Head of Programme Management Office CANDIDATE INFORMATION PACK
QMUL is a unique, world-class global University with a long, proud and distinctive history. As one of the UK’s leading research- focused higher education institutions, we have more than 32,000 students, 5,700 staff and an annual turnover of £666.3m.
Welcome
Thank you for your interest in this role and in Queen Mary University of London. Working at Queen Mary means being part of a unique, world-class global University with a long, proud and distinctive history. Our founding institutions, the London Hospital Medical College, St Bartholomew’s Medical College, Westfield College and Queen Mary College, were founded to provide hope and opportunity for the less privileged and otherwise under-represented. Today, we remain true to the vision of our founders by continuing to improve lives locally, nationally and internationally through the seamless combination of our world-leading strengths in education and research. The Queen Mary community – our staff, students and alumni – is the heart and soul of our University. We are proud to provide an inclusive and nurturing environment so that staff and students from all backgrounds can develop, flourish and achieve their full potential.
Contents
I look forward to welcoming you to our unique University and working with you to realise our ambitions.
Welcome from the President and Principal About QMUL Our 2030 Strategy Job Description & Person Specification Benefits Equal Opportunities How to Apply
Professor Colin Bailey, President and Principal
About QMUL
High-quality learning experience Queen Mary offers students a stimulating, sup - portive and high-quality learning experience, with teaching inspired by our world-leading research. The University has invested in new facilities over the past five years to offer its students an excep - tional learning environment. Recent developments include the £39m Graduate Centre, providing 7,700 square metres of learning and teaching space, and the new Dental Hospital, home to the Insti- tute of Dentistry, the UK’s first new dental school in forty years. Future developments include the planned new school of Business and Management (7,000sqm).
Queen Mary, University of London is one of the UK’s leading research-focused higher education institutions. With around 32,000 students on Degree Courses, 5,700 staff and an annual turnover of £666.3m, we are one of the biggest University of London colleges. We teach and research across a wide range of subjects in the humanities, social sciences, law, medicine and dentistry, and science and engineering. Based in a creative and culturally diverse area of east London, we are the only London University able to offer a completely integrated residential campus, with a 2,000-bed award-winning student village at our Mile End home. Queen Mary is a leading research-intensive university with a difference – one that opens the doors of opportunity to anyone with the potential to succeed. It is a unique place of world-lead- ing research and unparalleled diversity and inclusivity, that lives and breathes its history and heritage and is embedded in the communities it serves.
Estates & Facilities The Estates and Facilities Directorate is responsible for planning, creating and operating a world-class Estate, Facilities and Commercial Services. The Queen Mary Estate currently providesover 230,000m 2 of academic and residential accom- modation on three main campuses at Mile End, Whitechapel and Charterhouse Square, with further property holdings at West Smithfield, Lincoln’s Inn Fields and Dept W. As part of the QMUL’s ambitious Strategy 2030, extensive focus will be placed on enhancing, growing and better utilising the Queen Mary estate portfolio to create a physical environ- ment that supports our position as an inclusive, world-class university. The Queen Mary 2030 Strategy sets out an ambi- tious growth vision for the next 10 years. The strate- gy is underpinned by a suite of enabling plans. The Infrastructure enabling plan combines the direction of travel for both the Physical and Digital Estate. The joint investment programme is in excess of £1Bn.
KEY FACTS Russell Group UNIVERSITY 14th IN THE WORLD BY THE WORLD UNIVERSITY RANKING 2024
6 CAMPUSES IN LONDON & SITES ACROSS EUROPE & ASIA £666.3m ANNUAL INCOME
5th RANKED IN THE UK FOR QUALITY RESEARCH
£133.8m RESEARCH INCOME
We have five core values that will help us to reach this goal: Inclusive We are inclusive, supporting talented students and staff re - gardless of their background, and engaging with our local and global communities. Proud We are proud of the difference we can all make when we work collectively. Ambitious We are ambitious, fostering innovation and creativity, disrupt- ing conventional thought, and responding with imagination to new opportunities. Collegial We are collegial, promoting a strong community through open- ness, listening, understanding, co-operation and co-creation. Ethical We are ethical, acting with the highest standards, and with integrity, in all that we do. Our 2030 Strategy In 2019, Queen Mary University of London launched a bold new Strategy with the vision to open the doors of opportunity. By 2030, we will be the most inclusive university of its kind, anywhere. We are doing this by building on our existing cultural diversity to create a truly inclusive environment, where students and staff flourish, reach their full potential and are proud to be part of the University. Con- tinuing our long tradition of commitment to public good, we will generate new knowledge, challenge existing knowledge, and en- gage locally, nationally and internationally to create a better world.
