Capital Projects Project Manager CANDIDATE INFORMATION PACK
Executive Summary Welcome to the University of Oxford. We aim to lead the world in research and education for the benefit of society both in the UK and globally. Oxford’s researchers collaborate with academic, commercial and cultural partners across the globe to drive high-quality research and foster innovation with wide-reaching social, policy and economic impact. We believe our strength lies in empowering individuals and teams to tackle fundamental questions of global importance, while providing all our staff with a welcoming and inclusive workplace that enables everyone to thrive. Recognising that diversity is essential for innovation and creativity, we are committed to building a truly diverse community that values and respects each individual’s unique contribution. While rooted in centuries of scholarship, Oxford is also forward- looking, creative and cutting-edge. As one of Europe’s most entrepreneurial universities, we lead the UK in university spin-outs and are recognised for our support of social enterprise. The University’s estate is integral to our academic mission and contributes to Oxford’s reputation as a city of learning, heritage and culture. Our buildings form a vital part of the city’s architectural landscape and provide an inspiring environment for students, staff, and visitors alike. Oxford’s Minor Capital Plan (MCP) is a dynamic programme of over 250 projects, with an annual budget exceeding £30 million and individual project values ranging from £100k to £15m. These projects span the University’s diverse estate, including central Oxford, the Science Area, Old Road Campus, and NHS Trust sites, delivering everything from office refurbishments to complex research facilities. The Capital Projects Project Manager will play a pivotal role in delivering this ambitious programme. You will lead a cross-divisional portfolio of projects valued between £100k and £2m, ensuring they are delivered efficiently, on time, and in accordance with statutory requirements and University governance. Acting as the client representative, you will manage project and design teams, liaise with stakeholders, and oversee all stages of project delivery—from initial briefing to post-completion. Join us and become part of a unique, democratic and international community. You’ll benefit from a wide range of staff perks and access to Oxford’s vibrant cultural life, all within one of the world’s most beautiful and historic cities. Trevor Payne Director of Estates
About the University of Oxford
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26,000 23,000 68% 46% 160
Ranked first in the world in the Times Higher Education (THE) World University Rankings for 2017 to 2024. A record eight consecutive years.
Students come to Oxford from more than 160 countries and territories (as of 1 December 2022).
Of our total student body is made of International students - around 12,075 students.
Of UK students admitted in 2022 were from the UK school state sector, making the majority of undergraduate students.
People applied to Oxford in 2022 with only 3,300 places available. Entry to undergraduate courses at Oxford continues to be competitive.
There are more than 26,000 students at Oxford, including 12,470 undergraduates and 13,920 postgraduates.
Environmental Sustainability Strategy Oxford University’s Environmental Sustainability Strategy was approved by Council on 15 March 2021. The strategy sets two ambitious targets: to achieve net zero carbon and to achieve biodiversity net gain, both by 2035
The strategy is underpinned by the following four ‘enablers’: • Governance - Embedding environmental sustainability in the University’s governance and decision-making; - The Environmental Sustainability Subcommittee, established in 2021 as a subcommittee of the Planning and Resource Allocation Committee (PRAC), is chaired by Dr David Prout, Pro-Vice-Chancellor (Planning and Resources) and has representatives from across the University and student body. The Subcommittee holds overall responsibility for environmental sustainability at the University. • Reporting - Developing a system of annual reporting of carbon emissions and biodiversity impact within the first twelve months, which will be published in the University of Oxford’s Annual Review and financial accounts; • Funding - Establishing the Oxford Sustainability Fund, making £200 million available for sustainability initiatives over the next 15 years, to finance the programme of action required to reach net zero carbon and biodiversity net gain by 2035; • Offsetting - Establishing a policy to guide our use of carbon offsetting and biodiversity offsetting.
The strategy focuses on these ten priority areas: • Research - Increase research and engagement in environmental sustainability.
