Head of Programme Management Office (PMO) Candidate Information Pack
Annual Report on Widening Participation and Outreach (WP&O) | 2013–14
CONTENTS About the GDST
4
The GDST Estate
6
The Estates Vision and the Estates Programme
8
The Capital Investment Programme
10
The Role
12
Person Specification
16
Application process
20
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surrey.ac.uk
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University of Surrey
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About the GDST
The Girls’ Day School Trust is the UK’s leading family of independent girls’ schools. In all of our schools, academic excellence is a given – at the GDST we develop character beyond the curriculum. The GDST is a charitable trust which owns and operates 25 schools across England and Wales. Our schools are mainly girls only, with the GDST ethos to ‘reach as many girls as possible’ permeating everything we do. Most schools are Junior, Senior and sixth form, with some having nurseries as well; one of the school’s remains a boarding school. The Council of Trustees oversee the strategic direction of the Trust, with an Executive Board who run the day to day operations, based at the Trust Office in Victoria, London. The Heads of the schools report into the Chief Executive, and all have Directors of Finance and Operation (DFO’s) who help to run the 23 schools and 2 academies. The GDST owns most of its property freehold, although there are certain leasehold landholdings, plus other property retained for investment purposes. There is also an outward bound centre in north Wales. Each of the schools and academies are run separately, with central services including Estates, Finance, HR and IT located in Trust Office. This is also where the strategic Education and Innovation strategy is set, along with most of the teacher and staff training, reinforcing the GDST ethos.
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University of Surrey
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Annual Report on Widening Participation and Outreach (WP&O) | 2013–14
The GDST Estate
Our Estate is diverse, both geographically and chronologically, with buildings dating back to the 1800’s up to the present day. A significant number of the older properties are listed or locally listed and sit in Conservation Areas. Many of our properties are converted residential buildings, others are purpose built as schools. All of our current schools are in England and Wales and amount to over 200 buildings, predominantly owned by the GDST, plus also Trust Office in central London. Most of our properties are occupied for educational purposes, although some sites also have residential accommodation for staff, in addition to the one boarding school in Bath. Further investment properties are let out to external occupiers.
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A list of the main schools and sites are given below: 1. Blackheath High School, London 2. Brighton and Hove High School 3. Bromley High School, London 4. Croydon High School 5. Howells School, Llandaff, Cardiff 6. Kensington Prep School 7. Newcastle High School for Girls 8. Northampton High School 9. Northwood College, Middlesex
10. Norwich High School for Girls 11. Nottingham Girls High School 12. Notting Hill & Ealing High School 13. Oxford High School 14. Portsmouth High School 15. Putney High School
16. Royal High School, Bath 17. Sheffield High School 18. Shrewsbury High School
19. South Hampstead High School, London 20. Streatham & Clapham High School, London 21. Sutton High School 22. Sydenham High School 23. Wimbledon High School 24. Belvedere Academy, Liverpool 25. Birkenhead High School Academy, Birkenhead
University of Surrey
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Annual Report on Widening Participation and Outreach (WP&O) | 2013–14
The Estates Vision
Our Estate is the physical representation of the schools and the GDST; with the Estates Strategy a reflection of the Trust’s strategic vision. It is the responsibility of the Estates department to deliver against this context. Although primarily for educational purposes, our schools host numerous events for the school community plus for the wider public benefit within their local communities. We aim to provide an appropriate quality of environments, infrastructure and buildings to support the educational and recreational needs of our schools; working to deliver sustainable and innovative spaces for our students to enjoy, whilst enhancing the GDST’s reputation as a leader in girls education. The GDST is committed to ensuring all of its operations are as sustainable as possible. As such, it is now certified a carbon neutral organisation and currently progressing towards a carbon zero strategy, driven primarily by the Estates team. Sustainability is embedded in all property work, as the estate is evolved towards carbon net zero both in construction and operation.’
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The Estates Programme
Our mission is to provide an integrated customer service, providing strategic leadership and well as technical support and advice across the Estate, ensuring consistency of approach and critically ensuring compliance with all statutory requirements across the Estate at all times. The Estates department under the Director of Estates, hold the delegated responsibility from the Trustees to assure, maintain, enhance and develop the estate to ensure it is fit for purpose to provide innovative education and learning facilities as well as the breadth of functions that allow the schools to operate, including external spaces and sports fields. Our primary aim is to keep our Estate safe for our students, staff, visitors as well as members of the public. The Estates department run a continuous programme of maintenance programmes, minor works, refurbishment and new build projects, varying in scale from £100,000 to over £20 million. Each school also has a delegated maintenance budget, directly managed by the school, used to address minor repair and maintenance works. The Estates team act as the central Technical and Trusted Advisors for the schools, supporting them in all Estates related decision making, scoping and delivery.
