Candidate Information Pack:
Head of Integrated Workplace Management
Executive Summary
The Workplace Management Service Team is responsible for the effective running of the Integrated Workplace Management System (IWMS) and the embedding of best practice processes across Parliament. An IWMS (Planon) was procured as part of a longstanding transformation programme which has reached its conclusion. This has been key to the success of Parliament’s digital transformation and has played a huge part in enhancing our processes and efficiencies. The goal of the newly established Workplace Management Service Team is to continue the ongoing development and maintenance of the IWMS, to ensure its capability remains current and meets business needs supporting both the Strategic Estates and Parliamentary Maintenance Services teams.
Your key stakeholder groups:
Parliament’s Strategic Estates department (SE) manages all property and engineering infrastructure across the Parliamentary Estate. The Estate consists of around 14 main buildings ranging from the historic Palace of Westminster to the modern Portcullis House, is located within a UNESCO World Heritage site, and spans 4 conservation areas. SE has an annual budget of several hundred £m, split between around 100 ongoing capital projects and operations, and has several multi-million refurbishment projects planned over the next decade to refurbish some historic buildings and replace ageing engineering infrastructure. The Property and Asset Strategy team within SE manages the lifecycle of the buildings together with providing advice and assurance to the Project Delivery and Maintenance groups. It has a core of expert in- house staff providing continuity, direction and support to colleagues, consultants and contractors, and represents the estate with key external bodies. It is staffed by Chartered professionals covering Architecture and Conservation, Fire Engineering, Environment and Sustainability, Building Services Engineering, Electronics, Control Systems Engineering, Asset Management, and Interior Design and Workspace. The Parliamentary Maintenance Services Team (PMST) is a team of approximately 250 directly employed House staff and contractors. This team maintains the Parliamentary Estate (Commons & Lords) buildings, engineering systems and furnishings in order to ensure a fully functioning, safe working environment for the many thousands of people for who work in and visit Parliament and ensure the buildings are equipped for the demands of the 21st century.
Parliamentary Estate
The Palace of Westminster The Palace of Westminster, or the Houses of Parliament as it is also known, has changed dramatically over the course of nearly a thousand years of history. Transformed from royal residence to the home of a modern democracy, the architecture and cultural collections of the Palace and the wider Parliamentary Estate have continually evolved, sometimes by design, sometimes through accident or attack. The 1,100-room Palace dates from the mid-1800s and is now one of the most iconic and significant buildings in the world. The Palace is now a Grade I listed building and, with Westminster Abbey and St Margaret’s Church, forms part of the UNESCO Westminster World Heritage Site. One of the most recognised buildings in the world, the Palace of Westminster owes its stunning Gothic architecture to the 19th century architect Sir Charles Barry. The Palace contains a fascinating mixture of both ancient and modern buildings, and houses an iconic collection of furnishings, archives and works of art. Westminster Hall is the oldest building on the Parliamentary estate. What makes it such an astonishing building is not simply its great size and the magnificence of its roof, but its central role in British history. In and around the Hall, grew up the major institutions of the British state: Parliament, the law courts and various government offices. Big Ben The name Big Ben is often used to describe the tower, the clock and the bell but the name was first given to the Great Bell. The Elizabeth Tower, which stands at the north end of the Houses of Parliament, was completed in 1859 and the Great Clock started on 31 May, with the Great Bell’s strikes heard for the first time on 11 July and the quarter bells first chimed on 7 September.
The Northern Estate Increasing demand for space has meant the Parliamentary Estate now extends well beyond the Palace of Westminster. It includes a collection of Grade 1, 2 and 2* listed buildings, located between the Embankment and Parliament St, including the Norman Shaw buildings that were originally used by the Metropolitan Police. The more northerly building was actually the first building to be called New Scotland Yard in 1890. The Southern Estate The Southern Estate consists of a number of buildings occupied by the House of Lords, including Millbank House, a Grade 2* listed building designed by architect W D Caröe for the Church Commissioners as their headquarters on the island site bounded by Millbank, Great Peter Street, Great College Street and Little College Street. Over the years the separate parts of the buildings have been integrated together with the final section at 5 Great College Street now incorporated into the overall island site, forming a single building with full circulation throughout. Fielden House is located on Great College Street, behind Millbank House, and will open in May 2023. St James Campus This includes a number of buildings in the St James area of Westminster occupied by House of Commons staff.
