UCL - Senior Space and Feasibility Manager



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Executive Summary

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The Role

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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. 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 will see substantial investment of over £1.2 billion over the next 10 years 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. Detailed information can be viewed here

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.


Post Title: Division:

Senior Space & Feasibility Manager

UCL Estates


Estates Development

Reporting To:

Assistant Director, Space & Feasibility



Job Purpose: Reporting to and supporting the Assistant Director, Space & Feasibility, the post holder is responsible for managing the development and implementation of space management strategies and policies together with associated space norms and data bases to optimise effective allocation, utilisation and management of space throughout UCL. Manage and coordinate engagement with a wide range of internal stakeholders and partners to develop briefs, feasibility/scoping documentation and associated business cases. Work collaboratively with project delivery teams to ensure that client/stakeholder needs are properly interpreted at project design stage. Key Dimensions The UCL Estate comprises over 200 buildings valued at over £2 Billion, more than four million square feet of academic accommodation and approaching 4000 student bedrooms. The scale, variety and complexity of the estate are unparalleled in the sector. UCL Estates is responsible for managing the delivery of an Estate Strategy with an investment programme in excess of £1½ billion over the next ten years. The Division is leading a number of major initiatives to support and improve the Institution, transforming the Estate and the delivery of estate services. The Division’s annual revenue budget exceeds £100 million costs and £30 million income. 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.

Principal accountabilities The Senior Space & Feasibility Manager is responsible to the Assistant Director, Space & Feasibili- ty for: • The development and implementation of space management strategies and policies together with associated space norms and data bases to optimise effective allocation, utilisation and management of space throughout UCL. • Strategic engagement with a wide range of internal stakeholders and partners to develop fea- sibility/scoping documentation; planning and coordinating key stakeholder engagement and integrating service delivery to ensure excellent customer service, meeting agreed targets and objectives; • Working collaboratively with a wide range of internal stakeholders and external partners to develop feasibility and scoping documentation (up to RIBA Stage 1); compiling business cases associated with space demands. • Working collaboratively with project delivery teams to ensure the effective transition from fea- sibility to delivery based on a detailed understanding of stakeholders’ needs and objectives. Main Duties & Responsibilities Develop space norms/metrics and associated space management policies for UCL wide implementation and compliance. Support and work closely with the Assistant Director Space & Feasibility in the development and implementation of space strategy and associated policies. Lead the early stages of projects as they emerge from the local estate strategy through strategic briefing with end user client to ensure optimal solution and clear definition, working with Capital projects team to ensure alignment. Lead research and development in the innovation of space use including teaching and learning spaces - in collaboration with academic departments and aligned with relevant Institutional Strategies. Work closely with the Space Manager and Data/Cad team, advising on the structure, format and content of space records and associated data systems. Advise faculty staff and academics how to enhance the use and efficiency of accommodation Lead, plan and undertake extensive and continuous stakeholder engagement to ensure a detailed understanding and interpretation of existing and projected space demands. Manage regular forums for space and facilities related discussions between faculties and the estates department. Develop comprehensive, accurate, accessible space records with procedures for ensuring their maintenance and update. Collate, analyse and present key space data contributing to strategic decision making; support the accurate and timely submission of reports and annual returns to external agencies, including the EMR report for HEFCE. Drive new methods of working associated with new space standards

Carry out post-project reviews, using lessons learned to develop best practice and continuous improvement. Conduct or commission/manage property and space utilisation, rationalisation and development studies to inform space strategy development and policies for implementation across UCL. Proactively research and develop new and innovative use of space, including teaching and learning spaces – in line with academic department needs, time-tabling, events coordination, project plans and aligned with relevant Institutional Strategies; collate and disseminate information. Provide specialist advice to school/faculty staff and academics to optimise their use of space, supporting the development of new methods of working in line with evolving space standards. Work collaboratively with the Project Mobilisation team to ensure a positive transition from projects to space occupation. Attend and contribute specialist space strategy input, including reports, business cases, data and presentations, to high level committees, programme planning, project team and other meetings. Work collaboratively with the Space Management team, providing advice and guidance on the interpretation and application of space strategy and norms; ensure that priorities and deadlines are met. 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 This job description reflects the present requirements of the post, and as duties and responsibilities change/develop, the job description will be reviewed and be subject to amendment 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 or Head of Department/Division. The post-holder will actively follow UCL policies including Equal Opportunities policies and be expected to give consideration within their role as to how they can actively advance equality of opportunity and good relations between people who share a relevant protected characteristic and people who do not share it. The post-holder will maintain an awareness and observation of Fire and Health & Safety Regulations.





1. General

• The post requires the professional background and experience necessary to provide professional, technical and strategic advice at a senior management level within UCL, to identify and implement opportunities for improvement and the management of change. • A degree level education plus a relevant professional qualification. • Relevant high level knowledge of space strategy and management; • Proven Influencing, negotiating and communication skills at all levels within UCL and externally; • Substantial space management, and project management experience • Relevant experience working in a senior position for a large organisation. • A track record of effective stakeholder engagement and delivering high quality customer service. • Experience of budget management and analysis. • Experience of developing and managing space records and systems • Experience of managing stakeholder relationships • Excellent communication, negotiation and influencing skills. • Excellent analytical skills with an ability to interpret and present complex data; • A natural collaborator, working cross functionally and at all levels, internally and externally. Strong customer focussed approach. • A positive and creative “can do” approach. • Ability to develop a detailed understanding of a range of academic, research, teaching, administrative and other space needs across UCL.

2. Education/ Training

3. Relevant Experience

• Developing systems and procedures • Track record of working on projects of a technically complex nature, ideally in the research / healthcare / science sectors • Change management experience; • Knowledge and experience of contract management and procurement, cost management and budgeting and supply chain management

• Business management

demonstrating sound commercial awareness.

• Safety management.

4. Relevant Skills/ Aptitudes

• Business administration including business planning,

budget management, accounting, IT and business processes.


Salary level The salary range for this post is £56,266 - £61,818 (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 Marcus May (marcus.may@mrgpeople.co.uk) of The Management Recruitment Group on 0203 962 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.

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