The University of Glasgow currently has two exciting, strategic opportunities - Director, Programme Office-Construction and Director of Facilities Services

Welcome

Thank you for expressing an interest in the University of Glasgow.

The University has ambitious plans for the expansion of the Gilmorehill campus and by 2025 will have invested over £1bn, transforming the campus and supporting the University’s ambition to be a world changing University, enhancing interdisciplinary research and making a step change in the experience of our students.  Estates and Commercial Services are leading the capital development programme, which is the biggest the University has undertaken in the last 150 years.

Director, Programme Office-Construction

The capital programme is complex. Up to 60 projects can be in the development and delivery stage at any one time. These projects can range from £100m projects providing world leading facilities to £0.5m projects, which may be highly complex and directly impact on the success of research projects.

The current programme office has been operational for three years however, there remains significant opportunity to shape and develop the office, in particular, the systems that support programmes and the reporting that informs senior decision-making. The post holder will lead on ensuring a consistency of approach to the development and delivery of projects, including delivery of soft landings, building information modelling and design standards. The post holder will work closely with senior managers across the University in providing project assurance on finance and delivery and also work alongside programme offices in IT and Transformation to provide consistency and synergies across all programmes.

This is a critical role in ensuring the successful delivery of the University’s largest ever capital programme that is transforming a significant part of our City.

Director of Facilities Services

We recognise that the provision of high quality, customer-centric facilities services enhances the student experience and supports world leading research, as such, it has been decided to establish a Directorate, reporting to the Executive Director of Estates and Commercial Services. The services are run using a mixed operating model with many services delivered by an in-house team however, there are a number of contracts in place for more specialist areas.

The service is currently going through a major review which could see changes to operating models, processes, structures and terms and conditions. The Director will be responsible for developing the senior leadership team and provide leadership to the service as it goes through this major review. The Director must ensure stability and retain operational effectiveness whilst embedding significant change into the service. The Director will provide strategic oversight in transitioning the new service models and structures into a business as usual operating mode. A major strength in the service is the workforce and the Director will be expected to provide authentic leadership and be highly visible.

Both postholders must be change champions, working with colleagues in the Directorate and across the University, fostering innovation and creativity in how we deliver essential services and programmes. If you would like to contribute your expertise, creativity and energy to these posts, I would be delighted to hear from you and look forward to seeing your application.

Ann Allen
Executive Director Estates and Commercial Services

Organisational chart

To view our Organisational structure chart of the Estates & Commercial Services Directorate please click Orgranisational Chart.

 

 

The roles

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Director, Programme Office-Construction


AQ351
Duration: Permanent
Reporting to: Executive Director Estates and Commercial Services

Job purpose

A member of the senior executive team within the Estates and Commercial Services Directorate, the Director will hold a pivotal role in ensuring successful delivery of the capital programme through monitoring and challenging programme and project deliverables, providing financial assurance, ensuring reporting is aligned with the requirements of the programme and governance, and reporting to senior management on the progress of all projects. The Director will provide effective management of risk and issues, providing assurance to senior governance boards. The holder of this role will be integral in the shaping of future capital programmes.

Job dimensions

  • Provide oversight and reporting on an ongoing Estates Development programme of typically between 60-100 major and minor projects at various stages at any one time. With a total pipeline value of circa £1bn and an annual spend in the order of £150m (ranging in value from circa £0.5m to£120m).
  • Support the Director in the direction and delivery of the construction programme, covering the whole of the University Estate comprising in excess of 300 buildings and 400,000m2 of space.