Our Values The House Service is proud of our organisational values, which will deliver our strategy. We are looking for people who can bring these values to life.
Inclusive: We value everyone equally; We respect each other; We all have a voice.
Collaborative: We share our knowledge and experience; We work towards a shared vision; We know we work better in a partnership. Trusted: We trust each other to do a good job; We are impartial; We build confidence in Parliament with our integrity. Courageous: We try new things; We own our actions and decisions; We learn from our mistakes.
Job Description
Job Title: Head of Integrated Workplace Management Salary: A1 Team: Workplace Management (seconded to Information Systems) Contract Type/Duration: Permanent Team Information The Workplace Management Service Team is responsible for the effective running of the Integrated Workplace Management System (IWMS) and the embedding of best practice processes across Parliament. An IWMS (Planon) was procured as part of a longstanding transformation programme which has reached its conclusion. This has been key to the success of Parliament’s digital transformation and has played a huge part in enhancing our processes and efficiencies. The goal of the newly established Workplace Management Service Team is to continue the ongoing development and maintenance of the IWMS, to ensure its capability remains current and meets business needs. The team will support multiple areas, including Strategic Estates, Service
Delivery & Customer Experience as well as the Parliamentary Maintenance Services Team in their day to day running of operations across the Parliamentary Estate. Key activities supported include Asset Management, Space Management, Moves Management, Planned & Reactive Maintenance, Property & Lease Management, Accident & Incident reporting, as well as Environment & Sustainability Management. Adjacent is the indicative structure of the Workplace Management Service Team, with certain incumbent roles, and some approved positions that need to be filled. There is also scope for more roles to be added. The Head of Integrated Workplace Management will have authority and opportunity to shape and mature this team. Job Information The Head of Integrated Workplace Management is a critical role in leading the core Workplace Management Service Team who are responsible for the effective running of the Integrated Workplace Management System (IWMS), Planon. They are ultimately accountable for the success of the IWMS, ensuring that developments are in line with strategic vision, that priorities are clear, that dependencies across departments and teams are managed and that the IWMS is meeting Parliament’s needs. They bridge the gap between the business and technical staff, ensuring there is a user-centric approach to any developments.
Head of IWMS
Delivery Management (Role to be filled)
Product Management (Role to be filled)
Senior Application Analyst (Incumbent role)
Data Analyst (Incumbent role)
Process & Change Mgmt. (Roles to be filled)
Application Analyst x 2 (Incumbent role)
The ideal candidate will have a Workplace Management or Facilities background, with knowledge of Integrated Workplace Management Systems (IWMS) or Computer Aided Facility Management (CAFM) systems and experience in their use to further business goals.
Service Delivery: • Accountable for the quality of the Workplace Management service and for the experience of the customers within that service, including Strategic Estates, Service Delivery & Customer Experience, Members and their staff, Restoration and Renewal (R&R) and the Parliamentary Maintenance Services Team (PMST). • Accountable for developing, successfully operating, and continually improving the Workplace Management service. • Promotes and optimises the use of monitoring and analytics tools for performance and uptake metrics for the service. • Ultimately accountable for the IWMS development roadmaps. Service Governance: • Accountable for the successful governance of the service, ensuring that all necessary Parliamentary approval and assurance processes are followed, including any business cases required. • Owns the budget of the service and manages the contract with the IWMS Supplier (Planon).
