Contracts Manager (Frameworks and Contracts)
WORLD CHANGERS TOGETHER
Job purpose
Reporting to the Head of Frameworks and Contracts, the role will have responsibility for supporting the effective operation of the work of the Frameworks and Contracts team, and primarily the new Hard FM (Maintenance Services) Contract, with the purpose of driving excellence in service delivery and value for money through customer focused contract management. The role will engage extensively with key service delivery Contractor Partners and be responsible for ensuring collaborative relationships and partnership working underpin excellence in service delivery, value for money, and alignment of culture and behaviours befitting of the University of Glasgow.
The postholder will be responsible for ensuring high standards of reporting and process arrangements to support effective and efficient management of the contract under Frameworks and Contracts. In addition, you may act on behalf of the University in the role of Service Manager, under the NEC4 forms of contract and issue appropriate instructions. You may also be required to Deputise for the Head of Framework and Contracts from time-to-time, as required.
Main duties & responsibilities
Contract Management and Supervision
• Lead, manage and authorise contractor activities; to include planned/lifecycle maintenance projects, new installations, planned preventative maintenance, works arising and reactive maintenance services through term services agreements across a range of maintenance, construction, and other specialist service providers.
• Lead the planning and coordination of installation and maintenance work on site; assist and facilitate planning to minimise disruption to clients/building occupiers.
• Engage with other Estates teams on the implementation a programme of audits of work in progress and post completion inspections to confirm standards of delivery by service providers, ensuring value for money. Identify defects and areas of non-conformance and instruct corrective action where required.
• Manage the delivery of Framework and Contract Management processes and procedures, i.e., Quality management, effective change control, dispute resolution, performance management, administration of contractual documentation and contractual/commercial risk management, job, and data management.
• Lead a strong relationship management culture which facilitates excellence in performance and service delivery, founded on collaborative relationships and a partnership approach.
• Drive partnership working or shared activities between contract parties for mutual benefit, for example, capturing knowledge and innovation, process improvement, shared training, joint project teams, shared risk reduction activities.
• Lead and manage the monitoring and reporting of Service Level Agreements and ensure that contract non-compliance issues are resolved effectively. Work with the Performance Manager, Mobilisation Manager, Contract Surveyor, and Contract Supervisors to ensure Key Performance Indicators (KPIs) and performance management initiatives are effectively monitored, managed, and evidenced; and SLA/KPI corrective measures, if required, are formulated to bring about timeous and sustained improvement.
• Create a culture of zero tolerance towards non-compliance in relation to matters of statutory compliance and all other legislative matters.
• Drive continued engagement with UoG technical leads to obtain feedback on quality of work in the field. This will dovetail with agreed quality auditing regimes.
• In conjunction with the Head of Frameworks and Contracts and Contracts Surveyor; monitor job costs and progress against budget; there is checking of in-coming applications for payment from contractors and service providers and these are signed off to release payment. Review and agree monthly and final accounts.
• Manage the CBRE WebQuote system to ensure smooth transition and progression of works through the approval process, aligned to available budget. Provide reports from Webquote to our Estates and Finance colleagues to assist in financial matters and to aid forecasting.
• Support forecasting and budgetary requirements through appropriate forward maintenance planning; Review contract expenditure and individual order values, considering trends and opportunities to reconcile package works and improve value for money. Work closely with relevant budget holders and Finance team to support cash flow forecasting and timely budget allocation/forecasting.
• Consider and drive environmental sustainability initiatives to align with the University’s commitment to UN Sustainable development goals within contracts and ensure service contractors are operating in a safe and compliant manner.
Stakeholder Relations
- Utilise client feedback to drive positive change and improvement and, through effective engagement with key stakeholders, ensure that University-wide relations are maintained to an optimum level.
- Ensure interdepartmental engagement exists between UoG and Contractor functions to enable a streamlined approach to interrelated matters.
- Assist in managing escalations and significant incidents to bring about suitable measured remediation and fit for purpose solutions.
- Ensure key stakeholder engagement with Contractors, ensuring available touchpoints and regular scheduled meetings to build partner relationships and to ensure a culture of trust and respect.