Job Title
Head of Programme Management Office (PMO)
School/Dept/Institute
Estates and Facilities (EaF) Directorate Director of Estates Development
Reports to
Grade and salary Hours per week
Grade 7 Full-time Indefinite
culture of continuous improvement to drive high performance. Overall, the PMO will be established to bring independent insights into each project team’s delivery approach and performance, that will assess ‘confidence’ in project scope, cost and programme outcomes, and will provide assurance over the realisation of expected benefits. Job purpose EaF seeks to appoint a ‘Head of PMO’ to lead the PMO unit within the Directorate, who will be accountable to the Director of Estates Development. At present, three staff members within the Capital Development team (‘PMO Manager’ plus 2 no. ‘Project Board Support’ resources) provide ‘quasi- PMO’ services, including Secretariat support to align with the University’s governance requirements. Initially, the new ‘Head of PMO’ will assume line management responsibility for these staff members and will assess the team’s current capability, processes, practices and resource provision against accepted PMO maturity benchmarks (e.g. ‘P3M3’ gap analysis with respect to key perspectives, including: management control, benefits management, financial management, risk management, stakeholder management, organisational governance, resource management).
The Head of PMO will identify establishment priorities (based on the above assessment findings), to identify what further resourcing support or upskilling will be required to provide the necessary strategic leadership, support, oversight and assurance on capital projects. Working closely with the Director of Estates Development, the ‘Head of PMO’ will set out a ‘Target Operating Model’, to define the required level of maturity and capability of the new PMO function within the first year after its implementation, in readiness to oversee the delivery of capital projects emerging from the ongoing Estate Strategy/Campus Masterplanning. The EaF Directorate comprises two main ‘value streams’: Estate Development and Campus & Commercial Services. In overseeing capital projects across the Estates Development value stream, the Head of PMO will ensure close engagement with the ‘Campus & Commercial Services’ senior management team. This will drive effective coordination between the two value streams, to achieve programme delivery success whilst maintaining a safe and secure campus, and ensuring that longer-term sustainability and operational considerations are ‘hard-wired’ into all project teams’ thinking when they are developing design solutions.
Appointment period Current location Work activity type
Department W, 81 Mile End Road (role covers all campuses)
Professional Services
Job context Queen Mary is embarking on an ambitious and exciting challenge to transform its physical and digital estate, ensuring that its campuses are attractive, vibrant, inspiring, sustainable, safe and secure places to study, work and live over the coming years. EaF is currently developing a new Estate Strategy, to establish the holistic long-term framework for sustainable development and operation of the University’s physical environment and facilities, that will help realise the University’s ‘Strategy 2030’ growth vision and strategic objectives. The Estates Strategy is being developed to remain agile and adaptable in the face of ongoing economic, social and environmental uncertainty, and will be responsive to the demands and emerging trends within higher education and research.