 Main duties and responsibilities

  1. Lead the shaping and ongoing development of the Estates Programme Office to ensure it provides highly effective control, insight, performance measurement and value across the capital programme, enabling effective delivery of the £1bn capital plan.
  2. Lead and ensure delivery of a suite of effective controls to manage the capital programme, ensuring transparency across the lifecycle of all projects, clearly establishing the critical path at both programme and project level.
  3. Lead and manage a quality assurance process to test and provide high-qualitychallenge to project and programme plans, costs and risk and management issues. Ensure that all programmes, costs and risks can be escalated to inform overall programme reports. Ensuring consistency of approach to all project and programme management between the University, consultants and contractors. Ensure all reporting aligns with University standard reports and can be escalated to a University Programme Office.
  4. Ensure accurate and effective data and metrics are developed and measured across all projects and programmes, responding to a recent audit report.
  5. Develop an effective reporting system which allows individual project managers to have confidence in delivering individual projects, whilst also being able to inform governance boards on progress, trends and risks. Challenge and give assurance to all financial reporting. Ensure reporting simplifies complex projects and programmes so that critical matters are highlighted to governance boards and Court committee members, identifying risks and trends to enable governance members clarity on areas of priority.
  6. Ensure all data and capital plan information is available to support the annual budget process and the annual review of the capital plan.
  7. Develop the effective management of risk, ensuring all risks are identified, thereby reducing spend on delays. Lead appropriate workshops and discussions to identify risks, maintain a departmental risk register and ensure adequate mitigation for successful delivery, escalating when an identified risk may impact on success.
  8. Ensure programme tools including RAIDS are adopted and embedded into the delivery of projects.
  9. Contribute to the emerging University Project Management Centre of Excellence, which will build a Knowledge Academy to ensure project capability across Estates & Buildings including project sponsors and boards.
  10. Provide financial assurance across all projects and work closely with finance colleagues to ensure accurate monitoring and reporting of cashflow and total budget spend. Prepare feasibility studies and assist the Finance Office/Colleges with the development of Business Cases and Option Appraisals.
  11. Provide oversight of dependent change and capital programmes elsewhere in the University, in particular, the Glasgow World Changing Programme and IT programmes.
  12. Lead a programme office which ensures that the construction process is seamless and adheres to soft landings methodology. Ensure an effective lessons learned approach is adopted to ensure continuous improvement in project delivery.
  13. Develop the strategy for the University’s adoption of digitized information management in respect to BIM, taking into consideration value for money, effectiveness and Government expectations. Lead the development and adoption of BIM across the department, ensuring that everyone is working on projects and programmes.
  14. Develop, coordinate, maintain and distribute all Estates and Buildings project reporting systems and processes including health and safety reporting and financial reporting. Ensure that everyone across the department understands the importance of and need to comply with project reporting procedures. Provide oversight and assurance of reporting into University-wide programme reporting.
  15. Provide programme management analytical advice and expertise to Project Boards and Executives, ensuring that programme and project plans are produced to a high standard and that the programme delivers the financial, activity, workforce and quality outcomes defined.
  16. Procure, appoint and manage the services of external professional consultants and contractors to provide professional project monitoring, tracking, reporting, and acting as one interface between the University and the construction industry.
  17. Develop and test effective KPls, monitor and report against the KPls, provide timely and appropriate information to other parts of the University with regards to KPls, including benchmarking and leading the delivery of HESA returns.
  18. Prepare project programmes and reports for estate development projects and coordinate development activities, taking cognizance of University events, key Committee and Project Governance dates and deadlines. Provide specialist technical advice and support to user departments to help them to identify their requirements, thereafter, advise and support them to develop any required business cases so that any emerging projects have a clear and justifiable rationale and supporting plans are achievable and represent best value. Work with the Head of Construction and Head of Operations to review and manage resource allocation and alert them to risks associated with under-resourcing.
  19. Contribute to the preparation of funding bids relating to Estates Development Projects and to the coordination of fundraising activities and campaigns, including contribution to the preparation of grant applications and the administration and management of grants. Prepare reports for outside agencies and bodies in relation to external funding grants.

 

PERSON SPECIFICATION

Candidates are asked to address the essential Qualifications and Knowledge and Experience criteria in their supporting information as part of their application supporting information.

Qualifications

Essential

  • Educated to degree level in a construction related discipline and/or membership of relevant professional institution or extensive relevant professional experience, including evidence of continuing professional development; and
  • A qualification in project or programme management.

 Knowledge and experience

Essential

  • A depth of knowledge of the finances of capital projects and financial reporting in relation to project and programmes in construction;
  • Experience of managing and developing complex projects and programmes across a large organisation, public or private sector, with a demonstrable track record in strategic estate management and delivery of large capital development programmes and projects;
  • Experience of working with matrix managed professional teams, successfully influencing without line management control; and
  • Experience of service delivery and building and managing customer relationships.

Desirable

  • Knowledge of NEC3 and partnership working on refurbishment or new build projects;
  • An understanding of the construction of key maintenance and legislative requirement priorities in relation to the existing estates;
  • Knowledge of H&S within the construction industry;
  • Knowledge of Higher Education and Public Sector Procurement, including Treasury Guidance economic appraisals; and
  • Experience of working with historic properties.