Procurement
- Support and advise the Contract Supervisors and Procurement team in the development and/or review of detailed specifications, liaising with other technical colleagues and/or external consultants, support the Instruction/commission of estimates, quotes and/or mini competitions via frameworks/contracts, support the review and analysis of contract returns and preparation of reports along with recommendations for appointments. Lead the ongoing review and option appraisals for the addition or omission of work elements from the Hard FM (Maintenance Services) Contract.
- Manage, support and advise delivery by Contract Supervisors of site inductions and briefings on safe working arrangements to contractors and service providers.
- Support and advise Contract Supervisors in monitoring compliance with health and safety regulations supported by the Compliance Team and ensure safe working practices are being adhered to on site. Review and monitor safety plans, method statements and risk assessments; provide relevant feedback.
- Ensure Contractors regular attendance on the Contractor Activity Meetings, to allow a broader understanding of site activities, interrelated activities, restrictions, directives, as well as any new UoG HSEQ initiatives and that they adopt full HSEQ cultural alignment with UoG policy and principles.
- Implement soft landings procedures; oversee completion and project handover, liaising with the Soft Landings Manager on operational matters including ensuring handover of completed safety files, operating and maintenance manuals and delivery of relevant training where required.
- Manage updates and inputs to both Contract documents and UoG controlled documentation, including, but not limited to, BCP, Disaster recovery plan, Risk register and Early warnings register.
- Ensure that where a commitment has been provided by a contractor, such benefits are fully realised for the UoG.
Safety and Compliance
- Manage, support and advise delivery by Contract Supervisors of site inductions and briefings on safe working arrangements to contractors and service providers.
- Support and advise Contract Supervisors in monitoring compliance with health and safety regulations supported by the Compliance Team and ensure safe working practices are being adhered to on site. Review and monitor safety plans, method statements and risk assessments; provide relevant feedback.
- Ensure Contractors regular attendance on the Contractor Activity Meetings, to allow a broader understanding of site activities, interrelated activities, restrictions, directives, as well as any new UoG HSEQ initiatives and that they adopt full HSEQ cultural alignment with UoG policy and principles.
- Implement soft landings procedures; oversee completion and project handover, liaising with the Soft Landings Manager on operational matters including ensuring handover of completed safety files, operating and maintenance manuals and delivery of relevant training where required.
- Manage updates and inputs to both Contract documents and UoG controlled documentation, including, but not limited to, BCP, Disaster recovery plan, Risk register and Early warnings register.
- Ensure that where a commitment has been provided by a contractor, such benefits are fully realised for the UoG.
Development and Industry Innovation
- Play a key role in making sure Contractors meet contract obligations, including, but not limited to: Corporate social value, sustainability initiatives, Gainshare proposals, industry standard initiatives, future schemes to support digitisation, ensuring that the University benefits from cutting-edge developments available from within the industry.
Knowledge and qualifications
Essential:
A1 Scottish Credit and Qualification Framework Level 9, 10 or 11 (Ordinary/Honours degree, Post Graduate Qualification) or equivalent including being professionally qualified in relevant discipline, with a broad range of professional experience in a management role(s)
A2 Extensive working knowledge of the key maintenance and legislative requirement priorities in relation to a complex estate and particularly The control of Legionella Bacteria in Water Systems, The Lifting Operations and Lifting Equipment Regulations (LOLER), The Electricity at Work Regulations, The Pressure Equipment Regulations (PER), The Pressure Systems Safety Regulations (PSSR) and The Provision and Use of Work Equipment Regulations (PUWER)
A3 Extensive knowledge of all aspects of building services (Mechanical. Electrical, Plumbing) and Fire and Security installations and maintenance practices, particularly within a large complex, built environment
A4 Sound knowledge of construction and maintenance forms of contract, standard terms and warranty arrangements
A5 Demonstrable knowledge of the Construction Design and Management Regulations and the Control of Asbestos Regulations
A6 Understanding of Culture driven performance management
Desirable:
B1 Sound knowledge of Public Procurement regulations
B2 Working Knowledge of NEC3/ NEC 4 forms of contract
B3 Certified Institute of Workplace and Facilities Management (CIWFM) membership
B4 Demonstrable knowledge of the Construction Design and Management Regulations and the Control of Asbestos Regulations
Skills
Essential:
