Senior Project Manager - Defra Capital Lead - Kew Gardens

Senior Project Manager - DEFRA Capital Lead Candidate Information Pack

Executive Summary

Kew is the world’s leading botanic gardens, at the forefront of plant and fungal science, a UNESCO World Heritage Site and a major visitor attraction. We want a world where plants and fungi are understood, valued, and conserved – because our lives depend on them. We use the power of our science and the rich diversity of our gardens and collections to provide knowledge, inspiration and understanding of why plants and fungi matter to everyone. The Estates Projects Team play a key part in this ambition delivering a multimillion-pound programme of new build, conservation, refurbishment and decarbonisation projects, across a diverse, complex historic estate. The Kew Gardens Defra Capital Programme is focused on keeping the estate in good state of repair and meeting the strategic priorities of the organisation. These funds are aimed at supporting Kew Gardens’ mission in conservation, research, education, and public engagement while ensuring the maintenance and development of its infrastructure and facilities with a yearly spend of between £8-10m and supports other Kew departments with project management expertise, helping to deliver projects from £100k to £10m. The Senior Project Manager – Defra Capital Lead, plays key role in the planning and delivery of capital projects and the day-to-day management of the Defra Capital Programme, and by project managing the larger and more complex projects. In addition, this role acts as an expert and ambassador for the development of high standards of project management at Kew. Acting as a client representative, the role requires expert communication skills and an ability to manage both internal and external stakeholders. In developing and implementing the capital delivery plans, this role will use a mixture of in-house resources and procured specialists.

Project Case Studies

Wakehurst Mansion The Wakehurst Mansion Roof Project will conserve the Horsham slate roof of the Grade I listed Building. The project is a £6m investment in the property and is being delivered over three years. Alongside the conservation work, Kew has developed an ambitious engagement strategy, including the production of unique scaffold wrap. The works comprise: • Replacement of existing roof covering. • Sensitive repair of roof timbers. • Conservation of high-level masonry. • Replacement of all leadwork and re-sizing of existing gutters. • Repair and redecoration of roof level windows. • Improve the fire compartmentation and thermal performance of the roof. • Limit the impact of the works on Wakehurst staff and visitors. • Engage the public in the project. • Develop a cyclical maintenance plan to ensure the improved condition of the building is sustained into the future. Orangery Refurbishment This project conserved and refurbished the Orangery Restaurant at Kew. The project focussed on the Grade I listed part of the building and toilets in the modern rear extension (the severy and kitchens are out of scope). The work comprised internal and external refurbishment works (including lighting and acoustics) to improve the ‘look and feel’ of the restaurant, so that it can retain its status as Kew’s premier events venue and ability to drive revenue. The project was completed in 2023 and at a cost of £1.4m.

Job Description

Management of Resources: Financial Responsibilities: All staff are responsible for management of their own time and resources. • Defra Capital Programme - 6m-8m p.a. Management of People: • Management of Defra Capital Project Managers (Currently these are Interim roles) • Management of consultants, technical advisors, and internal Kew Staff in the development of projects and programmes • Management of contractors in the delivery of capital work programmes

possible. • Is responsible for managing the logistics and coor- dination of projects on site as well as their delivery in the safest and most environmentally conscious manner. • In delivery projects, the post holder is key in the delivery of RBG Kew’s strategic plan. Accountabilities: 1. Responsible for ensuring that the development of the Defra capital projects and programmes con- tributes to RBG Kew’s mission, corporate business strategy and aspirations to be a world class oper- ation and World Heritage Site, with high quality designs and innovation, but within the set limits of cost, programme and scope/quality. This includes all aspects of project planning and programming to ensure project meets the needs of the client. 2. Responsible for ensuring that RBG Kew’s capital projects and programmes are delivered in the best way to minimise disruptions and operational risk to the business and provides operational flexibility and optimal costs for the future and can respond to unforeseen operational opportunities and changes. 3. Responsible for the management of, and delivery against the Infrastructure Capital Works budget (Defra Capital. This may also include outside funders such as Salix. 4. Responsible for ensuring Health, Safety and Envi- ronment is an integral part of all project activities and work programmes from planning through to implementation and all staff, consultants, advisors and contractors operate in a safe, efficient way and to Kew’s standards, expectations and policies, at all times. This must be done in collaboration with the Health, Safety and Sustainability Manager and leading by example. 5. Responsible for ensuring all new and refurbished buildings meet all legislation, standards and Kew policies. Particularly in terms of health, safety, access, energy management and sustainable opera- tions. The post holder is expected to continually

look to improve the standards in particular regard- ing RBG Kew becoming Carbon Neutral and op- erations and environment are totally sustainable. 6. Responsible for fulfilling client duties as detailed in the CDM Regulations 2007. 7. Responsible for leading and directing Kew’s in- house delivery team ensuring the optimal use of resources available in human, financial and system terms, while performance managing and ensuring their continuous development. 8. To support the head of projects across the wider project programme and in the promotion of the Estates Project team to internal and external stake- holders.

