Senior Space Manager
Candidate Information Pack
‘Estates & Facilities philosophy is to deliver trusted, responsive and
consistent services enabling our communities to achieve their aspirations, making the world a better place’.
Contents
King’s College London
The King’s Estate
Estates & Facilities
The benefits of working at King’s Estates and Facilities
The Appointment of the Senior Space Manager
Job Description and Person Specification
Further Information & Application Process
KING’S COLLEGE LONDON
King’s College London has been making the world a better place for almost 200 years.
The staff and alumni of King’s and its constituent institutions made major contributions to 19th-century science, medicine and public life. In the 20th century eight people from King’s institutions were awarded the Nobel Prize.
King’s is rated among the world’s top universities and ranked sixth in the UK for the quality and quantity of its research activity. Since its foundation in 1829 King’s has defined itself in terms of its service to society, and it now has some 30,000 students and more than 8,000 staff members.
King’s Strategic Vision 2029, a strategy which will take the university to its 200th birthday, has pledged that its staff and students will continue to help make the world a better place.
About the Directorate of Estates & Facilities
King’s Directorate of Estates & Facilities is a key enabler of the university’s Strategic Vision 2029 and we have created a strategy which demonstrates our intent and sets out how the Estates & Facilities team will support the ambition of the university’s strategic vision.
Annual Report on Widening Participation and Outreach (WP&O) | 2013–14
Our philosophy has been developed using the Guiding Principles outlined in Vision 2029; we have worked with the teams across the other support
functions, with our academic and research colleagues and our students so that we can ensure that the communities we serve are at the very heart of the directorate’s work. We know that everyone in King’s interacts with our physical assets and relies upon our service delivery therefore they need to: • be seamless • to work • be sustainable and safe • be enabling • support work and learning and; • enable growth As King’s continues to mature and grow the task of developing, maintaining, managing and driving value from our physical infrastructure will become more complex. The Estates & Facilities strategy holds together our vision and ensures we can measurably improve the learning and working experience of our student, staff and partners. Meeting our aims will not be without its challenges. Operating in central London means that King’s has some unique challenges ahead with an ambition to grow student numbers and the level of research we undertake. This means we will need to make wise choices about where we focus our effort and resources. We will need to be clear about how we prioritise activity to ensure our decisions can support the overall purpose of King’s. We have a finite amount of space and resource and it is our job to help King’s manage our assets well. King’s has five campuses in central London consisting of more than 100 buildings ranging in age from the 1780s to the current day. Many are listed and of great architectural significance. The campuses house a diversity of spaces, including teaching and learning environments, cutting edge research facilities, two chapels, cafes and restaurants, gyms and student residences. The Estates & Facilities team employs more than 1000 people with a vast range of expertise and skills, operating and maintaining facilities and providing services to ensure King’s remains one of the world’s top universities.
The Estates and Facilities Vision 2029 Service Strategy can be viewed here: https://www.kcl.ac.uk/service/ about-service
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Benefits of working at King’s Estates & Facilities
At King’s we aim to provide a supportive working environment and offer a range of benefits to help you achieve a balance between your personal and professional lives.
In addition to 27 days leave (plus public holidays and fixed closure days over the Christmas period) and a generous pension scheme (19.5% employer pension contribution), King’s provides a diverse range of employee benefits:
Career development and training – King’s has a strong commitment to organisation development and offers staff a range of opportunities for professional learning.
Financial benefits - King’s provides staff with the opportunity to obtain an interest free loan to pay for their annual travel ticket and provides access to a range of discounted products. The cycle to work scheme allows staff to make substantial savings on the cost of a bicycle, safety equipment and accessories. Facilities and recreation - King’s buildings are equipped with all sorts of facilities to make working life even more enjoyable. For example, King’s provides library services; access to sports facilities, clubs and societies; and themed catering events for staff, serving menus from across the world. Events and lectures are held by different departments on a variety of topics.
Health and wellbeing – King’s encourages staff to maintain a healthy lifestyle, including both physical and mental well-being, and support staff by providing assistance in each of these areas.
King’s runs an Employee Assistance Programme where staff can access independent, free, confidential advice and guidance on a range of practical issues, such as family matters, debt management, relationships, well-being, personal development, life events and more. Staff have access to the King’s College NHS Health Centre (a team of doctors, nurses, and other health workers who provide staff with a confidential health care service), and all King’s staff may register at the Health Centre as their GP regardless of where they live. Staff have access to free eye tests and free dental treatment.
Estates & Facilities committed to new ways of working and collaboration with IT and RMID in 2018 by mov- ing from their offices into a co-located office in Lavington Street, London SE1. We introduced ‘agile working’ which means most of our people don’t have a dedicated desk, this not only ensures space is utilised to the maximum, but it means our people can locate and work with colleagues and teams they need to collaborate with as well as working across the estate, operating in the communities which they may be working with.