C1 Advanced management and supervision skills with the ability to motivate and inspire others including where there is no direct line management responsibility
C2 Excellent written and verbal communication skills with the ability to relate at strategic, operational and commercial levels
C3 Well-developed people skills with the ability to deal diplomatically with difficult situations and engage with a highly collaborative approach
C4 Demonstrable ability to analyse and evaluate complex facts and figures across a wide range of contract issues, considering legislation, organisational and other conflicting demands and to develop appropriate solutions
C5 Well-developed IT skills and competent in the use of industry standard software (MS Office)
C6 Demonstrable ability to work methodically under pressure, pay careful diligence and systematically deal with multiple projects
C7 Demonstrable ability to work using own initiative and prioritise workload to meet agreed timescales
C8 Excellent report writing skills
C9 Integrity with high standards of personal bearing and behaviour
Desirable:
D1 Demonstrable ability to monitor assigned budgets and prepare forecasts
D2 Excellent commercial awareness, an ability to drive value and an inquisitive probing approach
Experience
Essential:
E1 Extensive building services and building fabric maintenance experience
E2 Experience of successfully engaging with diverse Stakeholder groups to deliver Service improvements
E3 Extensive experience of contract management and procurement within an organisation with a large and varied asset portfolio
E4 Specialist experience in the operation of measured term contracts and framework agreements
E5 Demonstrable experience of ensuring statutory compliance, particularly in respect of mechanical, electrical, plumbing, Life Safety and security systems, through external service providers
E6 Experience of managing and controlling budgets and forecasting
E7 Significant relevant experience in the management of people and teams
E8 Proven demonstrable experience of customer service delivery at Contract Management level
Desirable:
F1 Experience of working in a similar role in the Higher Education sector or in another similar organisation
F2 Experience of preparing dashboards reports
F3 Experience of operating Computer Aided Facilities Management (CAFM) system, analysing and managing input and output data
World-Changing Campus
We have delivered one of the most significant expansions of a UK university city campus for over a century.
Over the last decade, the University of Glasgow has invested in its estate to expand its world-class campus and facilities.
An area covering 14 acres of land next to our magnificent Gilmorehill campus has been redeveloped to build a mix of modern research, teaching and public spaces.
Our new buildings will mean the University remains a centre for world-changing research, as well as a vibrant community hub and centre for public engagement.
The development will transform our teaching, learning and research spaces. It will allow us to bring together the best minds of today and tomorrow within world-class interdisciplinary research spaces that offer flexibility and stimulate collaboration, and modern study spaces that will combine study and social learning space with technology enabled teaching.
- The Mazumdar-Shaw Advanced Research Centre (ARC) is changing the way research is conducted at Glasgow. The ARC is the creative and collaborative heart of research at the University of Glasgow, bridging the boundaries between research, cross-subject collaboration and true societal impact . The ARC brings more than 500 world-leading researchers from a range of disciplines together in a building specifically designed to break down organisational structure and facilitate collaboration and interdisciplinary work.
- The James McCune Smith Learning Hub is an inspirational and diverse learning space. The flagship building was the first to be completed as part of our campus development, and provides a creative environment, combining flexible study and social learning space with multi-styled and technology-enabled teaching. It can accommodate more than 2,500 students, and includes a lecture theatre with capacity for 500 students. State-of-the-art teaching facilities, with flexible study spaces and interactive teaching for students, help to create a more immersive learning experience.
Find out more
Living in Glasgow
A UNESCO City of Music, a vibrant arts and culture scene, a food-lover’s delight, and a shopper’s paradise. Just some of the highlights of the ‘friendliest city in the world’. As well as that accolade by the Rough Guides poll, Glasgow has also been named a must visit destination by publications including the New York Times, The Guardian, and Wanderlust.
Music
The city hosts an average of 130 music events a week catering for every taste; from rock to rap, and classical to country. Glasgow also has a world class club scene playing host to some of the world’s top DJs.
Shopping
Outside of London’s West End, Glasgow is frequently voted the best place for shopping in the UK. A must-visit destination for any shop-a-holic, it houses high street chains, international designers, and independent retailers. The West End, home to the University of Glasgow, is bustling with vintage fashion, vinyl stores, and second-hand bookshops.
