PROJECT DIRECTOR
CANDIDATE INFORMATION PACK
CONTENTS
1. Executive Summary 2. Job Description and Person Specification 3. Further Information 4. Application Process
Executive Summary
The University of Exeter is a Russell Group university that combines world-class research with very high student satisfaction. Exeter has over 21,000 students from more than 130 different countries and is in the top 1% of universities in the world with 98% of its research rated as being of international quality. Our research focuses on some of the most fundamental issues facing humankind today. Fifty percent of our organisation is made up of Professional Services support staff that partner closely with the Academic colleges to ensure we achieve our strategy and vision. We are seeking to appoint a project leader to manage the implementation and delivery of the flagship project in the University’s current ten-year Estate Strategy.
This project is known as “Project Exceptional”, a new building of some 13,500 sqm GIA on our Streatham campus which will house several new academic institutes which are interrelated and will be seeking to work in a collaborative multidisciplinary environment which will include research laboratory space. The latest completion date is September 2021, with possible phases prior to this and a total gross budget of circa £85m. The post holder will be responsible for delivery of all aspects of the project including the programme, assembly of the brief, procurement and management of all consultants and contractors within public procurement regulations, design development and sign off, statutory compliance, construction and
handover of the project. We are seeking an individual with a proven track record of leading high-profile, complex projects up to and in excess of £50m in value. You will be adept at managing the developmental stages of projects including elements such as masterplanning, cost planning, brief development and programming as well as the delivery stages of major construction projects as an ‘informed client’. High-level interpersonal skills and stakeholder management abilities are essential as the postholder will be expected to gain the confidence of and work successfully with a broad range of stakeholders from with the University as well as externally.
University of York
Job Description
Main purpose of the job: The main focus of the job is to be the project leader and provide high quality project management for the implementation and delivery of the flagship project in the University’s current ten year Estate Strategy. This project is known as “Project Exceptional” at our Streatham Campus and consists of three main components; a) The delivery of site enabling works including delivery of alternative car parking which may consist of a new multi-storey car park. b) The delivery of a new building of some 13,500 sqm GIA which will house several new academic institutes which are interrelated and will be seeking to work in a collaborative multidisciplinary environment which will include research laboratory space. Extensive teaching space consisting lecture theatres and seminar rooms. Central social space with catering facility and circa 500 study seats in differing configurations. c) The new building sits within the North Park area of the campus masterplan and in particular the Project Exceptional must ensure the design and landscaping of the project will successfully integrate with existing buildings and possible future development sites in this part of the campus. In effect producing not only the new building and landscape but also a mini-masterplan for the North Park area of the campus. The post holder will be responsible for delivery of all aspects of the project including the programme, assembly of the brief, procurement and management of all consultants and contractors within public procurement regulations, design development and sign off, statutory compliance, construction and handover of the project. The latest completion date is September 2021, with possible phases prior to this and a total gross budget of circa £85.0m. As a senior member of the Built Estate team, the post holder will be expected to report and present regularly on the project at all levels of the institution and to external stakeholders. Initially the post holder will not have line management responsibilities for other team members, but this may change in the future and as such the successful applicant will need to demonstrate experience of successfully managing team members.