University of Surrey
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Annual Report on Widening Participation and Outreach (WP&O) | 2013–14
The Capital Investment Programme
The GDST invests over £30 million annually in capital programmes across the Estate; based on a prioritisation of compliance and condition related works, educational need, as well as improvement and expansion of the Estate, as appropriate.
Examples of projects recently completed include:
• A new STEAM tower and dining room at Wimbledon High School; • A new Science and Arts facility at Oxford High School; • An extension to Bromley High School; • The refurbishment of Waterlow Hall at South Hampstead High School into a high quality performance space.
Significant projects currently underway include:
• A new integrated carbon net zero designed Junior School building at Notting Hill & Ealing High School, (see CGI images on the next page); • A programme of works at Sutton High School including an extension to the junior school, new refectory and improvements to sports facilities, which aims to target net zero carbon; • Major external refurbishment of Howell’s School listed buildings; • Proposed new sixth form and design technology hub under development; • Fire compliance works programme for all schools.
In parallel, there are a significant number of refurbishment and improvement works across the Estate, infrastructure works and maintenance programmes covering both fabric and mechanical and electrical works.
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Head of Programme Management Office (PMO) – The Girls’ Day School Trust
Location:
10 Bressenden Place, Westminster, London, SW1E 5AE
Accountable to:
Director of Estates
Grade: G1 Job Purpose / background
The Estates Department acts on behalf of the Trust and deals with all property related matters to ensure that the Trusts interests and its estate are developed and maintained to agreed standards. The estate consists of 23 schools, two academies and the Trust Office based in Victoria. Reporting to the Director of Estates the postholder will act as the lead commercial expert within the Estates Directorate with regards to capital investment, maintenance and infrastructure projects and programmes across the Estate portfolio. Key aspects of the role include leading on contract procurement and supply chain management; cost planning and forecasting as well as strategic scheduling across a diverse range of projects and programmes. The post holder will be a senior member of the Estates team and will demonstrate the behaviours and culture expected of this team which include; • Leadership – both directive and supportive. • Excellent written and oral communications. • A collaboratice team player. • Strong people and stakeholder management skills. • Utilising the Estate systems and processes to support evidence-based decision making. The post holder will have experience of setting up and managing a Programme Management Office which will oversee the Capital Investment and Development Plan for the Trusts estate. This will require programme management expertise to ensure dependencies and activities are co-ordinated across the 25 schools and academies, and
implementation is both successful and sustained with ongoing feedback. The post holder will lead and co-ordinate development of efficient and effective Programme and Project Management documentation, co-ordinate delivery using programme management office methodology and be seen as a trusted advisor. The post holder will follow the GDST Strategic Vision, the Estate Strategy and the school business plans to:- • Support the Director of Estates to deliver a professional Estates focussed knowledge base to implement strategic investment for the Trust whilst enhancing best practice. • Support the GDST vision to be leaders in girls education through its charitable objectives, maximising the use of estates assets for the benefit of existing and future students, as well as the local communities in which the schools sit. Accountabilities • The commercial and scheduling specialist for estates activities across the entirety of the GDST estate portfolio. • Maintaining a level of service and accountability that is in line with the requirements of the GDST. • The key interface for risk management across programmes of work responsible for with Finance, Legal & IT teams within GDST. • Adherence to risk management across projects, programmes and the GDST estate. • Approach to risk across projects, programmes and the GDST estate. • Advising on the effective management of external supply chain of consultants and contractors delivering products or services to GDST estates related activities.
Key Responsibilities • Responsible for all estates related processes and systems; both implementation and management, incorporating best practice and obtaining constant feedback. • Leadership and line management of the PMO team within Estates • Plan, prioritise, coordinate and allocate projects/tasks; liaise closely with Heads and DFOs plus other Trust Office colleagues to ensure effective, customer focussed solutions and delivery. • Oversight of all commercial aspects of project and maintenance delivery – budgeting, forecasting, cost control and reporting. • Supporting the Director of Estates in the development of short, medium- and long-term programmes of work to meet GDST’s overall Estates strategy and policies. • Ensuring effective collaboration and communication with all GDST stakeholders, in particular Heads of Schools and DFO’s. • Being the key liaison point for estates colleagues for matters relating to procurement, budgeting, forecasting, cost control, scheduling and supply chain management. • Enhance and support all Estates cost reporting and forecasting to support reporting to and interface with the Finance team. • Manage annual cash flow forecasts across the Estates Capital Investment Programme • Lead on contract advice (type, version, standard clauses etc) for Estates and work with the GDST Legal team. • Lead on procurement for the Estates team and implement appropriate Frameworks for the delivery of consulting services. • Advise on commercial aspects of tender returns – consultants and contractors. • Monitor external consultant fees across all projects and frameworks. • Provide support to Estate Managers in preparing budget costs for maintenance works (central). • Provide budget advice for in-house feasibility studies and projects. • Support Project Managers in preparing tender documents for in-house maintenance work and projects. • Support PM and EM teams in preparation of tender documents for Estate wide programmes and projects. • Work with other Trust departments (Finance and Legal) to develop standards (e.g. General Conditions & Prelims, standard contract clauses, cost reporting formats for external QS’s).
