Cost Consultant

JOB DESCRIPTION

Responsible to: Head of Service, Minor Capital Delivery, Operations and Estates

Reporting to: Head of Service or nominated personnel – Minor Capital Delivery, O&E

Overall Job Purpose

The post-holder will be responsible to the Head of Service for the effective management and control of overall activities in MiCD and related administrative services using in-house staff and external consultants. The Cost Consultant is responsible for assisting in planning and programming the works, budgetary control, commissioning consultants, contract procurement and documentation and for providing professional advice, information and support service to all departments.

The post-holder will report to the CCT Service Manager but will also be required to work effectively with Head of Service/Senior staff across the Directorate and the EA. Through the delivery of comprehensive Cost Consultant support, the post-holder will contribute to the financial and performance management across the Operations & Estates Directorate.

Main Duties and Responsibilities

1 Budgetary Control and Planning

(i To effectively manage all service budgets:

· To compile, monitor and control the expenditure in all major, minor, youth, SEP works capital budgets, facilities management budget, and energy budgets.

· To establish, implement and maintain effective monitoring, control and reporting systems on tenders and the letting of contracts.

(ii To effectively manage and ensure adequate planning for the delivery of the Authority's Capital and Revenue works programmes:

· To produce and distribute feasibility costs for all annual programme of works for all.

· To compile, implement, operate and review the programmes of work for all allocated budgets.

· To assist in identifying and compiling reserve programmes in the event of financial slippage and additional budget allocations.

· To identify schemes for consultant appointments and to ensure all consultants are commissioned to meet programme dates.

· To assist in the development and implementation of estate management information systems (Manhattan).

2 Management

(i To commission, co-ordinate, control and direct consultants in all matters pertaining to cost budgets, specification detailing, project management and contractual control:

· To represent the Authority's interests in the commissioning and management of consultants with particular regard to cost, quality and standard of service.

· To prepare, assess and recommend fee bids for Authority approval.

· To negotiate fees with consultants on single appointments.

· To prepare and provide advice, assistance and direction in the compilation of consultant tender documentation.

· To carry out the project management function on Minor, Major, SEP and Youth capital projects as required.

· To carry project board roles, including Project Sponsor and Senior Responsible Owner, on Minor, Major, SEP and Youth capital projects as required.

· To establish and maintain effective monitoring, control and reporting systems on consultants and contractors performances.

· To assess, certify and approve professional fee accounts.

(ii To manage contracts and contractors on site:

· To prepare tender documentation for Minor, Major, SEP and Youth works projects.

· To supervise selected or specific projects on site.

· To supervise and monitor contractors and sub-contractors performance.

· To supervise contractors Health & Safety procedures.

· To certify payments, certificates, compensation events and agree final accounts.

3 Organisation & Administration

(i To formulate, prepare and submit bids, financial returns and reports to the Authority and the Department of Education:

· To prepare and submit Major Project Approval Forms, Scheme Design Profiles and Financial Control Records on all capital projects.

· To prepare and submit cost analyses and post project evaluations on all capital projects.

· To prepare and submit profiles of expenditure on all capital projects.

· To collate and submit data on the performance of all capital projects to the Department of Education and the Governments Central Unit of Purchasing.

· To analyse and submit bids for Major and Minor Works, Temporary Accommodation and Professional Fees.

· To provide information and response to all Departmental requests.

(ii To establish and maintain effective information and communication systems with the Authority's Directorate in all building, financial control and programme matters:

· To consult and interpret the requirements of the client in relation to the works programme.

· To prepare and provide budget estimates.

· To prepare and present monthly reports on expenditure.

· To provide professional and technical advice and information as and when requested.

(iii To research, update, direct and review current contract documentation and procedures to ensure compliance with new Policy and Procedural Guidelines, Procurement Guidance Notes, Codes of Practice, Statutory Regulations and Health and Safety:

· To continually review documentation and contract procedures.

· To formulate new policies and procedures.

· To prepare forms of contract, investigate insurance and other claims, prepare valuations and authorise payments.

· To check and approve contractors' Health and Safety policies.

· To assess, compile, analyse and recommend select lists of contractors.

· To collate contractual feedback information.

· To recommend tenders

· To support EA Procurement as required

· To ensure Public Procurement policy and Authority procedures are followed.

· To provide feedback to the Department of Education and Directorate on the operational effectiveness of existing policies and procedures.

(iv To give professional advice and assistance to all services including schools and colleges on a day-to-day basis:

· To give professional advice, assistance and directions on technical matters, procurement procedures and contract documentation to the Direct Services, Schools, and Youth Service.

· To advise and support various committees in the formulation, development and implementation of Policy.

(v As part of the EA MiCD Head of Service Management Team to assist in reviewing the Service's performance on a regular basis and to deputise for the CCT manager when required:

· To provide reports on various activities within the Service

· Where and when appropriate to represent the CCT Manager at meetings with Directorate, the Department of Education and other stakeholders.

· To serve on departmental and Authority working groups as and when required.

· Support the CCT manager on engendering sound and productive relationships with other services and stakeholders.

· To ensure agreed objectives are achieved through appropriate implementation, evaluation and monitoring.

This job description will be subject to review in light of changing circumstances and is not intended to be rigid and inflexible but should be regarded as providing guidelines within which the individual works. Other duties of a similar nature and appropriate to the grade may be assigned from time to time.

In accordance with Section 75 of the Northern Ireland Act (1998), the post-holder is expected to promote good relations, equality of opportunity and pay due regard for equality legislation at all times.