Skills and abilities

  • Excellent leadership and management abilities;
  • Excellent ability to shape teams and lead change;
  • Excellent skills in influencing and an ability to effectively challenge and test;
  • Excellent interpersonal and communication skills, both written and verbal;
  • Proven ability to deliver strategic oversight whilst also undertaking detailed analysis and assurance on projects;
  • Proven ability to working effectively to timescales and to be able to deliver under pressure;
  • Proven problem-solving ability and decisive decision maker;
  • Politically sensitive and an ability to understand awareness of the environment in which the programme office operates; and
  • Ability to liaise and co-operate with people across organisational boundaries.
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Director of Facilities Services


AQ353
Duration: Permanent
Reporting to: Executive Director Estates and Commercial Services

Job purpose

A member of the senior executive team within the Estates and Commercial Services Directorate, the Director will be responsible for developing the senior leadership team and providing leadership to the service as it goes through a major review.  Under the leadership of the Director, the new service must put the customer at the centre of everything they deliver, ensuring the continuous enhancement of the student experience whilst still delivering value for money.  

The Director will ensure stability and retain operational effectiveness whilst embedding significant change into the service. The Director will provide strategic oversight in transitioning the new service models and structures into a business as usual operating mode.

The Director will provide authentic and highly visible leadership to the entire workforce.

Job dimensions

  • Leadership and management responsibility for circa 600 staff.
  • Budget of £15.7m revenue per annum.
  • Staff budget of circa £10m.
  • Utilities budget of £11m.
  • Estate comprises in excess of 300 buildings and 300,000m2 of space across four different campuses.

Main duties and responsibilities

1. Strategic development 

Provide leadership to the review of facilities services, which will bring together two separate divisions within the Directorate.

Lead, challenge and support the Head of Facilities Services and Head of Operations as they review and develop an efficient operating model, which specifically meets the needs of the University. Provide leadership, challenge and support to the project and provide leadership and stability through a period when new working methods are introduced whilst services must continue to be delivered. Ensure efficient new processes and a customer engagement model are developed, ensuring the 600 staff involved in delivering the services are fully engaged and involved in the process. Develop services which provide high-quality services which demonstrate value for money.

Engage with the University’s transformation programme called “World Changing Glasgow”, ensuring that the proposals within the facilities review align with the wider needs of the transformation project and specifically meets the needs of new buildings as they open.

Develop and implement appropriate monitoring systems for all operational and service delivery aspects of facilities to ensure optimum performance.

Ensure a new energy strategy is developed which fully supports the needs of the University, the University’s sustainability plan, carbon reduction targets, and aligns with the Scottish-wide agenda.

Lead the development of the Directorates approach to Business Continuity.

Working with the Executive Director and other senior members of the Directorate, develop key departmental strategies including People, VFM and Customer Service.

2. Resource management and effective monitoring  

Ensure and clearly demonstrate best value on all operational procurement through effective management of resources and by developing key performance indicators, reporting annually on performance.

Lead and manage a team of senior facilities services specialists. Set a clear vision for the team, manage and develop structure, regularly review resource, ensure appropriate training is provided and implement all HR policies, demonstrating effective line management.

Manage the Directorate budgets to ensure good governance; VFM and deliver a balanced budget, incorporating any and all efficiency savings that may be required.

Lead a newly formed Facilities Services Directorate, ensuring the Directorate has the right skills, training and development programmes and that staff feel engaged and part of a wider team.

Develop links with external organisations and FM industry exemplars to ensure awareness of service delivery initiatives and to constantly seek innovation in the delivery of services.

Establish and maintain a set of standards and specifications for all developments.

3. Operational management

Ensure a preventative maintenance plan is developed and the information is in a form so that it can be used effectively to inform the asset plans being developed across the Estate.

Manage and implement Health and Safety across the facilities services in line with Directorate strategies.

Provide professional support across all Estates business areas and build solid working relationships to ensure best practice and to facilitate and maintain good communication with staff across the University.

4. Facilities management

Ensure the delivery of customer centric services which offer value for money and continuously enhance the student experience.

Ensure cohesive and collaborative working and that staff behaviours and attitudes reflect University values and demonstrate a culture of ownership and accountability.

5. Governance, compliance and standards

Provide policy guidance to in-house staff and external contractors on University governance, compliance and standards (buildings, costs, procurement, legislative compliance, good practice).

Ensure full compliance with health and safety and environmental legislation in respect to all work undertaken by the Facilities Services Team.

6. Advisory role

Advise the Executive Director on matters related to the delivery of facilities services across the estate.

7. Internal/External representation

Represent the University on internal/external groups, forums and committees helping to raise the profile of the team’s activities.

