HEAD OF SPACE & ASSET MANAGEMENT CANDIDATE INFORMATION PACK
INTRODUCTION A rare opportunity has arisen to shape the future of space and asset management at the University. The Estates team at Reading is re-organising around a ‘one estates’ team ethos that will enable seamless delivery under the newly approved Estate Strategy. An expanded Space and Asset Management team will work within the Campus Planning department leading the information man- agement competency to provide the bedrock of our vision to deliver ‘The University in a Park.’ Reporting to the Campus Planning Director, the Head of Space & Asset Management will lead a small team with the aim of transform- ing our approach to space management to deliver true value from our estate. The Uni- versity is growing its student population, but not its footprint. We must look to a modern, innovative data driven solution to meet this challenge. The Estate Strategy sets out the framework within which the Estate will be developed to meet the University’s in- come growth aspirations. Within this there are several major capital projects. The post holder will be instrumental in the briefing and development of the space needs associat- ed with these, and a raft of smaller projects. The forthcoming introduction of a new CAFM system will also give us the opportunity to ‘reboot’ our approach to property informa- tion. The challenge is real and immediate, we must do more with less. It is an exciting and challenging time for the right individual to join the team and make a difference.
The University of Reading has been at the forefront of UK higher educa- tion for nearly a century. Over the decades we have become innovators and pioneers, pushing academic boundaries and leading social change. Home to more than 23,000 students from over 160 countries, the Uni- versity of Reading is proud to welcome staff and students from all of the world. Our award-winning campuses – in Reading, Henley upon-Thames, Johannesberg, and Iskandar – house contemporary study facilities, halls of residence, support services, cafes and bars. We strive to create a stronger, better University, building on our past to create an exceptional future. Our four guiding principles form the foundation of our Strategic Plan 2020-2026: • a genuine love of learning • creating new knowledge • embracing and celebrating diversity of people and ideas • caring for our environment ABOUT UNIVERSITY OF READING
You can learn more about our history, performance, strategy and eco- nomic, social and community impact here.
Ranked 27th among UK universities
Awarded Silver in the Teaching Excellence Framework 84% overall student satisfac- tion remains high, matching the sector average We are a Stonewall Top 100 Employer 25,120 students from around 160 countries
98% of our research is interna- tionally recognised and 78% is internationally excellent More than 51% reduction in carbon emissions from 2008/09 baselines
THE ROLE
or otherwise, to drive up efficiencies and enhance the staff and student experience. • Liaise with Heads of Schools/Functions and their staff to ensure the effective and efficient use of available space. Negotiate with space occupiers to deliver change as required to ensure the optimum space outcome for all Estate users. • Work with the Central Room Booking and Timetabling Office to ensure the effective and efficient use of teaching and meeting space. • Understand the academic or administrative case for future requirements advising on the prioritisation of competing demands with inputs to and from the University strategic planning process. • Maintain robust and equitable processes for managing space change requests such as new accommodation or changes of use or allocation. • Develop and maintain processes for the transfer of assets between portfolios in conjunction with Estates and wider stakeholders. • To review, develop and maintain other process and procedures within the section. • With regard to detailed space management: to make proposals and carry out those directions of the appropriate committee aimed at generating more efficient use of space in the University; • Resolving space related queries from students, academic staff, other members of the University, external partners, colleagues from other institutions and others;
• Prepare and input to reports as required around regular reporting and to meet ad-hoc requirements. • Contribute to the Business Case for all Capital Projects and attend Feasibility Group and Project Committee meetings as appropriate. • Carry out feasibility and pre-feasibility work on construction projects utilising and managing consultant support as necessary; • Participate in sector and industry networking groups such as HESMG or AUDE Special Interest Groups. • Attend University committees as required • Deputise for the Campus Planning Director as appropriate • Undertake any other duties requested by the Campus Planning Director or equivalent. Key Safety Responsibilities & Accountabilities • For assessing the risks within the working area of Space and Asset Management and ensuring that any risks are minimised or managed safely. • Ensuring that robust procedures are in place to manage property data such that lines of responsibility for space and assets are clearly identified. • Ensuring that robust procedures are in place to manage the transfer of assets between portfolios.