To view the summary of terms and conditions for this post, click here. 

PERSON SPECIFICATION

NOTES TO JOB APPLICANTS

1. You must clearly demonstrate on your application form under each question, how, and to what extent you meet the required criteria as failure to do so may result in you not being shortlisted. You should clearly demonstrate this for both the essential and desirable criteria, where relevant.

2. You must demonstrate how you meet the criteria by the closing date for applications, unless the criteria state otherwise.

3. The stage in the process when the criteria will be measured is outlined in the table below.

4. Shortlisting will be carried out on the basis of the essential criteria set out in Section 1 below, using the information provided by you on your application form.

5. Please note that the Selection Panel reserves the right to shortlist only those applicants that it believes most strongly meet the criteria for the role.

6. In the event of an excessive number of applications, the Selection Panel also reserves the right to apply any desirable criteria as outlined in Section 3 at shortlisting, in which case these will be applied in the order listed. It is important therefore that you also clearly demonstrate on your application form on how you meet any desirable criteria. 

Section 1 - Essential Criteria

The following are essential criteria which will initially be measured at the shortlisting stage and which may also be further explored during the interview/selection stage. You should therefore make it clear on your application form how, and to what extent you meet these criteria. Failure to do so may result in you not being shortlisted.

FactorEssential CriteriaMethod of AssessmentQualifications/
Experience

Have 1a)

1a) Have a Bachelor's Degree (UK Qualification and Credit Framework Level 6) or an equivalent or higher in Quantity Surveying

AND either 1b) OR 1c)

1b) Be a Chartered Quantity Surveyor with a minimum of three years' corporate membership of the Royal Institution of Chartered Surveyors

OR

1c) Have a minimum of five years' post-qualification experience working as a Quantity Surveyor or equivalent in a professional office.

Provide demonstrable experience, including examples, of detailed cost planning for capital works projects including managing site abnormals and risk at RIBA Stage 0-1.

Provide demonstrable experience, including examples, of cost planning during RIBA 2-4 including the preparation of Price Lists and/or Bills of Quantities in accordance with NRM rules at RIBA 4.

Provide demonstrable experience, including examples, of financial management and reporting of a project at RIBA Stage 5/6 providing evidence of NEC 3/4 contract administration.

Shortlisting by Application Form

Other

The successful candidate will be required: 

to have access to a suitable vehicle (appropriately maintained and insured for Education Authority business) that will enable them to carry out the mobility requirements of the post in an efficient and effective manner and thus meet this essential criterion;

OR

be able to provide sufficient information on the application form that will satisfy the employer that he/she has access to an appropriate alternative form of transport that will enable them to carry out the mobility requirements of the post in an efficient and effective manner and thus meet this essential criterion.

Shortlisting by Application Form

Section 2 - Essential Criteria

The following are additional essential criteria which will be measured during the interview/selection stage in line with EA's Game Changing People Model.

FactorEssential CriteriaMethod of AssessmentKnowledge

Sound knowledge of EA business and finance processes.

Working knowledge of financial management / reporting / implementation of projects / development works / data analysis / NEC contract management & administration / service improvements.

Knowledge of Construction Procurement Delivery (CPD) / EA Commercial Procurement Service

Interview

Skills/
Abilities

In line with EA's Game Changing People Model we will look for evidence of: 

Excellent oral and written communication skills.

Excellent reporting skills.

Excellent interpersonal skills

Ability to chair meetings.

Ability to supervise staff.

Ability to work alone or as part of a team with the ability to use own initiative/be innovative.

Ability to work under pressure and achieve target deadlines as required by Head of Service or Line Manager.

Be flexible and self-motivated with the ability to practice tact and diplomacy.

Ability to make decisions.

Interview

Values Orientation
Evidence of how your experience and approach to work reflect EA's ethos and values. You will find information about our Values here.
 

Interview

Section 3 - Desirable Criteria

Some or all of the desirable criteria may be applied by the Selection Panel in order to determine a manageable pool of candidates. Desirable criteria will be applied in the order listed. You should make it clear on your application form how, and to what extent you meet the desirable criteria, as failure to do so may result in you not being shortlisted.

FactorDesirable CriteriaMethod of AssessmentExperience

Provide demonstrable experience, including examples, of administering NEC3/4 Term Service Contracts for planned capital works.

Shortlisting by Application Form

Our Values

Through the selection process we will also seek evidence that the personal values of candidates align with those of the EA. This will include evidence of commitment to equality and excellence in service delivery. These reflect our aim which is to meet the needs of all our children and young people equally, removing barriers to learning and ensuring equality of access to excellent education services so that every child can develop to his or her full potential.

DISCLOSURE OF CRIMINAL BACKGROUND

The Safeguarding Vulnerable Groups (Northern Ireland) Order 2007 defines working directly with children or young people or in specified places as 'regulated activity'. 

In the event that you are recommended for appointed to a post that involves 'regulated activity', the Education Authority will be required to undertake an Enhanced Disclosure of Criminal Background.  Please note that you WILL be expected to meet the cost of an Enhanced Disclosure Certificate.  Details of how to make payment will be sent to you at the pre-employment stage.

Further information can be accessed at NI Direct or the Department of Justice.

APPLICANT GUIDANCE NOTES

To view the applicant guidance notes, please click here.

To learn about the many great benefits of joining the Education Authority, click here

The Education Authority is an Equal Opportunities Employer.

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