This has created an incredibly positive and collaborative working environment that promotes flexible and productive working.
Senior Space Manager
Reporting to the Director of Space & Workplace Management, the Senior Space Manager will work closely with King’s Faculties, Institutes and Departments at a strategic level ensuring that the client’s portfolio is fit for purpose and that they achieve optimum use of their space across
the estate portfolio. The role holder will work at a strategic and operational level to plan and advise on campus space strategies and requirements for the short, medium and long term. The role will advise on and support new and innovative ways of working for the clients. The Senior Space Manager will have excellent strategic planning and analytical skills, with the ability to work with end users to balance future demand for space with supply of fit-for-purpose space and facilities an integral part of the role. A track record of leading behavioural change programmes and the implementation of new and emerging technologies supported by data would be particularly advantageous. The role calls for an individual with excellent interpersonal, communication and influencing skills, who has a proactive and innovative disposition and who will be inspired by working across a very diverse range of space and building types within a world-class research and academic organisation.
JOB DESCRIPTION
Post title
Senior Space Manager Estates & Facilities
Department/Division
Grade/salary Hours of work Responsible to
Grade 8, £56,060 to £64,405 per annum
Full time
Director of Space & Workplace Management
Role purpose
The Space Manager will work closely with the clients at a strategic level ensuring that the client’s portfolio is fit for purpose and that they achieve optimum use of their space across their estate portfolio.
The role holder will work at a strategic and operational level to plan and advise on campus space strategies and requirements for the short, medium and long term. The role will advise on and support new and innovative ways of working for the clients. To make strategic recommendations including expansions and consolidations to senior stakeholders. Provide strategic support to implement these recommendations. Work with the Director of Space to develop space standards and other guidance to ensure the efficient and effective use of the estate. Develop and manage master space plan/strategies for campuses. To develop spatial Briefs for new builds and projects in partnership with other KCL stakeholders.
Support senior stakeholders to balance headcount and other demands within the available spatial envelope
To ensure that the College spatial strategy reflects the wider strategic ambitions as documented in Vision 2029 and other strategy documents, and to develop space management policies in support of this.
Stakeholder Engagement
• To build strong relationships with key client stakeholders and with professional services colleagues across the College, as well as with external stakeholders, such as NHS Trusts. • Act as a single point of contact for space request relating to the relevant Faculties, Departments and Directorates as agreed with the Director of Space and Workplace Management. • To have a comprehensive understanding of KCL Strategic plans, Faculty business plans and external stakeholders.
Strategy and Planning
• Collaborate with all levels of the business to ensure a connection between business requirements/strategy and overall real estate strategy. • Develop outline project/programme spatial briefs for projects that are aligned with Academic and Estates strategies. • Facilitate the creation and update of programme/project plans as required by the Director Space and Workplace Management. • Develop spatial modelling scenarios that generate spatial masterplans and footprints taking into account the College’s strategic plans and the Faculty and Departmental business plans. • To develop space strategies for Faculties, Schools and Departments to meet their business needs and that are aligned to the College’s Academic and Estates Strategies. • Support the collection of FTE/HC and location data from Faculty, HR, Finance and similar systems and work with the Estates Information Team to ensure this data is integrated into team information systems. • Monitor major project delivery timescales and ensure that these are fed into master space/estates strategies. • Work with the Senior Programme Manager, Development Managers to develop and maintain a pipeline works document so that Senior Management Teams can prioritise projects and effectively plan future resourcing.
