C a n d i d a t e I n f o r m a t i o n B r o c h u r e
Estates Portfolio Governance Manager
C o n t e n t s
Introduction from the Vice-Chancellor
About Sussex
The Sussex campus
The role of Estates Portfolio Governance Manager
Working at the University of Sussex
Brighton and the local area
The appointment process and how to apply
I n t r o d u c t i o n f r o m t h e V i c e - C h a n c e l l o r
Dear Candidate,
The University of Sussex is a remarkable institution. The distinctive ethos on which it was established more than 50 years ago is still very much at the heart of the University. The traditions of creativity, interdisciplinary, innovation and intellectual rigour – in both education and research – play an important part in who we are. Building on this and against a backdrop in which English universities will be facing a period of political and economic change, Sussex is forging ahead and creating a new destiny. We are in strong health. With a reputation forinspirational teaching, we are turning out graduates who are well-rounded global citizens – contributing to the worlds of business, sciences, the arts, academia, government and the third sector. The University is ranked in the top 10 in the UK for graduate employability, and in the top 25 in the THE Most International Universities in the World. The importance of our professional services staff to our mission has never been higher and the effectiveness, efficiency and innovation delivered through their work is essential as together our University presses forward. We care about genuine equity among our academic and non-academic staff, and are determined to continue year by year to improve our operations in service of them and our students. We are also minded to explore the most innovative modern models for our operational organisation and services, introducing greater connectivity and partnership working wherever possible. This is an exciting time in the University’s history as we look to build on the past and redefine Sussex’s distinctiveness for the 21st century.
Over the past two decades, Sussex has doubled in size in terms of activity, with the University trying to accommodate this growth within its existing constrained campus. The overall masterplan to the estate is expected to provide a strategy for improvements in terms of both quality and quantity. In 2019, the University approved its Estates and IT strategies. At the opening of 2020 this strategy is being developed into a roadmap of projects to deliver the physical manifestation of the strategy. I hope you will join us in playing a part in shaping the future of a thriving university, with strong values that we believe make Sussex a very special place.
P R O F E S S O R A D A M T I C K E L L V I C E - C H A N C E L L O R
A b o u t t h e U n i v e r s i t y o f S u s s e x
Since our foundation in 1961, Sussex has valued – and encourages – a pioneering spirit. We’ve pushed for change, and demanded more, creating a better future for individuals and communities all over the world.
A b o u t t h e U n i v e r s i t y o f S u s s e x
Our lecturers deliver programmes of study that inspire students to develop the skills that make their education count, and that give them the confidence to make their mark in their chosen field. Our staff conduct original research to explore the great questions of our age. Their findings impact policy and practice for businesses, NGOs and governments, ensuring that Sussex students are also at the forefront of knowledge in their subject. Creative thinking, pedagogic diversity, intellectual challenge and interdisciplinarity have always been fundamental to a Sussex education. The University’s goal is to deliver teaching and learning programmes that are informed by current research, are attractive to students from all socioeconomic and cultural backgrounds, and which deliver skills for life. The University is committed to widening access for students from lower-income families, and awards a high number of scholarships
Excellence, through a commitment to delivering the highest standards of research, scholarship, teaching and learning, in order to provide a dynamic and stimulating environment for students and staff, and to maximise their social and economic contribution to societies. Interdisciplinarity, through tackling multidimensional problems, while maintaining a strong, broadly based set of disciplines across the arts and humanities, social sciences, sciences and medicine engagement, by actively seeking an external and international approach to all our activities. Challenge, in which all members of the Sussex community are prepared to explore creatively the status quo and alternatives, within the context of excellence and professionalism, and to seek to make positive change in society. Partnership, by developing sustained relationships that bring together complementary skills and resources to create mutual benefit and to deliver impact that cannot be achieved by either partner alone.
Professionalism, by upholding freedom of academic enquiry,
undertaking activities in a responsible manner using robust, transparent processes and maintaining professional standards in the conduct
of all academic and support activities.