• Curriculum - Offer all students the opportunity to study environmental sustainability, either within or outside the examined curriculum. • Carbon emissions from University buildings - Reduce carbon emissions related to our energy consumption to a minimal level. • Biodiversity - Identify and address the University’s principal biodiversity impacts through its operations and supply chain, and enhance biodiversity on the University’s estate. • Sustainable food - Reduce the carbon emissions and biodiversity impact of our food. • Sustainable resource use - Reduce the environmental impacts of our consumption and supply chain. • International travel - Reduce aviation emissions from University staff and student travel and offset the balance of emissions. • Local travel - Limit transport emissions by reducing the need to travel, encouraging walking, cycling and the use of public transport and managing the demand to travel by car. • Investments - Ensure that the University, as an investor, is part of the solution to climate change and biodiversity loss. • Learning from the pandemic - Build on the experience of the pandemic and the potential shift to more environmentally sustainable working practices.
Visit our Environmental Sustainability Strategy Q&A page for responses to some of the key questions regarding the strategy.
Our Estate The University’s estate, comprising buildings for research, teaching, learning, and administration, has been growing at around 5% a year for the last 15 years. Today there are around 260 buildings across 13 sites in and around Oxford. We aim to provide our staff and students with state-of-the-art facilities within an inspiring and historic setting, to improve opportunities for interdisciplinary working, and to minimise our environmental impact. We invest in the estate to enable new or improved ways of working; this includes the decommissioning and transformation of inappropriate spaces. How we manage and develop the estate is underpinned by our environmental policies. To support this investment, we have on average of 80 building and refurbishment projects ongoing at any one time, with an annual expenditure in excess of £100m. This cost is met through a combination of University funds, Government grants and initiatives, and donations.
Click on the pack to view our ambitious Estate Strategy.
University of Oxford Estate Strategy The University’s Estate Strategy 2024–2029 sets out the guiding principles that will enable us to deliver the excellent facilities that will support our academic mission.
Our estate in numbers Over 270 buildings that we use for teaching, research,
The University’s estate is large, diverse, and complex, and it has been growing steadily for many years. We are proud of the many excellent buildings we have created, but we need to balance investment in new facilities with the ongoing maintenance of our existing estate to create far more pleasant and comfortable environments for work and study, supporting the University’s core academic mission of research, education, public outreach and innovation. This means delivering an estate that meets the needs of staff and students and meets modern standards in terms of accessibility and safety, provides a stimulating learning environment, well suited to its purpose and is sustainable over the long term in both financial and environmental terms. We must also ensure we provide the resources needed to maintain this high standard. Our Estate Strategy aims to put us in a position to do all this. It does not exist in isolation; it is one of the enabling elements that will underpin delivery of our overarching strategic aims and the University’s mission: the advancement of learning by teaching and research and its dissemination by every means. The strategy was produced in close collaboration with colleagues all over the collegiate University, and by reflecting on what we have been told through a wide range of engagement and consultation activities. While quality and functional suitability are key priorities, so is the flexibility to adapt as our needs change in future so that the estate continues to support the University’s core mission. It will be delivered through a set of linked guiding principles.
administration, sports, libraries, museums, and ceremonial events. 200 properties that we manage commercially, including office space, warehouses, and property. The University estate contains some of Oxford’s oldest and finest buildings. The oldest dates from 1326 , and 20% of our buildings are listed, including the Radcliffe Camera, Sheldonian
Key principles At the heart of the strategy are guiding principles that will inform the long-term management of the estate during this period. They are: z The purpose of the estate is to support the University’s core academic mission of research and education, including public outreach and innovation . z The functional estate must be fit for purpose and adaptable to meet existing and developing academic priorities . z The University must conserve its historic built and natural environment , ensuring appropriate and careful use of listed buildings and green spaces. z The University estate must meet threshold standards (quality, legal compliance, and environmental sustainability). z The University estate must be affordable and financially sustainable .
Theatre and Old Bodleian Library. Green spaces including 70 acres of green parkland in central Oxford
1000 acres of ancient semi-natural forest at
Wytham Woods Agricultural land around the city,
including over 100 acres at Park Farm on the banks of the Cherwell which can be used for academic research.
University of Oxford Estate Strategy
A virtual tour of the estate can be viewed here.
More information about our major projects can be viewed here .