Responsibilities Service Strategy:
• Ensures that new developments within the IWMS are in line with strategic needs and are addressing critical business problems. • Provides clear direction to the Workplace Management Service Team on strategic priorities and has ultimate decision-making authority to ensure the Workplace Management service is running and delivering successfully. • Manages dependencies with other initiatives across Parliament (e.g. Restoration & Renewal) and aligns the work of the Workplace Management Service team to other dependent systems and processes (e.g. data management projects/ Heritage Collection Systems). • Monitors that Parliament is achieving value for money with the IWMS and that the benefits of the IWMS are being realised.
Hours We offer a range of flexible working options and actively encourage applications from candidates expressing a wish to perform the role in a flexible working arrangement such as part-time working, job-share and compressed hours. Net conditions full-time working hours for staff of the House are 36 hours per week. This excludes daily meal breaks of one hour. The exact daily times of attendance will be agreed with line management. Hybrid Working Our mission is to support a thriving parliamentary democracy – and today more than ever, this means being ready to carry out our essential functions in Westminster and elsewhere. We support colleagues to deliver excellent services on the Parliamentary Estate and remotely, while the balance of location varies according to the requirements of each job role. If you are selected for an interview, please discuss the working arrangements for this role with the interview panel. Workplace Adjustments As an inclusive employer, the House of Commons supports individuals in need of workplace adjustments. The workplace adjustment process prevents, reduces or removes problems you might face at work. Adjustments can be requested to help with obstacles relating to mental health,
• Identifies and mitigates risks to the Workplace Management service. • Chairs the Workplace Management Steering Group and ensures that all other lower-level Workplace Management governance boards and forums are running successfully. Stakeholder Relationships: • Acts as primary liaison and point of escalation for the Workplace Management service for all senior stakeholders across Strategic Estates,
People Management: • Line management responsibilities, with wider accountability for the entire Workplace Management Service Team, ensuring the relevant levels of productivity, performance and motivation are maintained. • Accountable for resourcing, recruitment and development within the Workplace Management Service Team. The above list of key responsibilities is not exclusive or exhaustive and the post holder will be required to undertake such tasks as may reasonably be expected within the scope and banding of the post. Security Successful candidates will be required to complete pre-employment checks. This includes security vetting to Counter Terrorist Check (CTC) level or higher, as described in the job description. All successful candidates are required to pass these checks before an offer can be confirmed. To enable meaningful checks to be carried out you will need to have lived in the UK for a sufficient period of time. To undergo a CTC, you must have normally resided in the UK for a minimum of 3 years out of the last 5 years.
and physical or non-physical requirements. You can request a workplace adjustment if you have a disability and/or experience a difficulty or disadvantage in your workplace. Application and Selection Process Further details will be provided if you are successful at the initial application stage. We may ask you to complete a test, presentation or other assessment as a part of your recruitment process. If you are invited to interview, we will ask you a combination of competency questions and role specific questions solely based on the criteria below. Any presentation or test requirements will be clearly communicated to you well in advance of your interview. As a Disability Confident Leader, it is important that we are able to make appropriate arrangements or adjustments where necessary in order to create a full and equal participation in the selection process. If you require any reasonable adjustments, please contract the recruitment team to see how we can meet your needs.
Service Delivery & Customer Experience, Members and their staff, Restoration and Renewal (R&R) and the Parliamentary Maintenance Services Team (PMST).
• Communicates the benefits and performance of the Workplace Management service to the wider parliamentary community. • Coordinates efforts across various business silos with a view to introduce streamlined processes into the IWMS. • Encourages the maximum possible take-up of the IWMS (Planon) to ensure that Parliament is making full use of the available functionalities. • Helps business teams leverage workplace data available in the IWMS, to enable better decision making. • Builds excellent collaborative relationships with key internal stakeholders and external suppliers.
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Person Specification
Criterion 1 Demonstrable experience of strategic
leadership within workplace or facilities management with the ability to develop and embed best practices within those domains.
Criterion 2 Experience of building, leading and motivating a team, and of managing resources effectively to deliver objectives in a changing environment while upholding
the values of equality, diversity and inclusion.
Criterion 3 Ability to promote and contribute to a culture which encourages initiative, process and operational improvement, emphasises the value of continuous improvement and enables innovation.
