UCL - Project Manager



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Recruitment to the Capital Projects team

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Project Manager Job Description

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Person Specification

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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.

UCL’s estate is unique, rich in history, at the heart of London and diverse in use.

Our 230 buildings are predominately located in Bloomsbury but with a number of specialist satellite sites beyond that. UCL Estates are excited to be playing a key role in the delivery of UCL’s 20-year strategy, UCL2034, including the realisation of UCL East, our new campus at the Queen Elizabeth Olympic Park, which will offer world class research, teaching and living accommodation within the largest cultural and educational development in Europe.

UCL Estates manages the estate and facilities infrastructure, from the strategic to the operational. This ranges from ensuring our estate is operating efficiently and safely to maintaining, developing and delivering our building and planning future strategic developments to support UCL’s academic ambition. UCL Estates services include property acquisition and management, capital projects, engineering and maintenance, environmental sustainability, safety, security, catering and cleaning. In addition, it manages the University and Customer Services switchboards, student residences, nursery and central teaching and meeting room bookings. We have a proud history and the ambition and drive to innovate. We strive to provide a co-ordinated and customer oriented approach

to both buildings and services, maintaining and transforming UCL’s estate, so that it directly contributes to the creation of a truly inspirational environment for our academics, students and staff. UCL has embarked on an extensive building and refurbishment programme – Transforming UCL. This is about creating sustainable spaces that meet UCL’s world-class aspirations and commitment to excellence and innovation. Transforming UCL is the largest capital programme in the University’s history. It has seen significant investment to refurbish and develop some of our most iconic buildings whilst also bringing forward new world class buildings. Together these will enable and support the University’s continued growth as we continue to build now and for the future.

UCL is midway through ‘Transforming UCL’, an extensive 10-year building and refurbishment programme that began in 2014. The first five years have led to a number of successfully complex projects. Many of these were completed within budget, enabling the funding of new and emerging projects. This investment has made a significant difference to perceptions of the Bloomsbury estate across the UCL community, with the recent completion of the New Student Centre, Bloomsbury Theatre and interim Dementia Research Institute within the Cruciform building all significant milestones in the programme. In the 5 years since the start of the capital of the current capital programme (August 2014), 155 Transforming UCL projects with a value of c.£570m have been completed. Over this period we have achieved a £27m forecast underspend, which has enabled the funding of new projects.

Looking ahead we have bold plans that will build on our recent success. We are continuing a project to transform the Institute of Education estate, embarking on Project Oriel, a £400m purpose built centre of excellent that will support pioneering eye research, education and treatment in partnership with Moorfields Hospital, progressing the development of our iconic new campus UCL East (Pool Street West and Marshgate forming phase 1) and planning the development of the £290m Institute of Neurology/Dementia Research Institute, a world class centre for advancing neurological research and treatments.

You can view further information on Transforming UCL here.


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 is being developed to give both depth and breadth of resources, 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.

The Project Manager will lead the delivery of a range of adaptation and refurbishment building projects and support on new-build projects across an incredibly diverse estate portfolio including academic and research facilities, commercial space, and student accommodation. Responsible for providing a high level technical advisory service to UCL stakeholders, the Project Manager will play a key part in the successful delivery the estate development programme personally being responsible for projects from £0.1m to £5m in value but also with the opportunity to support Senior Project Managers and Assistant Directors on major projects up to and in excess of £20m in value. 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.


Post Title:

Project Manager 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. Principle 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.


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-perfor- mance 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. • An appropriate qualification in Project Management, or a relevant technical construction discipline. • 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. • Self-disciplined, professional and able to work under own initiative and to tight deadlines. • 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 wide range of internal stakeholders • Effective planning, orgainisational, co-ordination and communication skills. Budget and financial reporting experience.

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

or (MICE) or Member of the Royal Institution of Chartered Surveyors (MRICS)

3. Relevant Experience

4. Relevant Skills/ Aptitude


Salary level The salary range is £44,674 to £57,279 per annum. 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 game changers in your field, it also provides competitive terms, conditions and benefits. 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. In addition to 41 days 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 Cycle scheme • The UCL Eye Care scheme • Voluntary Healthcare schemes • Subsidised access to a range of health and fitness facilities

• The offer of an interest-free season ticket loan • Various family friendly benefits and support https://www.ucl.ac.uk/human-resources/pay-and-staff-benefits 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 estates post holders will be expected tow 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 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 ucl@mrgpeople.co.uk clearly quoting the post title of the role to be applied for.

111 Piccadilly Manchester M1 2HY Tel 0161 638 0936

52-54 Gracechurch Street London EC3V 0EH Tel 020 3962 9900

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