View our Estates Team Structure here .
The Role
The cross-Divisional portfolio is extensive and varied with in excess of 250 projects with a targeted annual expenditure in excess of £30m. The projects can range from simple office refurbishment, to complex and technically advanced new research and collection facilities. Sites include central Oxford, the Science Area, the Radcliffe Observatory site, the Oxford University Park Hospital Site Old Road Campus, and a number of overseas sites. In addition, the University has complex occupancy and ownership across NHS Trust environments including the John Radcliffe, Nuffield Orthopaedic Centre, Warneford, and Churchill hospitals. The post holder will work closely alongside a further Minor Capital Plan Development Manager and others to manage the relationship and meet the needs of clients, stakeholders, neighbours, and users, employing efficient communication methods to inform as well as pro-actively manage, minimise and mitigate the impact of construction on operations, users and neighbours. The post holder will be required to report substantially on the progress and status of the projects. The project holder will be expected to work both independently and as part of a team and within the policies laid down in Estates Standing Orders and the University Financial Regulations. The post holder will support and play a key role in the management of a Portfolio, Programme and Project Office management structure for capital projects which will ensure continual change in order to better achieve the strategic objectives of the University while ensuring consistent delivery of portfolios and projects on behalf of the University. Key Working Relationships The post holder will report directly to a Programme Manager as part of the Capital Projects team and have responsibility to Divisional Heads of Strategic Planning and Projects, or their equivalents. The post-holder will be required to work closely with a further Minor Capital Project Manager and liaise with members of the Divisions, Director of Capital Projects, Director of Asset & Space Management, Director of Estates, Divisional Financial Controllers, Heads of Divisions, and senior officers in the NHS Trusts. The post holder will also be required to work closely, at all levels, with other University Departments and with other University stakeholders including, amongst others, the Finance, Legal Services, Press Office, Security Services,
Compliance, Engineering Services, Town Planning, Asset & Space Management, Safety Office, as well as external consultants, contractors and other professionals. There will also be liaison with public bodies such as the City and County Councils and members of the public. Flexible working Flexible working is possible in agreement with line management and operational requirements, but it is anticipated that the postholder will be available to attend meetings and sites in person, and work from the office on a regular basis. Responsibilities The post holder will provide project management support the Development Management function of the Portfolio, Programme and Project Office management structure for capital projects in order to better achieve the strategic objectives of the University by ensuring consistent delivery of projects on behalf of the University Specifically, the post holder will monitor minor capital projects overseeing the management of project and design teams with specific project or building responsibility to ensure delivery of high-quality end products which meet the internal client business needs and are delivered to programme and within budget and in accordance with relative legislation and University governance. Project Management Project briefing and initiation • Understand aspirations, benefits and develop an appropriate project brief and project scope and take a lead in the preparation of individual project briefs and business cases to secure sponsorship, liaising as required with stakeholders and end users. • Carry out initial project assessment, undertake Client discussions, and give Client advice regarding project proposal, process, procurement of the project team and deliverables • Prepare, or support the preparation of, the project business case including costs estimation, programming and feasibility and coordinate the progress of business cases through University governance in order to secure project funding, possibly from a range of funding sources Project delivery • Assume responsibility for the management of projects including: o preparation of the Project Execution Plan
Job title
Capital Projects Project Manager
Department
Estates Services
Location
The Malthouse, Tidmarsh Lane, Oxford, OX1 1NQ
Grade Hours
Grade 9: £55,636 - £64,228 per annum
Full Time Contract type Permanent Reporting to
Capital Projects Programme Manager
The University has defined a Minor Capital Plan for capital projects with individual project values of between £100k and £15m and made available an annual budget of £30m. This annual budget increases annually to account for inflation and is further enhanced by philanthropic donations and other sources of funding such as repairs & maintenance and sustainability funding. Cash flow modelling is used to determine the expenditure required for a given project in each year and with this information, and through a process of prioritization, the University of Oxford has developed a Minor Capital Plan defining the sequencing of minor capital projects while containing annual expenditure within available budgets. The Minor Capital Plan currently consists of in excess of 250 individual projects with circa 30% presently in delivery. The Capital Projects team is establishing an in-house project management function to support the delivery of intermediate construction projects. The post holder will be responsible to a Capital Projects Programme Manager as a Project Manager with responsibility for managing a cross-Divisional portfolio of Minor Capital Plan projects with a value of between £100k and £2m within a portfolio of Minor Capital plan projects with values of up to £15m. Supporting: The Minor Capital Plan Programme Manager; Head of Capital Projects and; Deputy Head of Capital Projects the principle responsibility will be to provide comprehensive project management support of capital construction projects ensuring compliance with all statutory requirements and University governance across the full lifecycle of projects from initial briefing through to post-completion. The role involves acting on behalf of the client to lead, manage, monitor and coordinate all activities relating to the delivery of projects within the University estate. The post holder has specific responsibility for ensuring that the projects meet the business needs and requirements of the Divisions as well as all stakeholders and for leading and coordinating project and design teams in order to ensure the efficient, timely and correct delivery of projects. Additional responsibilities will include the delivery of Estates Services Capital Projects initiatives.
