UCL - Project Manager



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Executive Summary

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Project Manager

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Person Specification

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UCL Capital Programme

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Further Information

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Application Process


UCL is London’s leading multidisciplinary university, with more than 11,000 staff and 38,000 students from 150 different countries. Founded in 1826 in the heart of London, UCL was the first university in England to welcome students of any class, religion, and the first to welcome women on equal terms with men.

The UCL Estate comprises over 200 buildings valued in excess of £2 Billion, more than four million square feet of academic accommodation and c. 4000 student bedrooms. The scale, variety and complexity of the estate are unparalleled in the sector. UCL Estates manages the estate and facilities infrastructure from the strategic to the operational, across property acquisition and management, capital projects, engineering and maintenance, environmental sustainability, safety, security, cleaning and including student residences and central room bookings. UCL Estates strive to provide a co-ordinated and customer oriented approach to developing, maintaining and adapting UCL’s estate and a wide range of support services to create an environment which supports UCL’s academic mission.

The Key Aims of the Estates Strategy are: - Enabling the Academic Mission and supporting change - Transforming facilities fit for world leading research and excellence in teaching and learning - Delivering an excellent student and staff experience - Transparency, accountability, integrated service delivery with efficient and effective customer service - Good custodians of the Institution’s assets - Enabling a sustainable and safe university Over recent years, acquisitions and the integration of a number of Post Graduate Institutes (previously known as the Satellite Estate) has substantially increased the scale and complexity of the estate falling within the remit of the Division.

A recent restructure of the division has established two key Leadership Team positions: • Deputy Director of Estates/Director, Major Projects is responsible for delivering a number of key major projects including UCL’s new campus at Stratford (UCL East), Dementia Research Institute and Moorfield’s Eye Hospital. • Director, Estates Development is responsible for delivering a programme of key projects primarily within UCL’s central Bloomsbury campus but additionally with a number of partner organisations including hospitals and research bodies. Estates projects range in scale, complexity and value (£½m to £500m) and must be delivered to specification, cost and time, frequently within a highly congested and busy operational environment where quality of student and staff experience throughout the works is also critical.

UCL is engaged in a very extensive, long term capital programme, a critical component of UCL 2034 and in support of both UCL’s teaching and research strategies, which requires a significant professional Estates resource to ensure its successful delivery. Based on the requirements to deliver UCL’s projected £1.25 billion capital programme UCL Estates is embarking on a period of transformation to ensure that the Estates Development and Major Projects teams are resourced and organised in line with best practice and the scale of what needs to be achieved. It is essential that a robust, stable programme and project team is established which will build on-going capacity to ensure a depth of expertise and the sharing of good practice across all programmes. UCL Estates is therefore seeking to build an industry-leading

team of professionals with the capability, track record and drive to develop, deliver and mobilise projects that will deliver world-class facilities for London’s global University. The team will be developed to give both depth and breadth of resource, with project management professionals appointed at middle, senior and director level in addition to multidisciplinary appointments to give in-house intelligence and capability across space management, property, engineering, health & safety and project transition & mobilisation. UCL Estates places a very heavy emphasis on quality, safety, value and exceptional stakeholder engagement. We are therefore seeking best-in-class individuals that possess excellent interpersonal and communication skills and a flexible, collaborative, highly motivated and resilient disposition.