Equality, diversity and inclusion, by making appointments and developing entry routes to the University based on educational merit, and valuing the strengths derived from contributions to our mission by people from different backgrounds, traditions, cultures and perspectives. Service, in which members of the Sussex community seek to use their skills and talents to contribute to local, national and international communities and organisations. Our Sussex 2025 vision reimagines the pioneering spirit of the original purpose of our University but does so for new times and a new generation. Discover our vision at https://www.sussex. ac.uk/strategy/
and other types of financial support.
In pursuing our mission, we celebrate the values of:
T h e S u s s e x c a m p u s
Sussex has one of the most beautiful campus locations in Britain.
The University has developed a programme of investment to modernise and improve our campus so that we can provide the best facilities for our students, researchers, and academic and professional staff, as well as the local community. At the heart of our programme of building and regeneration work is a sensitively thought-through plan to enhance the unique setting of our campus within the South Downs, whilst preserving the character of the distinct architecture.
Situated on the edge of the South Downs National Park and just 9 minutes from Brighton & Hove, the campus combines award-winning architecture with green open spaces. Designed by Sir Basil Spence, the buildings that make up the heart of the campus were given listed-building status in 1993. Falmer House is one of only two post-war educational buildings in the UK to be Grade I listed in recognition of its exceptional interest.
T h e S u s s e x c a m p u s
Our campus development programme includes new modern, affordable student accommodation, social and work spaces, academic and research buildings, and investment in sports and leisure facilities.
Take a virtual campus tour at www.sussex. ac.uk/aboutus/campus
The role of Estates Portfolio Governance Manager
Under the guidance of the Director of Estates, Facilities & Commercial Services, the Estates Portfolio Governance Manager will provide senior secretariat support to coordinate activities to ensure the appropriate governance and co-ordination of projects within the Estates and Sussex Estates & Facilities teams. The post holder will maintain an overall responsibility to ensure all projects are initiated through defined approved governance structures and act as secretary for governance structure committee(s) and relevant boards. They will be expected to work closely with senior staff who Chair Estates related committees and Project Boards. The post holder will have responsibility for drafting papers as directed by, and on behalf of, the Director and Deputy Director of Estates, Facilities and Commercial Services. This will include the provision of appropriate briefing notes for meetings and public engagements. The post holder will provide professional guidance and assistance to all Estates staff responsible for writing business cases, in order to ensure a consistent and agreed format is maintained for submissions representing the Estates Division.
In addition, the individual will have line management responsibility for 2 - 3 Portfolio Officers.
The post holder will engage with other teams in Estates and IT Services, as well as with other University Departments including Professional Services, Finance, Procurement and Schools to co-ordinate and plan the deliverables for the programmes of work. They will ensure that project scopes are agreed and all documentation facilitates effective end to end planning, delivery, testing and management of project hand overs.
T h e r o l e
K E Y R E S P O N S I B I L I T I E S
Coordinate and develop key business cases to secure University Executive Group approval of capital programmes and projects, by providing succinct papers within template formats that present qualitative and quantitative data that enable timely decision making. Plan and coordinate the production of all papers for review by Project Boards and Committees in line with the University Committee structure and cycle, ensuring stakeholder consultation and sponsor approval of all documentation. Estates Portfolio Governance Manager will direct, train and develop the Project Officers to ensure robust governance and that meeting agenda’s, minutes and action 10 s are accurately provided. Work collaboratively to develop effective lines of communication and strong working relationships, to build trust and confidence with the University Governance Services team. Build productive working relationships with the senior management of the University, and demonstrate professional leadership in the implementation of best practice concerning project management and the provision of information to support executive and non-executive decision making. Coordinate all Governance work within each of the programmes including understanding the pipeline of work for the area. Produce overall forecasts for resources and managing demand for work. Ensure delivery is planned in the most efficient manner to make the most efficient use of resource. Develop and work within the standards, strategies and procedures across the Estates project delivery life cycle such as stakeholder management, project communications, resource planning, budget management and project planning and ensure that the practices are adopted within the team.