Post title:
Head of Space & Asset Management
Grade:
8
School/ Department:
Estates
Reports to:
Campus Planning Director
Responsible for:
Space and Asset Management team of circa 4
Summary To work with stakeholders across the University to deliver best value from the University’s academic estate. Operating as an agent for change in the context of the Estate Strategy, the post holder will provide specialist advice and facilitate all aspects of space management, planning and design, developing and delivering a strategic action plan for improvements in the effective and sustainable use of space. The role will be the subject matter expert in terms of space and wider estates data and will shape the information management competency in support of the ambition to achieve a seamless campus experience. Main Duties and Responsibilities • Lead and develop the Space and Asset Management team of circa 4 roles with responsibility for Space and Asset Management and Property Data (including BIM, CAD Drawings, space data and related) and wayfinding together with associated budgets. • Ensure that the University’s property information records are fit for purpose, complete, reliable, audited and fully reflect
operational responsibilities. • Maximize potential of CaFM solution and wider data management technologies to unlock value in estates data. • Lead on internal and external reporting of estate performance inputting to the development of a standard report portfolio and JISC/HESA returns. • Input to the strategic planning of the University Estate within the context of the Estate Strategy. • Develop and maintain the overarching Space Management policy and related guidance. • Act as the subject matter expert for space and asset management offering advice to estates colleagues and wider stakeholders representing space and asset management to senior University boards and committees. • Model space demand across the academic University into the future in conjunction with colleagues in Planning and Strategy and develop options for change such that the estate remains aligned with the broader development of the University. • Identify opportunities for more effective space utilisation and best practice (including
ways of working) and work closely with stakeholders to deliver change, physical
Supervision received • The Head of Space and Asset Management will report to the Campus Planning Director and will be expected to work with minimum supervision. Supervision given • The Head of Space and Asset Management will line manage circa 4 staff, together with ad- hoc and consultancy resource as appropriate. Contact • Internal contacts include the Estates Leadership Team, Director of Estates, University Secretary and members of the University Executive Board; officers and staff in Schools and Functions, university committees, officers of the students union. • External contacts include HE colleagues; HESA; consultants. Terms and conditions • Full Time Role • This document outlines the duties required for the time being of the post to indicate the level of responsibility. It is not a comprehensive or exhaustive list and the line manager may vary duties from time to time which do not change the general character of the job or the level of responsibility entailed.
PERSON SPECIFICATION Skills Required Essential: • Strategic Planning. • Risk Management. • Budgetary Control. • Team & People Management. • Stakeholder Consultation and Management. • Database Management and Data Gathering. • Space Standards and their development. • Measuring Practice (and specific HE practices). • Capacity Planning and Modelling. • Understanding Building Plans • Experience of implementing sensor driven automated utilisation monitoring systems. Desirable: • Power BI or Tableau experience • Data integration • Flow automation e.g. Power Automate • Confident Communicator. • Programme Development. • Business Case Development. • Data Reporting and Analysis.
• HE Space measurement and reporting practice.
Desirable: • Membership of AUDE and HESMG (Higher Education Space Management Group) Relevant Experience Essential: • Five to ten years experience in an Estate Planning, Resource Planning or closely related role • Substantial team management experience Desirable: • Substantial experience in an Estates Strategy or Space Management role in a University or similar setting • Experience of Timetabling processes in a University environment • Experience in a service management or related role Disposition • Proactivity. Need to be ahead of the situation – estates change takes a long time. • Ability to influence at all levels, especially influencing senior management and board members. • Exceptional diplomacy. A calm measured approach. • Negotiation and conflict resolution skills. • Long term approach - Credible capability to safeguard and act as custodian of the estate to protect the interests of the University in the long run. • Excellent communicator – really at all levels from the most junior staff to the VC and Students and third parties. • Adaptability: Flexible mindset, strategic, yet detail focussed, comfortable switching from one extreme to the other. • Tenacity and patience
Attainment Essential: • Educated to First Degree level
Desirable: • Degree or Post Graduate qualification in a construction related discipline. • Broader technical qualifications for example in Building Surveying or Design Knowledge Essential: • Innovative space use techniques; including those in use in other industries. • Sector and wider benchmarks • Understand how standards across the sector are changing, and how this relates to the University’s estate strategy. • Approaches being taken to estates development across the sector, into the public sector and beyond. • HE space norms and space standards. • Standards prevalent across the sector – including what is happening in institutions ‘different’ to Reading and other industries - Benchmarking.
Other • Experience of JISC/HESA reporting standards • Full Driving Licence
FURTHER INFORMATION & HOW TO APPLY The post offers a Grade 8 scale salary which will ensure that the University is able to attract industry leading professionals. In addition to a basic salary the University offers a generous benefits package including: • USS pension scheme with 21.6% contribution from the University • 41 days annual leave per year (including closure days at Christmas and Easter) + bank holidays • Interest free season ticket loans and a range of other optional salary exchange tax benefits
You can learn more about our employee benefits here.
Application Process For a confidential conversation please contact our advisors Ben Duffill (ben.duffill@mrgglobal.com) or Nick Coppard (nicholas.coppard@mrgglobal.com) of The Management Recruitment Group on T: 020 3962 9900. Applications should consist of a comprehensive CV (of not more than 4 pages) and a covering letter (of not more than 2 pages).
Applications should be sent to: ben.duffill@mrgglobal.com and nicholas.coppard@mrgglobal.com
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