Grade: 8

Division: UCL Estates

Reporting to: Senior Project Manager

Job Purpose: Acting as the internal University Project Officer, the primary responsibility is to manage the overall process of project delivery ensuring compliance with robust governance processes, ensuring appropriate arrangements are in place with teams to achieve safety, time, cost and quality parameters. Providing professional support to the Project Sponsor, reporting through the Portfolio Services Office (PSO) to the specific Project Board ensuring all necessary financial approvals are in place as progress is made through the key Stage gates of the projects. Principal duties and responsibilities of the post: a) Provide high quality Project Management of building projects and project packages across new build, adaptation and refurbishment building projects. The projects range to in excess of £40m+ albeit the typical range is £500,000 to £20m+. b) Work closely with Estates Strategy Managers during the establishment of client briefs and preparation of option appraisals, budget costings, outline programmes and feasibility studies. c) Undertake the procurement and management of external consultants (generally through the UCL Consultants Framework), contractors and suppliers d) Work closely with the Project Sponsor, supporting them through each of the project stage-gates pursuant to UCL’s agreed governance and process arrangements for projects. e) Identify and work closely with all stakeholders in relation to timely input to the project stage-gates process whilst ensuring proactive customer engagement at all stages. f) Provide an interface between departments sponsoring projects and consultant project managers, design teams and contractors. g) Manage external consultant teams so that projects are delivered safely, within time constraints and to agreed quality and budget, pursuant to the approved Business Case. Where the external team is managed by an external Project Manager or Lead Consultant, liaise with the external managers so that projects are delivered within the business case parameters. h) Where external consultant teams include an external Project Manager (or Lead Consultant), manage the teams to ensure there is no duplication of responsibilities between internal and external management. Manage external teams, consultants and contractors, to ensure compliance with all necessary PSO reporting requirements in a timely manner. i) Ensure that a robust change management process is in place and actively managed. j) Advise on procurement routes and contract procedures including, where appropriate, European procurement procedures. k) Carry out regular site inspections with the Project Team ensuring site safety is the number one priority along with workmanship, quality and adherence to programme; carry out pre-handover inspections. l) Facilitate engagement with Facilities & Infrastructure teams through project design, delivery and handover. m) Facilitate engagement with other Estates teams including Property, Estates Strategy, EM&I, Facilities and Safety & Sustainability. n) Ensure a robust Risk Management process is in place with clearly identified Risks, allocated manager of the Risk and proposed mitigation measures. Maintain a Risk Register throughout the life of the project design and delivery.


o) Administer project finances using UCL’s electronic financial systems and comply with UCL Estates financial regulations. Prepare and/or check that interim valuations and payment certificate processes are undertaken. Undertake final account checking and issue final certificate including release of retentions after final inspections. Provide documents as necessary for audit purposes. p) Prepare and monitor programmes of works to ensure that works are completed in accordance with programme and within agreed cost limits. Proactively manage and resolve any under-performance issues that may arise. q) Promote and oversee the application of VFM techniques (e.g. whole life based design, value management, post-occupancy evaluation) and assist in their review and development. r) Assist in the preparation, monitoring and updating of UCL design and installation standards and t) Maintain an awareness and understanding of environmental, sustainability, Health, Safety and Welfare standards and procedures including those set down by UCL and ensure that they are complied with through internal and external teams. u) Ensure that adequate records are maintained and that building safety files are updated on completed projects. v) Identify any energy saving or other environmental sustainability opportunities that may become evident during the course of projects. w) Provide information and assistance in the preparation of departmental and other budgets. x) Attend staff meetings and training as required. y) Carry out any other duties as are within the scope, spirit and purpose of the job, the title of the post and its grading as requested by the Line Manager of Head of Division. Commitment to equality: UCL is proud of its longstanding commitment to equality and to providing a learning, working and social environment in which the rights and dignity of its diverse members are respected. Among other initiatives, UCL has eight Athena SWAN awards for good employment practice for women working in science, engineering and technology in higher education and research. General As duties and responsibilities change, the job description will be reviewed and amended in consultation with the post-holder. The post-holder will carry out any other duties as are within the scope, spirit and purpose of the job as requested by the line manager. The post-holder is required actively to follow UCL policies including Equal Opportunities policies. The post-holder will maintain an awareness and observation of Fire and Health & Safety Regulations. ensure that such standards are observed for all projects. s) Ensure that all statutory requirements are complied with.





1. General

A background and track record of managing construction projects (including new build, refurbishments and improvements) within a large, complex, occupied estate involving a wide range of building types and stakeholders. • A strong technical knowledge of UK Building construction. Technical knowledge of refurbishments of existing buildings and occupied buildings would be an advantage. • Experience of managing major projects i.e. over £1million from inception to completion. • A practical knowledge and application of statutory regulations relating to Planning Acts, Building Regulations, Health & Safety at Work Act and Construction Design Management Regulations. • A good knowledge of relevant standard forms of building contract. • Substantial experience of briefing and procuring construction projects. • Effective interpersonal, management and communication skills, including the ability to: - write clear and concise reports and other professional communications - interpret and present complex matters succinctly, clearly and persuasively - establish good working relationships with a • Self-disciplined, professional and able to work under own initiative and to tight deadlines. • An appropriate qualification in Project Management, or a relevant technical construction discipline.