A series of Campus Masterplans are being created to illustrate specific development proposals, demonstrating how the projected level of education and research growth will be accommodated, and how spaces will be upgraded in line with 6 key facets: condition; functional suitability; space utilisation; quality; statutory compliance; and environmental management. The Campus Masterplanning process will prioritise and scope a programme of capital projects, and EaF is seeking to establish a PMO function to provide an enhanced level of strategic leadership and act as the single point of integrative responsibility for successfully delivering these projects. The PMO will provide support, oversight and challenge to project teams, to ensure that governance and assurance processes are managed robustly. The PMO will also promote a collaborative project environment, founded on a
Main duties and responsibilities As a senior member of the EaF Directorate, the Head of PMO will work within a complex environment to develop enhanced processes, practices and ways of working that will facilitate successful delivery of the University’s capital works programme, to be defined through ongoing development of the Estate Strategy and Campus Masterplanning and in full alignment with the University’s ‘Strategy 2030’ vision. The Head of PMO will assume Line Management responsibility for: • current PMO Manager • current Project Board Support team (2 no. staff) • additional roles to be identified through devel - opment of new PMO organisational structure, to establish clear responsibility for engagement, as- surance and improvement aspects of the capital programme. The Head of PMO will lead, and be accountable for, the following key PMO activities: • day-to-day programme management oversight and support to the portfolio of EAF capital pro- jects, including horizon scanning and review of pipeline opportunities to facilitate early resource planning and subsequent allocation; • quality assurance reviews of EAF capital projects to test scope, cost and programme alignment and provide an independent view on the ‘level of confidence’ with respect to expected project benefits and outcomes;• • development and regular review of a suite of best-practice project management standards, templates and procedures (in conjunction with the University’s other PMO functions, where ap- propriate) to drive effective and timely delivery, ensuring that project managers collaborate and proactively engage with stakeholders, supply chain partners and regulatory authorities; • development and regular update of the master programme of all projects, including briefing, design, town planning (where required), procure- ment and construction activities in line with the RIBA ‘Plan of Work’ 2020, identifying key interde- pendencies, risks and opportunities; • development and regular update of the pro- gramme cashflow and overarching financial performance reporting;
• development of a common approach and stand- ardised documentation covering ‘project expo- sure’ aspects: risk management; actions track- ing; assumptions testing; issues management; decision-making; and dependency tracking (i.e. RAAIDD methodology); • development of robust project risk and change management procedures that emphasise the proactive use of ‘early warning’ mechanisms to drive expeditious mitigation action; • programme-level risk management to ensure wider strategic delivery risks are being mitigated effectively (e.g. interdependency/integration risks between projects and interfaces with other PMOs); • development and ownership of the overall Bene- fits Realisation Plan, as the primary management tool for planning, monitoring and controlling the collective set of expected benefits arising from the EAF capital programme, to ensure they are fully realised; • liaison with project managers to monitor and accurately record project status information against quality, cost, programme, safety and environmental performance targets (plus other ‘priority theme’ criteria to be defined), for dash - board reporting within the University’s estab- lished governance structure; • supporting EAF capital projects through the University’s approval gateways and related deci- sion-making processes, including assurance and guidance on the production of papers, reports and business cases; • providing a structured approach to managing interdependencies between projects and with the operational campus, working closely with the Campus and Commercial Services team to drive decision-making on any interface matters arising; • creating and implementing a Stakeholder En- gagement Plan (including academic staff, pro - fessional staff, students, local authority, local community partners and commercial partners), for use across all capital projects; • development of an overarching procurement strategy and contract management strategy, aimed at selecting and partnering with high per- forming ‘approved suppliers’ to achieve best val- ue for money in the delivery of capital projects; • championing best practice programme/project
management and skills development; • supporting successful management of minor and ‘business as usual’ projects, as well as strategic projects identified through masterplanning; • exemplifying and role modelling leadership be- haviours in line with the University’s core values (Inclusive, Proud, Ambitious, Collegiate, Ethical) to create a cohesive and high-performing delivery team within the EAF Directorate.To be responsi- ble for developing project initiation documents and project delivery plans as well as other project reports ensuring appropriate stakeholder engage- ment. • Demonstrate analytical ability, strong written and verbal communication skills, excellent stakehold- er management, the ability to prioritise and take ownership of work, and experience in implement- ing delivery and transformation projects. • To lead the design process ensuring that projects are designed within agreed quality standards and budget constraints ensuring projects are properly appraised for lifecycle management to minimise the ongoing costs and liabilities. • Liaison with other sections within Estates and Fa- cilities and elsewhere in the University in order to ensure seamless, first class customer service. • To manage project Health and Safety ensuring compliance with statutory requirements, Estates & Facilities processes and best practice. • To procure consultants, contractors and suppliers as required in accordance with the University fi - nancial regulations and procurement procedures. • To obtain the necessary statutory and University approvals and consents. • To manage construction and engineering opera- tions on site to ensure compliance with designs and specifications. • To be responsible for outurn project costs, manag- ing all costs within approved project/programme budgets and cash flow forecasts. • To manage, prepare and present papers for project board meetings and project governance gateway approvals, reporting on progress, quality, budget/cash flow and ongoing management of project risk registers. • To thoroughly understand, and stay abreast of de- sign, construction and project management meth- odologies and the London construction market.