• Assist with Whole Life Cycle costing for design evaluations. • Manage the maintenance of the GDST Asset & Projects database for projects (details, budgets, cashflows, costs, dates and progress). • Responsible for, and acting as the key interface for the Asset Management database; giving feedback and arranging training. • Responsible for the management of risk (identification, mitigation and action planning) across projects and the Estates Directorate. • Carry out any other duties as are within the scope, spirit and purpose of the job. Key Relationships • Director of Estates, Head of Infrastructure and Sustainability, Head of Estate Management, Head of Compliance. • Data and Systems Analyst and Estates Project Co-ordinator. • Estate Managers. • Project Managers. • School Heads, Directors of Finance & Operations (DFO’s). • Trust Office Management Team. • Trust Office Finance and Legal team. • Outsourced service providers (e.g. professional consultants, contractors etc.).
Person Specification: Qualification and Experience
Education/ Training: Essential: • Professionally recognised cost/commercial management related qualification. and /or • Professionally recognised project management related qualification. Desirable: • Relevant postgraduate qualification. Relevant Experience: Essential: • Substantial experience in a cost management, commercial management and/or programme management role. • Professional quantity surveying, cost management and / or project management skills and experience including cost planning, forecasting and budgeting, value engineering and contract procurement and programme management. • Experience of project/supply chain procurement and management. • Experience of reporting and performance management. • Ability to manage risks and understand and articulate impacts. • Ability to develop and influence strategic aims and goals and organise delivery effectively to time, budget and agreed quality standards, both personally and through others. • Experience of financial management across a wide range of project budgets, with proven analytical skills and the ability to collate financial and other information from a range of sources, analyse it, draw conclusions and propose solutions. • Experience of construction contracts, contract management and procurement practices relating to project and service delivery.
• Experience of building and maintaining effective working relationships, with the ability to communicate clearly, confidently and persuasively with people at all levels both orally and in writing, including the ability to communicate compiles technical issues to non-technical audiences. Desirable: • Experience of working with multiple projects across a multi-site Estate. • Experience of working within the education sector. • Understanding environmental, M&E, sustainability and energy conservation applications and processes. • Experience of working on the client side of an organisation. • Experience of using Microsoft Excel and PowerPoint, particularly for production of reports. • Experience of large asset or project management related database systems. • Experience of working with BIM.
Person Specification: Skills, Aptitudes and Requirements
Required skills and aptitudes: • Excellent interpersonal and written and oral communication skills. • Strong presentation skills. • Ability to work effectively and flexibly on own initiative under pressure. • Excellent influencing and negotiating skills. • Ability to motivate staff and to manage collaborative and innovative team working. • Strong verbal and numerical reasoning ability. • Ability to create good working relationships both internally and externally and manage stakeholders effectively. • Able to work with, structure and prioritise large amounts of project information • Strong analytical and research skills, able to produce technical content and organise material. • Ability to think strategically but still maintain attention to detail in preparation and delivery of management information to a wide audience. • Ability to effectively manage time and meet deadlines whilst under pressure. • Ability to challenge in a constructive manner. • Ability to develop creative solutions to difficult issues. • The ability to balance process with content. • Positive, ‘can-do’ attitude.
General Requirements All staff are expected to: • Work towards and support the Trust vision and current objectives outlined in the GDST Strategic Development Plan. • Work within the Trust’s health and safety policy to ensure a safe working environment for staff and visitors. • Work within the GDST’s Diversity Policy to promote equality of opportunity for all staff, both current and prospective. • Maintain high professional standards of attendance, punctuality, appearance, conduct and positive, courteous relations with Trust Office colleagues, Schools staff, external contacts and visitors. • Engage actively in the performance review process, and training and development opportunities available. • Adhere to policies as set out in the GDST Council Regulations, Notes of Guidance and GDST circulars. • Undertake other reasonable duties related to the job purpose required from time to time. Other Requirements Essential: • Enhanced DBS check. Circumstances • Travel in support of the duties of the role. • Stay overnight in support of the duties of the role. • Work flexibly as required in support of the duties of the role.
For a confidential conversation please contact our advisors Ben Duffill (ben.duffill@mrgpeople.co.uk) and Nicholas Coppard (nicholas.coppard@mrgpeople.co.uk) of The Management Recruitment Group on 020 3962 9900. Applications should consist of a comprehensive CV (of not more than 4 pages) and a covering letter (of not more than 2 pages).
Applications should be sent to ben.duffill@mrgpeople.co.uk and nicholas.coppard@mrgpeople.co.uk.
The closing date for applications is 4th of September 2022.
www.mrgpeople.co.uk
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