University of York Ensure there is full coordination with the University business and that full impact mitigatio measures are incorporated. Carry out initial feasibility studies, with design options and budget estimates. f) Support the Project Sponsor in producing the business case and other documents to comply with the University's Capital Procedures. g) Ensure that initial budget estimates and subsequent cost estimates and budgets include an allowance for all gross costs, including allowances for construction, furniture & equipment, in-house costs, promotional and fund raising material, events, etc.. h) Produce life cycle costs and elemental life costs to include as part of the business case and develop and refine over the life of the project. i) Take a proactive role in ensuring measures to minimise or reduce carbon are incorporated in projects, including minimising construction waste and encouraging flexible workplace working and effective use of space. j) Work with colleagues in Finance Services to identify opportunities for VAT savings and ensure any required procedures are put in place and followed. k) Help to set up the University Project Monitoring Group and produce and agree agenda and other papers for the meetings. Check appropriate information is provided to/from the University Project Monitoring Group, including preparation and presentation of reports and Power Point presentations. Obtain approval of the project business case at key gateway points as per the University capital procedures. l) Produce draft Communications Plan for consultation and agreement. Identify and agree who will be responsible for maintaining various communications, monitor and liaise as necessary to ensure communications are maintained throughout the life of the project. 1 Project Management and Other Technical Duties To take responsibility for the planning, implementation and management of Project Exceptional within the University’s Capital Strategy programme, including co-ordination of activities; managing and monitoring University staff inputs, consultants and contractors to deliver the project within scope, on time and within budget. In particular to: a) Work with stakeholders to define and produce the project brief for both consultancy services and works. Produce PIDs and PEPs and other standard documentation in line with the Estate Services ISO:9001 system. b) Engage with College and Professional Services colleagues to support them in developing the comprehensive project brief. c) Establish meetings structure for Project Working Groups, Project Monitoring Groups, design team meetings, etc. Lay down procedure for convening, chairing, attendance, function, frequency and responsibility for recording of meetings and circulation of information. Monitor communications and distribution of information. d) Set up & chair Project Working Groups, user groups and liaise with other stakeholder groups. Prepare agendas, any necessary reports and take minutes as required. e) With the Project Working group and other users and stakeholders, develop the initial and detailed briefs, including the production of room data sheets. Research, identify, provide information and arrange visits as appropriate to innovative and new exemplar buildings and facilities to inform the briefing process.
m) Work with the University’s fund raisers and other key University staff and external consultants, etc., as appropriate in order to identify and pursue opportunities for fund raising. n) Liaise with other relevant University staff and University technical staff at key points in the project, ensuring that information flows to and from such staff, for example the Finance, Engineering, Built Estate, FM, Legal, Procurement and Grounds teams. o) Attend and/or prepare reports for other University committees as required. p) Prepare and maintain a master programme for each stage of the project from concept to completion. Monitor progress and take any necessary steps required to maintain key dates. q) Advise upon need and selection of consultants, contractors, suppliers and staff and select and appoint in accordance with University Financial Regulations, ensuring best value. Establish their responsibilities, ensure that they co-ordinate their activities and monitor them in performance of duties and discharge of responsibilities, to ensure the project develops to the required standard within scope, programme and budget. r) Prepare and check contract documents (using standard templates) for Forms of Agreements for consultant and contractor appointments. s) Liaise with the University’s design teams throughout the project and ensure that all consultants/ in-house staff are aware of and meet the requirements of the briefs and any subsequent amendments/ amplifications. t) Liaise with appropriate staff within the University in respect of, for example, health and safety and mitigation issues, insurance, security, commissioning and ongoing FM and maintenance. u) Represent Project Exceptional on University groups and at other meetings with University staff and students, design teams, contractors, external bodies and the Public as required. Provide reports agendas and other material for meetings and take minutes as required. v) Ensure that the design documentation adequately reflects the brief and provides sufficient detail for tender purposes. Provide advice/input into building specifications for the project, providing specialist advice as necessary. Establish and follow procedures for checking compliance with designs and specifications and monitor standards of workmanship and materials. w) Work closely with the Project Working Group, in house and external specialists and stakeholders to identify requirements, produce specifications and tender documentation and procure furniture, AV, specialist equipment and any other items not included in the main contract. x) Authorise any changes to the project after due consultation and discussion with the relevant Project Working and Monitoring Groups. Ensure that ‘scope creep’ is minimised and any changes are fully documented and controlled. y) Monitor and control project programme and costs to ensure that the project is delivered in the required timescale and within budget. z) Ensure that all project and budget information is collected and stored in accordance with the Estate Services ISO:9001 system, FM system and requirements for capital and other monitoring. aa) In conjunction with the design team and relevant University staff, arrange for a post completion and post occupancy evaluation of the project and provide a written report to the Project Monitoring Group. bb) Provide technical advice on all aspects of construction and project management as required.