Person Specification
Benefits
To enable our staff to flourish and to reach their full potential throughout their employment at Queen Mary, we offer a range of benefits such as: Family and Work Life Balance • Annual Leave: The full time annual leave entitle- ment is 30 working days* (plus bank holidays). Additionally staff are entitled to paid holidays on four other days when the university closes. • Queen Mary provides a range of family friendly policies for maternity, paternity, adoption, fertility and shared parental leave above the statutory minimum arrangements. • Nursery: There is a nursery on site at the Mile End Campus called Westfield Nursery. Staff can enrol their children here at a discount of approx. 10%. Health and Well-being • Onsite Gym – discounted for staff • Running Club • Vegetable garden for grow your own • Counselling Service and full occupational health • Cycle to work scheme • On site eco friendly store
Qualifications Essential:
• stakeholder management • organisational governance and associated reporting • resource management for a PMO and across capital programmes • Experience of managing capital projects/work packages. • Experience in all aspects of procurement and tendering processes. • Experience of building relationships with, and managing external suppliers. • Ability to manage tasks, keep to deadlines and work effectively under pressure. • Confident and accurate in written and verbal communication. • Highly developed interpersonal skills. • Flexibility to manage variable workloads. • Ability to work effectively within a team and collegiate environment. • Substantial organisational and communication skills required as services are multi-site based and delivered locally across partner boundaries. • Focused, delivery and customer driven, with flexibility to accommodate frequently changing stakeholder needs. • Embrace innovation and demonstrate openness to new ideas and concepts, and the critical evaluation of such ideas. • Self-reliant and motivated towards the successful delivery of the programme. • Confident in managing multiple priorities. • Delivers continuous improvement by challenging processes, practices and ways of working, learning from successes as well sub-optimal outcomes. • Experience in defining and testing strategy across the ‘Plan-Do-Check-Act’ typical lifecycle of projects and programmes, using suitable software tools where necessary. • Ability to conduct meetings and present proposals in a clear and concise manner to both specialist and non-specialist audiences.
• Ability to write clear and concise reports and other professional documentation. • Ability to direct, influence and motivate teams successfully by engendering excellent team spirit and role-modelling leadership behaviours. • Ability to negotiate successfully, in respect of programme delivery, balancing risks and opportunities in relation to scope, cost, timescale and the interests/reputation of the University. • Ability to identify key issues and ask searching questions in a diplomatic yet assertive manner. • Ability to deal sensitively with confidential information. • Ability to manage a team effectively with strong interpersonal skills. • Understand health and safety legislation and wider statutory requirements as they relate to capital programme/projects delivery. • Analyse complex alternatives to determine the best value approach to specific of work within the programme. • Understand the broader strategic issues across the University that will influence programme delivery. • Understand corporate/project finance matters to inform effective programme management. • Possess excellent IT skills including use of the Microsoft office suite and project management tools including Microsoft Project. Desirable: • Experience in the higher education sector or similar environment.