Provide effective and appropriate training to project stakeholders, to ensure the implementation and maintenance of all approved project governance and standards. Maintain an overall coordinated programme for ongoing projects. On behalf of the Deputy Director of Estates, maintain a co-ordinated action log generated from all relevant committees Ensure project team members meet their objectives and manage performance where necessary. Conduct annual appraisals with line management responsibilities; identify development needs on an individual and team basis and facilitate the necessary development activities to meet those needs. Work collaboratively with colleagues within Estates services, professional services, academic schools and Sussex Estates and Facilities to deliver continuous improvement to existing services and to deliver new quality systems. Be responsible for the co-ordination (not production, unless specifically requested) of clear project documentation (e.g. project definitions, RAID logs, project plans, and project budgets). Keep up to date with relevant developments external and internal to the University and assess their implications for Estates Services.
T h e r o l e
P E R S O N S P E C I F I C A T I O N
QUALIFICATIONS
KNOWLEDGE AND EXPERIENCE
Essential Educated to degree level or equivalent technical professional qualifications or equivalent experience. Desirable PRINCE2 Foundation Certificate or MSP practitioner or equivalent Project management qualification.
Essential Strong knowledge of Governance and Project Implementation.
Experience of working with senior managers at the highest institutional level.
Experience of supporting Senior Management or Board level committees.
SKILLS & ABILITIES
Experience in preparing committee papers, presentations and briefings and able to present qualitative and quantitative information succinctly to enable effective decision making.
Essential Ability to identify and manage process improvements and coordinate effective change initiatives. Ability to manage competing end-user demands and time critical schedules, prioritising simultaneous issues and rapidly evaluate alternate action plans. Analytical skills and the ability to use them effectively in an information systems environment, identifying wider implications and strategic goals.
An ability to operate in a complex, fast-moving, deadline driven environment.
Knowledge and understanding of the principles of procurement, service management and supplier management.
Substantial experience of managing projects within a complex business environment.
Substantial line management experience, in PMO.
Ability to produce clear reports, plans and presentations to all levels of staff
Experience of managing and influencing change and compliance in a fast moving situation.
Substantial experience in providing senior secretariat skills.
Desirable Understanding of the Higher Education sector and its corporate processes; Finance, HR, Student Systems and Research Management Systems.
Excellent planning skills and the ability to take initiative.
Microsoft Project, Word and Excel.
Experience of budgetary review/management and financial reporting.
Excellent written, oral and interpersonal communication skills.
Professional and discrete approach to reflect organisational level at which role holder must operate
PERSONAL QUALITIES
Essential Ability to communicate clearly in speech and in writing and translate complex technical concepts for end users of all levels of technical competence. Resilient and robust with the ability to prioritise in a fast paced and fluid environment to ensure business delivery.
Highly organised.
Able to work well and to a high standard under pressure and to deadlines.
Ability to work constructively and collaboratively with colleagues
Ability to work effectively in a team environment, sharing knowledge and skills and developing productive working relationships.
An ability to manage time effectively and plan and supervise the work of others to achieve goals.
Wo r k i n g a t S u s s e x
There are a range of staff benefits at Sussex, including generous annual leave entitlement and pension schemes, access to world-class resources, discounted gym and sports memberships, interest-free season ticket loan and staff activities throughout the year.
Wo r k i n g a t S u s s e x
C H I L D C A R E
S U S S E X C E N T R E F O R L A N G U A G E S T U D I E S
There is a nursery on campus for children aged three months to five years, operated by The Cooperative Childcare. It is open daily from7.30am–6.30pm.
The Sussex Centre for Language Studies provides a range of courses throughout the calendar year in English Language and Modern Languages that are open to staff as well as students. You can also use the Language Learning Centre to study over 50 world languages.
L I B R A R Y
Library facilities are available to all members of staff. The Library is open around the clock during term time. The Library’s special collections, now housed at The Keep, include the papers of Rudyard Kipling, the New Statesman Archive, Virginia Woolf’s Monks House Papers, many of Lord Richard Attenborough’s scripts and papers, and the Mass Observation Archive.