Arts and Culture
Glasgow’s arts scene has gone from strength to strength, and is the base for five internationally renowned performing arts companies including the National Theatre of Scotland and Scottish Ballet. The city has several world-class museums, which are free to the public, and the city’s architecture is a work of art in itself.
Food and drink
You can be in Glasgow and taste the world with its many diverse restaurants, cafes, and bars. And if you’ve yet to sample the delights of haggis and whisky, Glasgow is the place to be.
The City and Beyond
Glasgow has all the opportunities and excitement of a big city but its compact size means you can quickly travel from one vibrant district to the next. You could be relaxing in one of its many parks, before shopping in the quirky West End, and then dancing until the wee small hours in the Merchant City.
And when you fancy getting out of the city you can reach the stunning Loch Lomond in just 30 minutes, climb one of our many breath-taking Munros, play golf at one of Scotland’s many world-class courses, visit one of our ancient castles, or go further North and search for Nessie! Scotland has also just been named the world’s most beautiful country by Rough Guides.
Relocating to Glasgow
Choosing to relocate to Glasgow is a big decision. There are numerous things to be considered, such as the costs of moving, the cost of living, and where exactly to relocate to. We have created two guides to aide you in the decision making process.
Find out more on relocating to Glasgow at the below link:
- Relocating to Glasgow
WORLD CHANGERS TOGETHER
WORLD CHANGING GLASGOW 2025
Our outstanding disciplinary breadth and expertise has enabled us to make world-changing advances in fields as diverse as medicine, physics, linguistics, public policy and global development.
The key to our success is our talented staff and students pushing back at the boundaries of knowledge and understanding together.
Our World Changers Together strategy recognises the fundamental importance of a culture of open cooperation: not just as colleagues and mentors or students and teachers, but as a community of discovery that reaches beyond its walls and draws inspiration and strength from its connections and partnerships worldwide: excellence that's part of something bigger. The strategy is articulated across three themes:
COMMUNITY
- People centred, globally engaged
CONNECTIVITY
- Collaboratively minded, digitally enhanced
CHALLENGES
- Solution focused, impact oriented
Find out more
How to apply
Full details of the role and how to apply can be found by visiting our website:
The closing date for applications is 26 June 2025
NB: This is a readvertisement. Previous applicants need not apply
Terms & Conditions
Salary will be Grade 8, £49,559 - £57,422 per annum.
This post is full time (35 hours p/w) and open ended. Relocation assistance will be provided where appropriate.
The University of Glasgow has a responsibility to ensure that all employees are eligible to live and work in the UK. If you require a Skilled Worker visa to work in the UK, you will be required to meet the eligibility requirements of the visa route to be assigned a Certificate of Sponsorship.
Job Features
Dimensions
The Contracts Manager operates as a key member of the Frameworks and Contracts Team within Estates, a major strategic department with business-critical impact. The scope and impact of this role is University wide in the context of ongoing significant investment in the University Estate, which is pivotal to the achievement of the University’s strategic objectives, working to ensure a continuous drive to support world changing UoG.
Responsibilities will include overall operational and day to day management of the Hard FM (Maintenance Services) Contract and other allocated frameworks and contracts, Utilities i.e., water, gas, electricity, waste etc, fixed contracts i.e., compliance and planned maintenance work, and routine works i.e., day to day reactive and planned maintenance work and installation works/ minor projects. There are currently circa 20 contracts in operation as well as a larger list of approved contractors and suppliers. Manage and supervise Hard FM (Maintenance Services) contractors on works ranging from a value of £1k to £250k with a lifecycle range of a few days to several months’ duration.
Support the Head of Frameworks and Contracts, Performance Manager, Mobilisation Manager and Contract Surveyor in the supplier relationship management of maintenance and specialist services frameworks with an overall expenditure of circa £20M per annum. The Estate is vast and has an asset value in excess of £750m excluding the newly acquired Western Infirmary site. The total land holding is 430 hectares and comprises circa 320 buildings of which 20 are Category A listed, 52 Category B listed, and 40 Category C listed. We manage a total floor area of over 400,000m sq., 887 Laboratories, 75 Lecture Theatres, retained residences, approximate gross area 32,550m sq., let Properties, NHS site-based facilities (liaison role).
