Maintenance Services Manager

Scottish Prison Service
Edinburgh, City of Edinburgh
£44,443 - £54,168 (plus an annual supplement of £5000)
Closing date
22 May 2022

Maintenance Services Manager

Vacancy Type: Permanent

Location: Headquarters

Pay band: G

Salary: £44,443 - £54,168 (plus an annual supplement of £5000)

Closing date: 6 May 2022, 10:00

Hours of work: All Hours required

Full or part Time: Full-Time - 37 Hours

The post holder shall provide professional expertise in the planning, coordination and monitoring of the maintenance services across all SPS Establishments to provide assurance to the Head of Maintenance that robust policies, processes and procedures are in place to manage the compliance of the SPS built environment. This will include the strategic development of the computerised maintenance management system (CMMS) covering the SPS Estate, as well as the development and management of certain compliance contracts and frameworks as required to facilitate the efficient and effective delivery of the maintenance function in carrying out asset management.


Developing and maintaining an “Estates Maintenance Handbook” for Area Maintenance teams to follow to ensure the estate is maintained to an appropriate standard at all times. This includes reporting templates for quarterly signed statements of assurance by the Area Maintenance Managers (AMMs), as well as Estates Maintenance compliance policies, plans, processes and procedures.

Ensuring the preparation and implementation of planned maintenance procedures (as part of an “Estates Maintenance Handbook”), in accordance with industry best practice guidance (as adapted as appropriate for SPS use); that each establishment has suitably developed and updated planned preventative maintenance schedules so that all Estates assets are appropriately maintained; as well as a responsibility matrix and reporting outputs using appropriate management information and systems.

Strategically managing and developing the Computerised Maintenance Management System to ensure fitness for purpose, providing operating and maintenance schedules and procedures (as part of the “Estates Maintenance Handbook”) for the estates maintenance teams and providing accurate monthly management reports that measure the performance of each establishment’s Maintenance Service Level Agreement.

Monitoring and reporting of compliance for all establishment maintenance tasks with respect to statutory regulations and completion of PPM activities, compiling all asset task status and non-compliance risks identified by the AMM teams in an appropriate reporting format, at frequencies as requested by the Head of Maintenance, including timescales for proposed mitigations agreed with the identified action-owners.

Providing the specifications and assisting with the ongoing management, utilising internal and external specialist and stakeholder input as required, for the procurement and delivery of all Estates related statutory compliance contracts ensuring value for money is obtained and that they are delivered within budget and operate to agreed quality standards.

Developing and implementing a common standard for asset management, including the Estates Helpdesk for reactive maintenance requests, liaising with and providing reports to the CAD/BIM manager, AMMs, maintenance programme managers, Head of Commercial Management and Head of Maintenance to provide support and information on plant, systems, maintenance, repair and replacement cycles for the SPS Estates assets to facilitate future budgeting and works programmes.

Person Specification

SPS recruitment and selection practice is based on the fundamentals of our Behavioural Competency Framework. This identifies behaviours and standards required both of applicants seeking to join us, and our staff in their respective roles. Assessment of specific behaviours, of which there are twelve, will be determined by the role you are applying for. Whilst it is unlikely you will be assessed on all of them , you will be assessed on these identified as key to role.

Qualifications Requirements

Degree in Facilities Management, Building Services Engineering or related discipline or significant equivalent maintenance experience gained within the facilities/estates profession in a complex multi-site environment.


NEBOSH National General Certificate Course in Occupational Health and Safety.


Experience Requirements

Maintenance Experience: Significant maintenance experience with responsibility for planning, co-ordinating, implementing and monitoring maintenance services and contracts within a complex multi-site environment.


Change Management: Experience of successfully leading and managing change.


People Management: Experience of leading, directing, influencing and empowering people and teams, providing vision & strategy to deliver organisational outcomes.


Knowledge Skills Requirements

Planning, Implementation and Control: Evidence of your excellent organisational skills, demonstrating your ability to prioritise, forward plan, manage competing demands, and work under pressure to ensure outputs are delivered within organisational timescales and budget.


Issue, Identification and Analysis: Evidence of your ability to assess complex and dynamic situations and issues and exercise effective decision making to implement appropriate solutions.


Building and Maintaining Relationships: Excellent interpersonal skills with evidence of working effectively, flexibly, and collaboratively with internal and external stakeholders, demonstrating your ability to negotiate with and positively influence others to achieve desired results.


Legislation: Specialist knowledge of maintenance services, asset management strategies as well as a detailed knowledge of current related statutory legislation, Codes of Practice, British Standards and Scottish Government policy guidelines.


Selection method 1: Psychometrics

Selection method 2: Written Exercise

Selection method 3: Presentation

Selection method 4: Interview


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