Experience of delivering projects within HE sector or comparable.

2. Education/ Training

Member of Chartered Institute of Building (MCIOB) or Member of the Chartered Institute of Civil Engineers (MICE) or Member of the Royal Institution of Chartered Surveyors (MRICS) Client side project management Experience of delivering teaching laboratories, research laboratories and other similar highly serviced functional spaces.

3. Relevant Experience

Experience of working as part of a multi-disciplinary team.

Experience of laboratory design (commercial, university or hospital).

4. Relevant Skills/ Aptitudes

wide range of internal stakeholders • Effective planning, orgainisational,

co-ordination and communication skills. • Budget and financial reporting experience


Current projects include: • UCL East. UCL East represents the largest ever single expansion of UCL since the University was founded nearly 200 years ago. It will be a new UCL campus, complementing the Bloomsbury campus, and will be located on the Queen Elizabeth Olympic Park, to the south of the Aquatics Centre and the ArcelorMittal Orbit. Phase 1 consists of the delivery of the first two buildings for the campus of a combined 50,000 sqm. • UCL Institute of Neurology. UCL has been selected as the ‘hub’ of the new £250m UK Dementia Research Institute (UK DRI). • A ‘deep retrofit’ for The Bartlett School of Architecture. Value £33m. • Wilkins Terrace & Lower Refectory, A new space for learning, events and exhibitions at UCL. Value £27m. • New Student Centre, Outstanding new facilities to improve the student experience at UCL. Value £70m. • Refurbishment of teaching, research and social learning spaces for UCL Chemistry, Earth Sciences, Physics and Astrophysics. Value £26m. • Creating state of the art teaching and learning spaces for the world-class Faculty of Law. Value £24m. • A new institute for ground-breaking collaboration between the Division of Surgery & Interventional Science, the Centre for Medical Imaging and the Institute of Healthcare Engineering. Value £17m. • New accessible, communal accommodation for UCL Students in Bloomsbury. Value £32m. • The Sainsbury Wellcome Centre, a new research centre for Neural Circuits and Behaviour. Value £105m.


Salary level The salary range for this post is £43,023 - £55,163 (depending on experience). Employee Benefits

UCL is a dynamic, global university based in one of the most exciting capital cities in the world. Not only does working at UCL offer the opportunity to work with some of the greatest intellects in the world, it also offers competitive terms, conditions and benefits to its staff. In the 2013 UCL staff survey, 83% of staff would recommend UCL as a good place to work and 86% are proud to work for UCL. As part of the UCL community you can access free lunch hour lectures, exhibitions and museums and collections. The NUS Extra Card is available to UCL staff as well as students and can provide fantastic savings across a multitude of online and high street stores. On campus UCL has the Bloomsbury theatre hosting a range of performances and a series of bars, cafes and other facilities which UCL staff can use. In addition to 41 days annual leave (inclusive of public holidays and closure days) and generous pension schemes, UCL provides a number of other staff benefits outlined below. • Excellent provision for professional development • The UCL Study Assistance scheme • The UCL Cycle scheme • The UCL Eye Care scheme • Voluntary Healthcare schemes • Subsidised access to a range of health and fitness facilities • Childcare Voucher scheme • The offer of an interest-free season ticket loan • Various family friendly benefits and support Further information about the USS pension scheme and the benefits it provides can be found at www.uss.co.uk. UCL benefits and policies apply equally, whatever the sexual orientation and/or gender identity of employees. Benefits and policies relating to employees partners, includes both different sex and same sex partners. We particularly welcome female applicants and those from an ethnic minority, as they are under-represented within UCL at these levels. Work location The permanent base for each of the posts is at Bidborough House, in UCL Estates’ recently refurbished, modern, open-plan offices. Given the scale and nature of the UCL estate postholders will be expected to work across the UCL portfolio as the needs of the role dictate.


To arrange a confidential conversation to discuss the opportunities in more depth, please contact Ben Duffill (ben.duffill@mrgpeople.co.uk) or Nick Coppard (nicholas.coppard@mrgpeople.co.uk) of The Management Recruitment Group on 0207 959 2368. 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 ucl@mrgpeople.co.uk clearly quoting the post title of the role to be applied for. The closing date for applications is 8th July 2018. Interviews will take place the week commencing Monday 23rd July 2018.

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