Capital Projects Development 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 engage with academic, commercial and cultural partners across the world to stimulate high-quality research and enable innovation through a broad range of social, policy and economic impacts. We believe our strengths lie both in empowering individuals and teams to address fundamental questions of global significance, while providing all our staff with a welcoming and inclusive workplace that enables everyone to develop and do their best work. Recognising that diversity is our strength, vital for innovation and creativity, we aspire to build a truly diverse community which values and respects every individual’s unique contribution. While we have long traditions of scholarship, we are also forward looking, creative and cutting-edge. Oxford is one of Europe’s most entrepreneurial universities and we rank first in the UK for university spin outs, and in recent years we have spun out 15-20 new companies every year. We are also recognised as leaders in support for social enterprise. The University’s buildings and estate are not only necessary for our academic work; they also contribute to Oxford’s reputation as a city of learning, heritage and culture. They form a vital part of the rich architecture of the city and provide a beautiful environment for visitors and Oxford residents, as well as University staff and students. Oxford has an extraordinary estates capital programme of circa £160m annually (total programme is up to £1.0 billion) including many large-scale and high-profile projects emanating from the University’s estate strategy. The Development Manager will lead a diverse portfolio of capital projects, with a specific remit for overseeing the capital programme for the Medical Sciences Division (MSD), with a current value exceeding £250m. Your duties will include leading the management, monitoring, and coordination of the MSD capital project programme, ensuring projects are delivered efficiently, on time, and in compliance with legislation and University governance. Join us and you will find a unique, democratic and international community, a great range of staff benefits and access to a vibrant array of cultural activities in the beautiful city of Oxford.
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 f i t 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
Key Working Relationships The post holder will report directly to the Head of Capital Projects as part of the Capital Projects team and have responsibility to the Medical Sciences Division Head of Strategic Planning and Projects and University Registrar. The post-holder will be required to liaise with the divisional Senior Assistant Registrars, Divisional Manager Capital Projects and Estate, with senior members of the Divisions, Director of Capital Projects & Property Management, Director of Asset & Space Management, Director of Estates, Divisional Registrar and Divisional Financial Controller, Head of Division, 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 Division, Planning and Council Secretariat, Legal Services, Press Office, Security Services, 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. Responsibilities Capital Projects Development Management Office The post holder will support and play a key role in 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 while ensuring consistent delivery of programmes and projects on behalf of the University. In fulfilling this role, the post holder will, amongst other duties, undertake to: Portfolio Management The post holder will support the Head of Capital Projects with Development Management of the capital project portfolio including the definition of processes, decisions and actions that will facilitate organisational changes that contribute to the University’s strategic objectives and improved project delivery. The post holder will assist in the delivery of translational changes to transactional business functions as well as other organisational changes, which may include University governance, while ensuring that the business of the programme and project offices are maintained. In fulfilling this role the post holder will, amongst other duties, undertake to: • Contribute towards the definition of the strategic objectives of Portfolio management, basing their proposals on their understanding of cost, risk, impact on transactional business, the strategic outcomes
and benefits to be realised, resource capability and capacity, and the current operational environment • Ensure that an appropriate balance between transformational activities and transactional activities is maintained at all times • Keep under frequent review the changes including monitoring progress, cost, risk, priority, benefits and alignment with University and Estate Strategies • Provide assurance by informing senior management on matters of strategy, programme, prioritisation, risk management, quality management, benefit monitoring and resource deployment Development Management The post holder will support Estates Services in the management of the MSD and in part UAS capital project portfolios providing management direction, coordinating elements of the programmes, directing and implementing a portfolio of projects to support the strategic objectives of the University. Specifically, the post holder will monitor MSD and UAS 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. The post holder will maintain excellent working relationships with internal and external stakeholders. In fulfilling this role, the post holder will, amongst other duties, undertake to: • Define, prioritise and document the MSD and in part the UAS capital projects programme • Oversee the MSD and in part the UAS Capital Projects project portfolio ensuring that adequate governance and reporting mechanisms are in place to manage progress together with any risks, issues or interdependencies • Proactively monitor programme progress, resolve conflicts and issues within the programme including from a priority and resource perspective and escalate or initiate corrective action as appropriate • Manage both the dependencies and the interfaces between projects • Assist in the coordination of projects within the MSD and in part the UAS capital project portfolios ensuring interdependencies are effectively managed and efficiencies created where possible • Initiate extra activities and other management interventions wherever gaps in the programme are identified or issues arise.
Job title
Capital Projects Development Manager Estates Services, Facilities Management The Malthouse, Tidmarsh Lane, Oxford Grade 10: £62,698 - £72,418 with a discretionary range to £78,976 per annum
Department
Location
Grade
Hours Full Time Contract type Permanent Reporting to
Head of Capital Projects
The post holder will be responsible to the Head of Capital Projects as the key Client orientated member of the Estates Services Capital Projects team with specific portfolio for the Medical Sciences Division (MSD) and support of University Administration and Services (UAS). Supporting: the Head of Capital Projects; Medical Sciences Division Head of Strategic Planning & Projects and; University Registrar the principle responsibility will be to manage, lead, monitor and coordinate the capital project programme for the Medical Sciences Division and UAS including all related projects and work streams. The post holder also has specific responsibility for ensuring that the programme meets the business needs and requirements of the Division 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. The portfolio is large with in excess of 30 projects with a value in excess of £150m presently on-going and the same level of work expected within the next five years. 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 Old Road Campus, and a number of overseas sites. In addition, the Division has complex occupancy and ownership across NHS Trust environments including the John Radcliffe Hospital Nuffield Orthopaedic Centre, Warneford, and Churchill. The post holder will work closely with 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 MSD and UAS operations, users and neighbours. The post holder will be required to report substantially on the progress and status of the MSD and in part UAS capital projects programme via the preparation of papers for relevant committees and personnel within the Division, Estates Services and the University.