C A T E R I N G A N D C O N F E R E N C E S
Sussexfood offers extensive catering facilities in Bramber House as well as cafés across campus. There are also conference and hospitality services. You can also use the Students’ Union bars and shop.
R E T A I L
S U S S E X L E C T U R E S
There is a supermarket and post office, the Students’ Union shop, a pharmacy and a bank on campus. In term time, there is also a weekly outdoor market.
All staff are welcome to attend professorial lectures by Sussex academics and other talks by visiting lecturers and speakers.
S P O R T
A T T E N B O R O U G H C E N T R E F O R T H E C R E A T I V E A R T S
Sports facilities include sports halls, fitness rooms, a dance studio, squash courts and outdoor pitches. There is an extensive drop-in group exercise and courses programme including yoga, dance, Pilates, trapeze, circuit training and aerobics. Sussexsport holds an annual boundary walk and boundary run for staff and students around the Sussex campus. It also offers children’s birthday and sports parties from age two upwards and a full programme of sports camps and activities in the school holidays for children aged five–16 years.
The Attenborough Centre is a state-of-the-art performance and display space that reopened in 2016 after extensive refurbishment. The Attenborough Centre has a growing programme of performances and events and is a Brighton Festival venue.
T E A C H I N G A N D L E A R N I N G
The University of Sussex has more than 18,500 students, of whom 4,500 are postgraduates.
Brighton and the local area
B r i g h t o n a n d t h e l o c a l a r e a
T H E U N I V E R S I T Y ’ S L O C A T I O N
B R I G H T O N A N D T H E W I D E R R E G I O N
The University campus is located at Falmer, on the outskirts of Brighton & Hove, and is just 55 miles (90 km) from London. Frequent trains from central London take as little as 50 minutes to Brighton & Hove, with a quick nine-minute connection to Falmer to reach campus. London Gatwick airport is only 30 minutes from Brighton, and London Heathrow is just over an hour’s drive away.
The city of Brighton & Hove has much to offer students, and also offers a quality of life for young families that is hard to match. As well as a fabulous variety of shops, restaurants and pubs, the city also has a range of good schools and a very relaxed and tolerant atmosphere. Brighton has a truly diverse cultural scene with a wealth of theatres, cinemas and galleries. From pre-West End premieres at the Theatre Royal to the variety of experimental fringe productions staged throughout the year, and with the famous Brighton Festival every May, there is plenty on offer. The historic market town of Lewes is also close to campus, and many members of staff choose to live there because of its wide choice of housing and excellent schools.
T h e a p p o i n t m e n t p r o c e s s a n d h o w t o a p p l y
The University is being supported on this recruitment campaign by the search consultancy The Management Recruitment Group (MRG). To arrange a confidential briefing conversation please contact our advisor Sian Gardiner (sian.gardiner@mrgpeople.co.uk) of MRG on 0203 962 9900. Applications should consist of a comprehensive CV (of not more than four pages) and a covering letter (of not more than two pages). Applications should be sent to sian.gardiner@mrgpeople.co.uk.
E Q U A L I T Y A N D D I V E R S I T Y
The University values diversity and welcomes applications from all sections of society. It is committed to promoting equality and diversity, providing an inclusive and supportive environment for all. The University aims to ensure that job applicants and members of staff are treated solely on the basis of abilities and potential, regardless of age, disability, gender reassignment, marriage or civil partnership, pregnancy or maternity, race, religion or belief, sex, sexual orientation, trade union membership or non-membership, socioeconomic background or any other inappropriate distinction. In order to ensure the effectiveness of this policy, it is necessary to collect information from all applicants on factors which relate to equal opportunity in employment and applicants are therefore asked to submit a completed version of the enclosed form alongside their CV and letter of application. The information so provided will be handled in strictest confidence and will only be used for statistical monitoring purposes.
The closing date for applications is Monday 5th April 2021.
T E R M S O F A P P O I N T M E N T
The appointment will be subject to: - Confirmation of the right to work within the UK - Higher level qualifications - Satisfactory health clearance and satisfactory references.
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