Criterion 4 Ability to build effective working relationships
throughout the organisation, establishing authority and credibility within a complex stakeholder environment, identifying dependencies and resolving conflicts to deliver organisational priorities.
Criterion 5 Knowledge and understanding of Integrated
Workplace Management Systems (IWMS) or Computer Aided Facility Management (CAFM) systems, and experience in their use to support
the delivery of business outcomes and benefits.
Benefits and Support
House of Commons pension You’ll be eligible for the Principal Civil Service Pension Scheme (PCSPS) from the day you join. Loans In order to support our staff, we offer the following House of Commons loans: • Season ticket and/or bicycle loan for transport into work • Rental deposit loan Cycle to Work scheme The Cycle to Work scheme is a Government- supported initiative aimed at promoting healthier journeys to work and reducing environmental pollution. Not only does it help you reduce your carbon footprint and increase your fitness, it also allows you to spread out the cost of buying a new bike, as well as saving on Income Tax and National Insurance. Learning and development opportunities and sponsorship for professional qualifications All staff, managers and leaders can access development to help them thrive, perform and develop at work. From workshops, online resources, career coaching, study leave, apprenticeships and grants, everyone at the House of Commons has an opportunity for personal and career growth through learning. We support professional qualifications and apprenticeships, including time off for study leave for certain qualifications.
Health and wellbeing service Our in-house Parliamentary Health and Wellbeing Service provides advice and guidance to support good health at work. Services available to staff and managers include: • Occupational health • Mental health and wellbeing support • Clinical Nurse – drop-in clinic for ill health and minor treatment • Access to an on-site GP. This service is available to all staff whether on the Estate or working remotely • Annual flu vaccination clinic available to all staff • Health and wellbeing annual programme of events • On-Site support from our Parliamentary Mental Health First Aider network Disability and workplace adjustments We support staff with a range of workplace adjustments, physical or otherwise, help with obstacles relating to mental health and physical or non-physical requirements. Common adjustments include: • Assistive technology – such as software or hardware • Speech recognition software or large computer screens • Ergonomics – such as chairs and standing desk
House of Commons gym membership Access to a subsidised gym located on the estate on a full membership or pay as you go basis, with a network of over 100 leisure centres across the UK. Catering services You’ll have access to a range of cafés, bars and restaurants catering for all preferences and budgets in both traditional and contemporary surroundings. House of Commons nursery The House of Commons Nursery is a modern, welcoming facility with capacity for 40 children aged from three months to five years.
We’re proud to be able to offer our people a range of attractive benefits and support. Hybrid Working Our mission is to support a thriving parliamentary democracy – and today more than ever, this means being ready to carry out our essential functions in Westminster and elsewhere. Since 2020 our workforce is involved in developing new, business resilient capabilities for hybrid working. We support colleagues to deliver excellent services on the Parliamentary Estate and remotely, while the balance of location varies according to the requirements of each job role. Annual leave 30 days annual leave per annum, increasing to 35 days after the first full leave year, plus Bank Holidays (pro rata for anyone working part time). Eligible staff may apply to buy or sell up to a maximum of five days leave during the annual leave year. Special leave Staff who are members of the auxiliary or reserve forces may be allowed leave to attend training courses or camps. If you receive a call-up notice, special leave will be granted for the period of your absence. This will usually be unpaid.
Caring responsibilities A variety of leave options including: • Maternity, Paternity, Shared Parental and Adoption
• Caring leave • Special Leave
Application Process
The UK Parliament is being supported on this recruitment campaign by the search consultancy The Management Recruitment Group (MRG).
To arrange a briefing discussion, please contact our advisors at MRG:
Michael Hewlett michael.hewlett@mrgglobal.com Matthew Giles matthew.giles@mrgglobal.com
Applications should consist of a CV and cover note and should be sent to michael.hewlett@mrgglobal.com
The closing date for applications is Sunday 11th February 2024.
Interviews at UK Parliament will take place on Wednesday 28th and
Thursday 29th February.
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