Job Title:

Senior PM – Defra Capital Lead

Band: F7 Directorate: Resources Section/Dept: Estates No. of Direct Reports: No. of Indirect Reports: Reports to (Position):

0-4 (inc Interims) Various Contractors

Head of Estates Projects

Job Context: • This post holder leads the development and delivery of the larger and more complex Capital Building/infrastructure projects (DEFRA / ICW) across Kew and Wakehurst. • Provides Project Management support to develop and deliver projects for other Departments at Kew and Wakehurst (Horticulture, Events, Catering, Science, etc) • Leads in the day-to-day delivery of the Defra project programme by supporting, coaching and advising the Estates Project Managers in the deliv- ery of their projects. • Leads, with the support of the Head of Project, on strategy for developing RBG property, both at Kew and Wakehurst, in response to RBG Kew’s Corporate Plan and changing building needs. • Leads, with the support of the Head of Project, the prioritisation, development, management, and delivery of major and minor programmes works in collaboration with the Head of Estates of Oper- ational Estates, Head of Sustainability and other departmental stakeholders. • Ensures every project meets the needs of the ‘Client’ (and business) by consulting Senior Man- agers//building users/stakeholders through every stage of the project lifecycle (concept, feasibility, design and procurement, completion, and hando- ver). • Adopts and implements stringent risk manage- ment processes that ensure projects are delivered safely, on time, and on budget, whilst minimising impacts on Kew business operations wherever

Position within the team

Benefits Joining the team at RBG Kew comes with a range of benefits and development opportunities, some of which are detailed below: • 30 days annual leave per annum, excluding bank holidays. This will also rise after 5 years of service. • Group Personal Pension Scheme through Royal London, with an employer contribution of 8% of salary. This is a non-contributory unless you decide to make a voluntary contribution as a % of salary. If a voluntary contribution is made, RBG Kew will match up to a further 2%, making the total possible employer contribution 10%. • You can take the opportunity to develop your skills and career, including access to Civil Service Learning programmes • You can enjoy flexible and family-friendly working arrangements that allow you to balance your work and home life • Generous and comprehensive family-friendly policies: maternity, paternity and adoption leave, career break. • Free admission to the Gardens at Kew and Wakehurst for two accompanying adults and two children. • The opportunity to join the Civil Service Sports Club (CSSC), a not-for-profit organisation aimed at public sector workers positively promoting health and wellbeing in the workplace. CSSC aims to help you to have fun, get active, try out new hobbies or activities and experience the great diversity of the Civil Service. • Vodafone Employee scheme: discount on any Vodafone tariff for the employee and up to 5 of their family and friends. • Eye Care Scheme

Person Specification

Education and Experience Essential • Degree or equivalent in a relevant building/ construction discipline. • Member of a recognised building/construction related professional body: CIOB, RIBA, RICS or CIBSE. • Significant and proven experience of leading and managing multi-disciplinary teams to delivery variety of complex and diverse projects (including significant M&E and the use of sustainable/ green technologies), acting in the role of Client representative. Track record of consistent delivery against time, cost, and quality targets. The basis of this experience should have been obtained from delivering projects and programmes in between £100k and £10m. • Proven experience of delivering projects on significant heritage sites (Grade I or Scheduled Monument) from concept through to completion. Must have a sound knowledge of conservation philosophy and the statutory consent process. • Experience of assisting in the development of multi-year project programmes that take into account, condition, business need, client operations, budget, sustainability goals and site context. • Extensive and sound knowledge of construction techniques, construction technology and building pathology gained through study and worked experience. To include green infrastructure and sustainable approaches to design. • Extensive, successful, construction based working knowledge and experience of Health, Safety & Environmental management. Especially relevant to major refurbishment works and new build projects on occupied, operational sites with direct contact with the general public. • Experience of managing and reporting project budgets throughout the project lifecycle. This must include monthly forecasting, developing project cost plans, appraising third party cost information, assessing valuations, and providing initial cost estimates (order of cost) for prospective projects. • Proven experience and knowledge of managing and successfully delivering significant/complex projects using a structured project management

• Demonstrates ethical behaviour at all times and promoting it in others within the department. • Understands how to plan financially and manage a budget. • Researches, writes and presents robust and comprehensive business cases. • Demonstrates ability to produce project plans using Microsoft Project. • Successfully represents Estates Department at a senior level in the absence of the Head of Estates Project Services. • Keeps abreast of latest changes and development in areas relevant to post (e.g. CDM legislation, project management, energy management, H&S, etc.) Kew Competency Framework • Leading and Influencing • Collaboration

and reporting system. • Good knowledge of construction related Health & Safety and Environmental legislation e.g. Health & Safety at Work Act 1974, Environment Act 1990 and CDM Regulation 2007. Must have a working knowledge of the CDM regulations with proven understanding of duty holder’s roles and responsibilities. • Experience and knowledge of building contracts and in particular experience resolving significant contractual/cost disputes. • Proven experience and knowledge of procurement and engagement of construction design professionals, in support of major capital projects and work programmes. • Proven experience managing projects with statutory consent requirements/needs/ issues(planning, listed building consent, building control, etc). Must have thorough understanding of the process and requirement of planning process. • Excellent written and oral communication skills with demonstratable experience of reporting and presenting to senior management. • Experience of successfully managing and supporting project managers or project members either directly as a line manager or indirectly as the a project lead. Job Specific Competencies – Skills and abilities specific to the job Essential • Successfully manages and delivers all projects using the principles of Best Practice project management methodology. • Negotiates, using logic and reason to persuade and influence others to find the solutions that everyone will accept. • Builds and maintains strong working relationships both internally and externally in a collaborative style. • Influences key stakeholders at all levels. • Works co-operatively with customers/stakeholders, maintaining regular, consistent and clear communications to produce innovative solutions • Demonstrates leadership and management skills to motivate, coach and mentor team.

• Making Effective Decisions • Delivering Value for money

Our mission & strategy Our mission is to understand and protect plants and fungi for the well-being of all life on Earth. Our aspiration is to end the extinction crisis and to help create a world where nature is protected, valued by all and managed sustainably. To deliver our mission we have five priorities. Kew commits to: • Deliver science-based knowledge and solutions to protect biodiversity and use natural resources sustainably • Inspire people to protect the natural world • Train the next generation of experts • Extend our reach • Influence national and international opinion and policy Our five strategic priorities are underpinned by a sixth internal priority – to ensure we have the people, financial health and infrastructure to succeed.