (No. SC003728)