cc) Liaise with the University’s Legal Office and appointed solicitors on any legal property matters which might arise as part of the project and incorporate within the overall project management of the project. dd) Act as project manager for the project, responsible for co-ordination and liaison with University customers, multi-disciplinary in-house staff and/or external consultants, external funders. Take responsibility for planning and management of the budgets and ensure the project is completed on time and to the required brief. ee) Working closely with Estate Services senior management. ff) Be available should the project programme require an occasional on-site presence during weekends/evenings. 2 Planning and Management a) Responsible for the planned implementation of his/her own workload and that of his/her team, liaising with the Director of Estate Services on a regular basis. b) Act as project manager for the project, responsible for co-ordination and liaison with University customers, and/or external consultants, external funders. Take responsibility for planning and management of the programme and the project budget and ensure projects within the programme are completed on time and to the required brief. 3 Financial Management (a) Maintain budget control of all aspects of the project budget. Take any necessary steps to ensure that costs do not exceed budgets. Provide monthly master cost plan reports (including cash flow statements) as appropriate. (b) Authorise, issue and validate payments, orders and variations, compile and agree final accounts for projects. (c) Establish and follow procedures for the operation of any VAT management schemes. (e) Provide cashflow and other information for government returns and internal monitoring purposes (f) Submit claims against external body funds identified for particular elements of the project. 4 Resources controlled (a) The Lead Project Manager may have responsibility for the management of a small team of staff and may, from time to time, manage temporary staff. He/she will be required to lead supervise, advise and support staff under the post holder’s supervision, including monitoring performance, providing support and guidance, setting objectives and ensuring that they have adequate resources and training. (b) External consultants and contractors. (c) The overall project budget. 5 Decision making (a) Decisions concerning the supervision and management of the post-holder’s team (and any other temporary staff reporting to the post-holder) and their workload. (b) The post-holder is responsible for the delivery of the Project Exceptional and is expected to make all necessary decisions commensurate with their management and successful delivery. (c) Other technical and professional decisions relating to the project, including those relating to health and safety.
6 Contacts The Lead Project Manager’s main internal contacts are other staff within Estate Services, the Pro-Vice-Chancellor and Executive Deans, College Registrars, Directors of Buildings, Directors of the University’s Professional Services, Client Officers, other senior and middle managers, Campus Services staff and Project Working Group and Project Monitoring Group members and other stakeholders. He/she also has contact from time to time with the Deputy Vice Chancellors, University Council members, members of the Guild executive and other students. External contacts include contractors, suppliers and consultants, Local Authorities, contacts at government bodies, institutions, potential donors, alumni, other organisations and the Public. 7 Communication a) To act as the key contact point on all matters relating to the project and other tasks on which he/she is leading, including University staff, consultants, suppliers and contractors and external authorities as necessary. b) Update the Director of Estate Services as appropriate, regarding routine progress and any other relevant factors on a regular agreed basis. c) To ensure there are appropriate channels of communication established and maintained between the project team members and other staff within Estate Services, Campus Services, other University colleagues and clients; and with external contractors, suppliers and consultants. 8 Other Duties a) Act as mentor to junior members of staff, work experience students. b) Participate in team meetings. c) Go about duties in a resource efficient way, minimising impacts to the environment wherever possible. (This job description summarises the main duties and accountabilities of the post and is not comprehensive: the post-holder may be required to undertake other duties of similar level and responsibility).
Person Specification
• Qualified to degree level in building surveying, construction, project and cost management or a relevant building related subject. • Professional qualification in construction project management, building surveying, or other relevant building related subject (MCIOB or RICS). • Minimum of 7 years recent experience in project and financial management of complex construction projects with a value in excess of £50M. • Minimum of 12 years recent experience in construction (five years at a senior level). • Experience of working as an “informed client” in the HE sector, or other similar large and complex organisation. • Recent extensive experience of working in a multi-disciplinary environment and working effectively leading, managing and participating as a member of multi-disciplinary in house and consultancy teams. • Excellent communication skills, including report writing, production of business cases, presentational material. • An understanding of design principles and space planning. • Ability to produce appropriate and buildable design material and contract documentation for projects up to £50m and within Public Procurement regulations.