Provide support for the Executive Director for internal management meetings with Schools, Colleges and the Senior Management Group.

Represent the University in discussions and negotiations at senior level with external organisations including SFC, Local Authorities, Local Enterprise Agencies, Research Councils, NHS and other stakeholders, to ensure delivery of University and estates objectives.

8. Estates and commercial services leadership

Play an active role in the Estates and Commercial Services executive and wider leadership team, challenging assumptions and encouraging best practice, embedding the vision, mission and values of the Directorate.

Act as a change champion within the University, actively supporting the transformation of the estate and operations, fostering innovation and creativity and supporting cultural change.

Take an overview and lead specific Directorate-wide projects as and when requested by the Executive Director, supporting or leading change through the Directorate.

9. Global vision

Take a lead role in the enhancement of the University’s international profile in-line with the University’s Strategic Plan, Inspiring People: www.gla.ac.uk/media/media_410447_en.pdf

 

PERSON SPECIFICATION

Candidates are asked to address the essential Qualifications and Knowledge and Experience criteria in their supporting information as part of their application supporting information.

Qualifications

Essential

  • Degree qualified with, ideally, a professional qualification (facilities, health and safety) with strong evidence of continued professional development.

Knowledge and experience

Essential

  • Significant professional experience at a senior level in private/public sector with a demonstrable track record in delivery of facilities services;
  • Experience of leading strategic reviews and effectively implementing organisational change;
  • Experience of managing teams of professionals and driving innovation and change management, and in particular, expertly managing the people aspects of change;
  • Evidence of a strong customer-service ethos, and a commitment to champion a service culture that meets the diverse needs of our customers and enhances the overall student/customer experience;
  • Experience of managing and controlling substantial budgets together with understanding of financial management systems; and
  • Experience of working effectively with trade unions and other staff representative organisation.

Desirable

  • Knowledge of higher education sector.

Skills and abilities

  • Outstanding leadership and management skills, which demonstrate visibility and authenticity;
  • Ability to delegate, motivate and develop team working;
  • Outstanding interpersonal and communication skills, written and verbal, including influencing, negotiation and diplomacy. An ability to explain complex facilities matters to customers who do not have a background in the services;
  • Outstanding analytical skills with a proven background in developing effective KPIs, which both demonstrate effective performance and can be used to refine and improve services and focus areas of spending;
  • Outstanding operational and financial skills;
  • Good technical and building contract knowledge;
  • Ability to work effectively under pressure and to tight timescales;
  • Outstanding analytical and problem solving ability;
  • Good project and organisational skills;
  • Ability to use/develop IT systems and asset management software;
  • Ability to liaise and co-operate with people across organisational boundaries;
  • Ability to make decisions and resolve conflicts, exercising excellent professional judgment to best protect the University; and
  • Ability to persuade and advise senior management of appropriate course of action in estate management matters.

Terms of appointment

  • The posts are full time and open ended.
  • The salaries are negotiable and dependent on level of experience.
  • A generous holiday allowance of 31 days.
  • The successful applicant will be eligible to join the Universities’ Superannuation Scheme.

How to apply

Anderson Quigley is acting as an employment advisor to the University. An executive search process is being carried out by Anderson Quigley in addition to the public advertisement.

Applications should consist of:

  • A full CV.
  • A covering letter (maximum of 3 pages) outlining how you meet the essential Qualifications and Knowledge and Experience criteria in the person specification requirements.
  • Please include details of two referees, though please note that we will not approach your referees without your prior consent and only should you be shortlisted.
  • We would be grateful if you would follow the below links to complete an Equal Opportunity Monitoring Form:

Completed applications should be uploaded at www.andersonquigley.com/candidates using the reference AQ351 for the Director, Programme Office-Construction and AQ353 for the Director of Facilities Services.

The closing date for applications is noon on Monday 14th January 2019.

Anderson Quigley will conduct preliminary interviews with longlisted candidates in late January/ early February.

Shortlisted candidates will be invited to attend the University for visits and interviews in February.  All dates are to be confirmed.

Should you wish to discuss the Director, Programme Office-Construction role in strict confidence, please contact Ed Pritchard on +44 (0)7980 817 927; Sophie Rees on +44(0)7719 313 982, or Elliott Rae on +44 (0)7584 078 534. For the Director of Facilities Services role, please contact Ed Pritchard on +44 (0)7980 817 927; Sarah Wright on +44(0)7808 649 556, or Elliott Rae on +44 (0)7584 078 534.