undertaken for the University. To feed into the continuous improvement of service functions by sharing lessons learnt with others within Estates Services and the wider University. • Carry out regular inspections of trade work to ensure a good standard of workmanship and customer satisfaction. • Contribute to the management of the University’s Minor Intermediate Framework contractors and preferred suppliers by reporting issues, concerns, complaints or positive feedback relating to contracted suppliers/contractors. • Promote a high standard of health and safety awareness, and to take appropriate action in respect of any potential risks, near misses or accidents noted on site. • Support the Purchasing team in facilitating and reviewing contractors’ KPIs. Continuous Improvement The post holder will actively support the Head of Capital Projects and the Deputy Head of Capital Projects in the development and delivery of a number of initiatives which are intended to enable continuous improvement in the delivery of capital projects, improving efficiency, value for money, project performance, client and end user satisfaction and including, but not limited to: • Championing best practice and, where required, change • The Digital Transformation Strategy • Smart building and a digital estate strategy • The Project Quality Review Process.
o management of design, procurement, construction, handover and aftercare project stages o risk, issue and early warning management o financial management and accountability o change management o electronic document management
compliance with Building Safety Act 2022 and CDM 2015 regulations across all project stages, completing any necessary documentation relating to these when required • Undertaking project audits on a regular basis ensuring policies and procedures relating to Health & Safety in the workplace are adhered to at all times • Ensure project compliance with all continuous improvement initiatives • Support the University in meeting its statutory duties as the Client under health and safety legislation. Monitoring and Reporting • Monitor the project, and report regularly to meetings as required, including meetings within Estates Services, and meetings of the Project Board and University committees • Manage the communications with all stakeholders with the assistance of the Communications team, and through the development of a stakeholder management plan • Produce formal reports at the end of each RIBA stage outlining design compliance with the project brief and University Design Guides. Stakeholder liaison and communication • Liaise with relevant stakeholders, including those within the University and external to the University ensuring their requirements are considered at all stages of the project • Take responsibility for identifying and engaging sponsors and key internal stakeholders required for establishing effective delivery, obtain support and approvals and manage these relationships through the life of the portfolio • Act as the Capital Projects representative in relation to departmental or project-related queries. • Collaborate with the Principal Contractor and other stakeholders to ensure integrated project delivery. • Prepare the stakeholder engagement strategy • Prepare the communication strategy. Contractor and consultant management • Manage consultant and contractor performance to ensure timely and quality delivery value for money on all projects. • Manage the work of Principal and sub-contractors on projects. • Instruct contractors, monitor work and sign off work on completion when acting as Contract Administrator. • Identify issues of poor performance by contractors and to provide constructive feedback on work
maintaining excellent customer service and working relationships with internal and external stakeholders • Maintain an up to date knowledge of legislative change and good practice within the industry • Maintain a working knowledge of the University’s functional estate, and commercial and graduate accommodation portfolios • To ensure that heritage assets are maintained in a manner appropriate to their significance and historic interest. • Be willing to commit to ongoing personal development to ensure that knowledge and expertise are kept up to date • Undertake any additional duties as reasonably required by the Head of Capital Projects