• Educated to degree level or equivalent relevant experience in property, construction, engineering or project/programme management. • Professional Qualification in property, construction, engineering or project/ programme management • Qualified to Practitioner Level (Prince 2) or demonstrable hands-on experience of supporting complex Estates-related projects. Desirable: • Programme Management qualification (MSP or equivalent)
Experience/Skills/Abilities Essential:
• Extensive experience of portfolio/programme planning, prioritisation and management across all aspects of delivery. • Excellent communicator with the desire to interact with a diverse group of stakeholders to build strong relationships. • Precise attention to detail and accuracy. • Excellent organisational skills with a process efficiency mind-set. • Strong analytical skills with ability to make connections and highlight scenarios that may need senior management intervention with objective and unbiased recommendations. • The ability to remain pragmatic while ensuring controls are adhered to. • Ability to demonstrate initiative, be proactive and challenge data, and offer a solution-oriented approach. • Substantial experience of PMO leadership, including:
Financial • Free parking on campus
• Interest Free Season ticket loan • Free legal and financial advice
• Enhance pension and life insurance through USS, SAUL or NHS offering up to 24% employer contri - bution Development and Recognition • Employee Reward and Bonus Scheme • In- house training and development team • Personal development courses and CPD Social and Community • Networking: We offer LGBTQ+ Staff Network (QMOut), Parents & Carers Networks within the campus • Faith: There are a variety of Faith societies at Queen Mary, including Christian, Bahai, Hindu, Islamic, Jewish, Krishna and Sikh. To contact or join these societies, go to the St Benet’s Chaplain- cy’s Faith Society page. • Free Lectures and events
• management control • benefits management • financial management • risk management
Equal Opportunities
Queen Mary University of London is a Russell Group University with a difference. Our vision is to be rec - ognised across the world as the most inclusive re- search-intensive University. We will strive to achieve that goal. We are very proud of our teaching and learning and were awarded a ‘silver’ in the Teaching Excellence Framework (TEF) (2016-17). We are also deeply em- bedded in the local community and were the first UK University to be awarded an Engage Watermark Gold award for public engagement by the National Coordinating Centre for Public Engagement. Unlike many other Russell Group universities, we attract a very diverse student population. Of our 32,000+ stu - dents, approximately 41 per cent are from overseas. Our international students are drawn from over 170 nationalities. 93 per cent of our home students are from state schools, 72 per cent are Black Asian Mi- nority Ethnic (BAME), 46 per cent are the first in their families to go into higher education and over 30 per cent are from households where the household income, as assessed by Student Finance England, is less than £15,000. We attract a lot of local students, owing to our strong relationships with schools in the surround- ing boroughs, coupled with a strong reputation for inclusivity. 37 per cent of our students commute to our campuses daily. Our staff body is also diverse and is drawn from over 162 countries.
Inclusivity is one of our fundamental core values at Queen Mary: it is intrinsic to who we are. Our diversi- ty of cultures and backgrounds is key to the vibran- cy of our community and to the knowledge and ideas we are able to generate and pass on; without that diversity, we would not be who we are. We are extremely proud that we attract such a diverse staff and student body, and are fully committed to pro- viding an environment where everyone is supported to flourish and fulfil their potential, irrespective of their background. To be truly inclusive requires sustained, proactive, hard work, and we know there are areas where we have work to do. Our core objectives are focused on reducing the BAME attainment gap and increas- ing the proportion of female and BAME staff at the higher grades, both for academics and for Profes- sional Services. We are looking to see how we can ‘hard-wire’ inclusivity throughout all our policies and practices: we do not see this work as belonging to one team or unit, but rather as being embedded in all that we do. Being inclusive makes us better at everything we do, it improves our daily lives and the delivery and impact of our work.
Queen Mary is committed to advancing Equality, Diversity and Inclusion (EDI) and champions a num- ber of EDI initiatives across the University. Queen Mary holds a Silver Institutional Athena SWAN award for advancing gender equality, and is also a Stone- wall Diversity Champion and commits to advancing LGBTQ+ inclusion by submitting to the Stonewall Workplace Equality Index. We also offer a number of development programmes including Springboard, Aurora and B-MEntor. We are committed to championing EDI relating to all protected characteristics and other underrepresent- ed and marginalised groups under the Equality Act
2010. We offer ‘Introducing Inclusion’ training for staff to give them an understanding of EDI related issues and provide them with the toolsneeded to champion inclusivity and embed best inclusive practice in all the work they do. EDI is built into everything we do at Queen Mary, and is championed through a well-established govern- ance structure. If you are interested in learning more about Equality, Diversity and Inclusion at Queen Mary and how to get involved then please contact hr-equality@qmul.ac.uk.
How to Apply 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 advisors:
Charley McCarthy charley.mccarthy@mrgglobal.com Nicholas Coppard nicholas.coppard@mrgglobal.com
Applications should consist of a CV and covering letter outlining key matching experience and rationale for ap- plying for the post. Please send your application to both Charley and Nick. Close date for applications: Sunday 15 th Sept 2024 Initial MRG Interviews: w/c 16 th & 23 rd Sept 2024 Shortlist meeting: w/c 30 th Sept 2024 Final Interview: w/c 27 th Oct 2024
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