• A collaborative personality, with excellent negotiating skills. The post holder is expected to exercise judgment and confidentiality, be pro-active and have the necessary confidence to interact appropriately with a wide range of people, both internal and external, at all levels. The ability to take on a wide range of responsibilities and to work to tight deadlines is essential. • A decision maker and ability to follow up with appropriate action to implementation. • Flexible attitude and able to work on own initiative • Good working knowledge of the Building Regulations, relevant statutory legislation and codes of practice, CDM regulations, NEC, JCT and other standard forms of contract; relevant health and safety legislation and practice. • Good computer skills (Working knowledge of Microsoft Word, Excel and Project). Training will be given for the University’s bespoke Planon Project and Budget Management system. • Essential to have current, clean driving licence. • Lives, or is willing to move to, within one hours travelling distance of the University. • Willing to participate in occasional evening/weekend working, commensurate with the successful delivery of projects.
University of York
This role offers an opportunity to work for one of the region’s top employers on a large scale and diverse estate portfolio and capital programme. The University offers some fantastic benefits including 41 days leave per year, options for flexible working, numerous discounts at leading retailers, an onsite gym, parking and a stunning campus environment in the heart of Exeter. If you are not currently in Exeter please have a look at our website (www.exeter.ac.uk/thesouthwest) for some further information on what a beautiful part of the country we are based in. Salary A competitive salary will be offered commensurate with qualifications and experience. The estimated salary level is c. £70,000. Hours of work Hours of work will be 36.5 hours per week (full-time) but staff at this level may be required to work additional hours to meet the requirements of the role. Annual Leave The annual leave entitlement for full-time appointments is 41 days per calendar year (pro rata for part-time appointments). For further information see our website http://www.admin.ex.ac.uk/personnel/leave.shtml. Probationary Period The appointment will normally be subject to a probationary period of one year. References & Medical Clearance All appointments are subject to satisfactory reference and medical checks and individuals will be required to complete a medical assessment form before appointment is confirmed. Applicants should note that the University normally contacts referees for short-listed applicants without further advice to applicants. When advising of referees, if they are resident overseas, please ensure you supply fax numbers and/or email addresses enabling us to contact them (if necessary) without delay. Right to Work in the United Kingdom We welcome all applicants and the diversity they bring. However, the nature of this role, the salary and the qualifications required, mean that immigration legislation will not allow the University to apply for a sponsorship certificate for this post. We strongly recommend that applicants that are non EEA nationals consult the Right to Work rules on the Home Office website at: www.ukba.homeoffice.gov.uk. In particular you are encouraged to undertake a self assessment of your eligibility to work in the UK using the link to www.ukba.homeoffice.gov.uk/pointscalculator. Terms & Conditions The Terms and Conditions of Employment can be viewed on line by visiting http://www.exeter.ac.uk/staff/employment/conditions/terms/ Pensions Membership of the Universities’ Superannuation Scheme (USS) is automatic provided that you meet the qualifying criteria for membership. For details on the scheme please go to the https://forthefuture.uss.co.uk. Staff automatically become members and employee contributions will be taken from your pay unless you opt out in accordance with the current rules of the scheme. More information about the USS scheme can be found at www.uss.co.uk/members. The University, as your employer, contributes such sums as will be required to maintain the full benefits of the scheme. You may opt out of the scheme and if you wish to do so, you should contact the Pensions and Reward Advisor, Mrs Alison Rose (01392 723088/email a.j.rose@exeter.ac.uk) for further information. Relocation You may be able to claim relocation expenses in accordance with the University’s Relocation Assistance Scheme. The maximum allowance that you can reclaim under the Relocation Assistance Scheme, if eligible, is 10% of salary.
Further information and application process
For a confidential conversation please contact our advisors Ben Duffill (E: ben.duffill@mrgpeople.co.uk) or Nick Coppard (E: nicholas.coppard@mrgpeople.co.uk) of The Management Recruitment Group on T: 0207 959 2368. 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@mrgpeople.co.uk and nicholas.coppard@mrgpeople.co.uk The closing date for applications is 3 July 2017. Interviews will take place at the University of Exeter on 24 July 2017.
68 King William Street London EC4N 7DZ
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