• Proactively monitor project progress, resolve conflicts and issues with project delivery and escalate or initiate corrective action as appropriate • Monitor the project budget and monitor the expenditure and costs, as the project progresses • Oversee programme timelines, interdependencies, and risk management, ensuring alignment with broader estate strategies. • Chair monthly project board meetings and regular design team/client progress meetings. • Lead contractor meetings throughout the project including pre-start, progress reviews, snagging, commissioning, and lessons learned • Advise on the need for specialist consultants to support technical or statutory compliance Procurement • develop the procurement strategy and undertake procurement and appointment of consultants and contractors including o early contractor engagement. o Preparation of tender documentation o moderation meetings and interviews o production of tender reports o completion of contract award processes in line with University protocols. Governance • Interpret and implement Estates Services and the University existing governance and reporting arrangements and ensure the project obtains the required University and external authority approvals, gateway approvals, licenses, and consents for expenditure, procurement, appointments, planning and delivery as required • Ensure project compliance with Estates Services agreed project process, as well as University and other statutory governance procedures including Financial Regulations • Manage the efficient delivery of the project for the University consistent with Estates Services standard procedures • Work with the University Safety Office and the Compliance section to ensure compliance with all relevant Health & Safety legislation, and ensure
• The soft-landing initiative • The benchmarking initiative
• The Key Performance Indicator process • Dashboard reporting and data management Further Duties The post holder may be required to: • Support other non-construction activities, such as feasibility studies, option appraisals, and larger schemes that require in-house Project Management support • Act as Principal Designer under CDM Regulations 2015. • Perform duties of Contract Administrator under JCT contracts, including: market testing, benchmarking, tenders, reviews, valuations, change management, inspections, certificates, pay less notices, and completion documentation, as well as dispute resolution and contract negotiation. The post holder will be a key member of a professional Capital Projects team. To this end the post holder will: • Represent the Estates Services Capital Projects team,
Person Specification
Essential Selection criteria: • Education to degree level or equivalent • A professional qualification related to the construction industry or demonstrable equivalent experience • Membership of a relevant professional body • Demonstrable relevant experience of project management of small to medium sized projects within a role coordinating a complex capital project portfolio of a range of projects from relatively simple projects to complex refurbishment and new build projects • Demonstrable technical knowledge of traditional and modern building construction techniques, mechanical and electrical systems and structures and construction methodologies • Demonstrable knowledge of prevailing health and safety legislation and guidance, British Standards, Building Regulations and Codes of Practice, and aware of relevant building regulations, BSA 2022, CDM and safety legislation 2015. • Excellent interpersonal and communication skills with the ability to deal with a wide range of people including highly influential external and internal contacts • Ability to act as a team participant and to work pro-actively and independently with demonstrable problem-solving capability with ability to maintain a flexible and collaborative approach, to be self-motivated and resilient • Excellent written skills and experience of preparation of committee papers, reports and guidance documents • Ability to prioritise competing demands and demonstrate strong organisational skills and an ability to manage a wide remit of tasks and meet deadlines Desirable Selection criteria • Evidence of formal training in project management and/or PRINCE 2, MSP and MoR training and qualification • Experience of working in a Higher Education, NHS Trust, and/or a Higher Education Estates environment • Proven line management supervisory experience with team leadership skills
How to Apply
The University of Oxford has engaged the services of the Management Recruitment Group, to whom applications should be sent.
To apply, please submit a comprehensive curriculum vitae (CV) along with a short covering letter that sets out your interest in the role and highlights any pertinent projects experience/expertise that you would bring to the position.
For a confidential conversation about this opportunity, please contact:
Kelley Brown kelley.brown@mrgglobal.com
Nicholas Coppard Nicholas.coppard@mrgglobal.com
Please email your application to nicholas.coppard@mrgglobal.com
Closing date is the 12th of October 2025.
Interviews will be held on campus on the 31st of October and the 3rd of November 2025.
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