Planning and Organising
Responsible for the management, co-ordination and organisation of contractors ensuring contract programmes are timeously delivered. Auditing of supplier practices supported by the relevant Estates teams e.g., completion of works request sheets, invoicing, production of Compliance Certification, ensuring standards are appropriate and data capture/records are appropriately stored and accessible: understanding that poor supplier performance or practices presents a risk for the University. Support the Performance Manager in ensuring procedures for recording, monitoring, and measuring performance and conformance with KPIs are robust. Manage own workload and deadlines to suit contracts by arranging site visits, meetings, and other duties, ensuring all delegated works are managed effectively. Reorganise activities to meet changing priorities and emergency situations. Lead progress and other necessary meetings where appropriate. Prepare progress reports and meeting records, ensuring these are appropriately circulated. React daily to incoming enquiries from contractors, other managers, and teams. Lead contribution to medium-long term plans and strategy where discussion, advice and agreement are required.
Decision Making
Provide specialist technical advice relevant to Contracts Management. Prioritise actions, including those arising from work requests, inspections, contract review, audits, and risk review. Assess the quality of contractor's workmanship, ensuring it complies with Contract documentation and instruct corrective action where non-compliance is identified. Determine and agree extent of works arising and repairs to be authorised within delegated authority levels. Responsibility for agreement of works out with reactive repair thresholds and review pricing of the same to ensure value for money. Provide support and advice to Contract Supervisors and Contract Surveyor in this respect.
Evaluate design and installation proposals and advise responsible managers. Authority to close down site operations where it is deemed ongoing activity may cause an unacceptable level of risk to people, property etc.
Internal/External Relationships
Function as key contract manager working collaboratively with external service providers. Operate supplier relationships which improve service delivery and performance. Provide advice and guidance in the operation of established frameworks and contract matters to Estates and Commercial Services staff and appointed consultants. Work collaboratively with other Professional and Operational staff, i.e., Estates, and in particular, with University Procurement and Finance colleagues, Technical Services and Security staff. Agree sign-off and approvals where necessary with University departments and relevant stakeholders.
Problem Solving
Anticipate and recognise contractual and technical problems on site, provide sound advice on solutions. React to and resolve daily queries from contractors, clients, and other Stakeholders. Review annual expenditure and recommend changes to current procurement arrangements.
Work in conjunction with the Performance Manager in monitoring performance, where there are concerns about unacceptable levels of non- compliance, take immediate corrective action. Utilise the skills of the Contract Surveyor to further determine reasonable steps for redress. Notify supplier and obtain a response as per contract terms. Record each event escalating matters as appropriate to the Head of Frameworks and Contracts.
Other
Maintain personal and professional development to meet changing demands of the job, participate in appropriate training/development. Undertake such other duties, training and/or hours of work as may be reasonably required by the Head of Frameworks and Contracts, and which are consistent with the general level of responsibility of the job.
It is the University of Glasgow’s mission to foster an inclusive climate, which ensures equality in our working, learning, research and teaching environment. We strongly endorse the principles of Athena SWAN, including a supportive and flexible working environment, with commitment from all levels of the organisation in promoting gender equity.
Our values
The future holds innumerable challenges for our sector, our society, and our world. We will have to adapt and change what we do and what we offer if we are to navigate these successfully. Our strategy and approach may evolve as the landscape changes, but our values will remain constant: a fixed point of certainty in uncertain times.
We have identified our values in consultation and partnership with our staff and student community. Living and upholding these values will ensure that we remain true to the spirit of our community and ourselves:
Ambition and Excellence
- We strive for excellence through our work
- We defend academic freedom globally
- We recognise and celebrate shared success
- We have an unrelenting focus on development
Curiosity and Discovery
- We innovate and solve problems together
- We lead by influence and example
- We engage with lifelong learning and personal development
- We learn from our mistakes
Integrity and Truth
- We uphold honesty, integrity and fairness
- We share our work widely and generously
- We do the right thing, not the easy thing - or we don’t do it
- We take responsibility
An Inclusive Community
- We are one Glasgow team, and we care for and respect one another
- We advocate for diversity and believe in variety as a vital part of a healthy university
- We champion education as an engine for social progress
- We practise and advance sustainability