• Ensure a consistent approach to the delivery of projects within the programme • Manage Project Managers, other team members and consultants, pro-actively reviewing the team performance and acting positively support project management and design teams. • Assist in the preparation of individual project briefs and business cases to secure sponsorship, liaising as required with stakeholders and end users. • Provide advice and guidance to decision makers including sponsors and stakeholders making recommendations related to delivery of the programme • Take the lead responsibility on identifying and engaging sponsors and key internal stakeholders required for establishing an effective programme, obtain support and approvals and manage these relationships through the life of the programme • Take the lead on managing the relationship with and needs of external stakeholders and funders • Interpret and implement the programme’s governance arrangements, in accordance with Estates Services and the University existing governance and reporting arrangements • Monitor the programme’s budget and monitor the expenditure and costs, as the programme progresses • Manage the communications with all programme stakeholders with the assistance of the Capital Projects Communications Officer and through the development of a stakeholder management plan • Manage risks to ensure the programme’s successful outcome • Support the development of University wide initiatives in close consultation with other departments within Estates Services and the University • Support estate-related interactions with the local NHS Trusts in relation to a wide variety of matters from strategic planning to operational managerial issues • Provide programme assurance by informing senior management on matters of programme, prioritisation, risk management, quality management, benefit monitoring and resource deployment • Coordinate the post holder’s programme of capital projects with that of other Development Managers within the Capital Projects office, supporting the other Development Managers and substituting for them as and when required Project Management The post holder may be asked to assume the project manager role for one or more elements of the MSD and part of the UAS capital projects portfolio, specifically those pertaining to brief definition and project early incubation
• Provide support for, and ensure integration with, the options appraisal process informing the Capital Masterplan, including processes which underpin the collection of data such as space utilization studies • Provide project management advice on behalf of Estates Services maintaining an up to date knowledge of legislative change and good practice within the industry • Sit as the Estates Services Representative on Project Boards • Monitor compliance of projects with University due process and governance requirements ensuring full and pro-active compliance • Undertake project reviews and updates with Project Managers as required providing a regular summary and update to the Head of Capital Projects Project Governance 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. In fulfilling this role, the post holder will, amongst other duties undertake to: • Assist in embedding correct culture within programme and project management, champion best practice and, where required, change • Participate in the Project Quality Review Process, aimed at enabling continuous learning, improvement and capture of valuable feedback • Assist in the continued design, review, documentation and delivery of the Soft Landings initiative, an initiative aimed at improving the delivery and handover of buildings and improve operational performance • Assist in the continued design, review, documentation and delivery of the Benchmarking initiative • Participate in the Key Performance Indicator (KPI) evaluation process including monitoring KPI returns and evaluating the 360-degree feedback model monitoring of team performance Further Duties The post holder will be a key member of a team with objectives to improve project delivery and client satisfaction. To this end the post holder will: • 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
stages, or post completion during closure stages especially should issues need addressing. In fulfilling this role, the post holder will, amongst other duties, undertake to: • Support the preparation of the project business case including costs estimation, programming and feasibility • Ensure the project obtains the required University and external authority approvals, licenses and consents for procurement, appointments and planning as required • Assume responsibility for the management of the project as required but including design development, procurement, programme, construction, gateway approval, risk and financial status. • Ensure project compliance with Estates Services agreed project process, as well as University and other statutory governance procedures • Monitor the project, and report to meetings as required, including meetings within Estates Services, and meetings of the Project Board and University committees • 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 • Manage the efficient delivery of the project for the University consistent with Estates Services standard procedures • Work with the University Safety Office to ensure compliance with all relevant Health & Safety legislation, 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 including, but not limited to, Soft Landings, Benchmarking, Key Performance Indicator evaluation and the Estates Services Project Quality Review Process Capital Project Team Management The post holder will also assist the Head of Capital Projects and the Deputy Head of Capital Projects in the representation of the Estates Services Capital Projects team attending development sites, meeting with Clients and maintaining excellent working relationships with internal and external stakeholders. In fulfilling this role the post holder will, amongst other duties, undertake to: • Carry out initial project assessment, undertake Client discussions, and give Client advice regarding project proposal, process, procurement of the project team and deliverables
Person Specification
Essential Selection criteria: •
Education to degree level or equivalent
• A professional qualification related to the construction industry or business management, or demonstrable equivalent experience • Membership of a relevant professional body • Demonstrable relevant experience within a role coordinating a complex capital project portfolio • A broad experience in the delivery of a range of projects from relatively simple projects to complex refurbishment and new build projects • 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 • 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 • Willingness to undertake PRINCE 2, MSP and MoR training and qualification
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:
Ben Duffill ben.duffill@mrgglobal.com
Nicholas Coppard Nicholas.coppard@mrgglobal.com
Please email your application to nicholas.coppard@mrgglobal.com
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