Communications Networking
• The job holder will be expected to regularly communicate information in a clear and precise way, using language over and above that found in everyday conversation and will be expected to place the contents in a logical order and delivered in an appropriate manner employing multiple techniques to ensure understanding of complex concepts and proposals. • To regularly meet with the Chief Operating Officer, Directors of Administration and other key stakeholders to ensure that communication channels are developed on a two-way basis to ensure that information is passed in an accurate and timely manner. • Co-ordinate key stakeholders consisting of Project Executives, Senior Users and Senior Suppliers when carrying out preliminary feasibility studies. • Ensure that the Space Team, Campus Operations, Development and Infrastructure teams are kept updated of projects at pre-feasibility stage(i.e. due to be handed over to Delivery Project Manager for full a feasibility study). • Work with Programme and Project Managers to implement agreed regular progress reporting mechanisms for all projects and thereby monitor the routine progress of projects, and assist the project manager in the preparation of Status/Project highlight reports. • Work with Programme and Project Managers to implement agreed regular progress reporting mechanisms for all projects and thereby monitor the routine progress of projects, and assist the project manager in the preparation of Status/Project highlight reports. • Assist the programme and project teams in their delivery by liaising with and issuing project communications to end users. • Responsible for scheduling, producing reports for the Health/A&S Space Management Group, REOB and RERC meetings in addition to local campus space planning sub-committees. • Maintain an up to date record of space allocation requests to ensure that project and task lists are kept updated. • The job holder will take the lead in decisions that have a significant impact on their own work, that of others and be party to collaborative decisions; working with others contribute to decision making that will affect large areas of the College. Such decisions may endure for some time i.e. beyond 12 months and have far reaching, complex and long-lasting impact, such as the Estates Strategy. • They will manage their own workload and resources and that of others prioritising these in order to achieve their objectives. They will be responsible for the planning and leading of significant projects or work streams ensuring the effective use of resources including external consultants, setting standards and monitoring procedures. This may include coordinating a number of teams or projects and influencing, and contributing to decisions on the strategic direction Faculties and Departments in terms of space management, and ensuring that it complies with the strategic plans of the College. • The job holder will be expected to resolve problems where the optimal solution may not be immediately apparent and where there is a need to use analysis and modelling along with qualitative judgement to resolve problems that are unpredictable and / or occur infrequently. • The job holder will gather data from known/standard sources and manipulate both routine and complex data so that it can be interpreted by self or others. They will select the most appropriate procedure, technique or approach to conduct analysis and research, and to analyse, interpret, collate and edit the results. Use analysis and research findings to inform business strategy. Disseminate and present findings in publications, conferences or to Departmental colleagues. • To develop and utilise space modelling tools and techniques to allow for a robust understanding of Faculty requirements, such as School relocation modelling, and simulation modelling. • Analyse data and produce reports for Department/Faculty/Building/Campuses as required. • To work with the Estates Information Team to ensure that Planon and SharePoint is updated with any space type, allocation and occupancy information Analysis and Research Decision Making, Planning and Problem Solving
Additional Information
HEALTH AND SAFETY AT WORK
The post holder is required to:
• Take reasonable care for the health and safety of himself/herself and other persons who may be affected by their actions or omissions at work.
• Co-operate with the employer in ensuring that all statutory and other requirements are complied with.
EQUALITY AND DIVERSITY
King’s values equality and diversity in employment and in the services we provide. It is committed to promoting equality and diversity in employment and will keep under review our policies and procedures to ensure that the job related needs of all staff working in the University are recognised. King’s aims to ensure that all job applicants, employees or clients are treated fairly and valued equally regardless of sex, marital status, domestic circumstances, age, race, colour, disablement, ethnic or national origin, social background or employment status, sexual orientation, religion, beliefs, HIV status, gender reassignment, political affiliation or trade union membership.
Selection for training and development and promotion will be on the basis of the individual’s ability to meet the requirements for the job.
You are responsible for ensuring that the Universitys policies, procedures and obligation in respect of promoting equality and diversity are adhered to in relation to both staff and services.
Special requirements
The post holder must give a minimum of 7 days’ notice and obtain the approval of the Associate Director of Real Estate prior to taking leave and must ensure that his/her responsibilities can be carried out during absences.
To attend meetings and emergencies outside normal working hours, and be accessible by telephone.
General
All staff are expected to:
• positively support equality of opportunity and equity of treatment to colleagues and students in accordance with the University’s Equal Opportunities Policy
• help to maintain a safe working environment by:
• attending training in basic and specialist health and safety requirements as necessary, both on appointment and as changes in duties and techniques demand
• following local codes of safe working practices and the University’s Health and Safety Policy
• undertake such other duties within the scope of the post as may be requested by their Line Manager
Please note
This job description reflects the core activities of the role and as the University and the post holder develops there will inevitably be changes in the emphasis of duties. It is expected that the post holder will recognise this and adopt a flexible approach to work and be willing to participate in training.
If changes to the job become significant, the job description should be reviewed formally by the Line Manager and the post holder.
The Human Resources Department should then be consulted as to the implications of the proposed changes.
About the Directorate of Estates and Facilities
https:/ /internal.kcl.ac. uk/ about/ps/ estates/index.aspx
Further Information and How to Apply For a confidential conversation please contact our advisors Ben Duffill and Nicholas Coppard of The Management Recruitment Group on;
E: ben.duffill@mrgpeople.co.uk T: 020 3962 9900.
E: nicholas.coppard@mrgpeople.co.uk T: 020 3962 9900.
Applications should consist of a comprehensive CV (of not more than 4 pages) and a relevant projects list (not more than 2 pages, to include project type, value and contract type). Applications should be sent to: E: ben.duffill@mrgpeople.co.uk E: nicholas.coppard@mrgpeople.co.uk
52-54 Gracechurch Street, London, EC3V 0EH.
mrgpeople.co.uk
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