University of Surrey - Head of Strategic Space Management

Head of Strategic Space Management Candidate Briefing Pack

Contents

4 The University in numbers

6 Why Surrey?

8 Our Estate

10 Priorities, Benefits and The Structure

12 Job Description

Key responsibilities.................................. 13 Elements of the role................................ 14 Person Specification................................ 16

18 Selection process

How to apply.............................................20

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The Times/Sunday Times Good University Guide 2015

University of Surrey

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Estates and Facilities Management Department | 2017

The University in numbers

4TH IN THE GUARDIAN LEAGUE TABLE 2016

£400M IN CAMPUS INVESTMENT * * SINCE 2000

125 YEARS OF SHAPING THE FUTURE

12,000+ LOCAL JOBS

GLOBAL MARKET LEADER IN SATELLITE TECHNOLOGY

STUDENTS FROMOVER 120 COUNTRIES

SUPPORTED BY THE UNIVERSITY

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The University in numbers

140 COMPANIES AT SURREY RESEARCH PARK

£1.5BN CONTRIBUTION TO NATIONAL ECONOMY

£70M 5G INNOVATION CENTRE

5TH IN NSS FOR OVERALL STUDENT SATISFACTION

2ND FOR GRADUATE EMPLOYABILITY

2,300+ PLACEMENT PARTNERS

University of Surrey

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At the University of Surrey, we ask and answer important questions that create new insight and understanding. More than any other British university, we actively share our knowledge through innovative teaching, professional training and business collaborations. We inspire people to do wonderful things, and also help them to acquire the tools they need to build better lives in a better world. Why Surrey?

5TH FOR STUDENT SATISFACTION

Surrey entered the league-table elites with a top- four ranking in The Guardian University Guide 2016, a climb of two places from sixth in 2015. The Times/ Sunday Times Good University Guide 2016 and The Complete University Guide 2016 also put us in the top ten for the first time. TOP 4 INTHE GUARDIAN UNIVERSITY LEAGUE TABLE

2ND FOR GRADUATE EMPLOYABILITY

Surrey rose three places to fifth in the 2015 National Student Survey, achieving a 92% overall student satisfaction rating.

The University of Surrey is second for graduate

employability when compared with other chartered universities in England. According

Read more at: surrey.ac.uk/pl

to data from the Higher Education Statistics Agency

(HESA), 96.9 per cent of our graduates were in work (or further study) six months after graduation in 2014.

Read more at: surrey.ac.uk/pl3

Read more at: surrey.ac.uk/pl2

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Education

Surrey encourages students to be the best they can be.

Jennifer Jacobsen BSc (Hons) Business and Retail Management

A TOP UNIVERSITY FOR SPORT

NEW£45M SCHOOL OF VETERINARY MEDICINE

GUILDFORD SCHOOL OF ACTING (GSA)

Surrey was named one of the twelve best universities for sports teams, clubs and facilities in the Which? University Student Survey 2014. Surrey Sports Park is one of Europe’s leading sports venues. This £36- million centre features world-class facilities and plays host to a number and sports events. Surrey Sports Park is also home to Team Surrey, which offers 46 sports clubs for students to join. The Park was the official training base of the Irish and Italian national teams during the 2015 Rugby World Cup. of professional teams, athletes

The establishment of a new £45-million School of Veterinary Medicine – one of only eight in the UK – has put Surrey on the map as a pioneering centre for interdisciplinary research to improve animal and human health. School’s alliances with an extensive network of partners in clinical practice, research and industry provides an outstanding training environment for our students, as well as for practising veterinary surgeons, veterinary nurses, para- Opened by HMThe Queen, the new

The University of Surrey’s Guildford School of Acting (GSA) is one of the most highly regarded theatre schools in the UK, and arguably the foremost musical theatre school in the world. GSA’s distinguished alumni include performers such as Brenda Blethyn OBE, Michael Ball, Bill Nighy and Celia Imrie.

professionals and clinical scientists.

University of Surrey

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THE NEW DE PARTMENT OF E S TAT E S AND FAC I L I T I E S MANAGEMENT

I N T RODUC T I ON

Estates & Facilities Management (E&FM) at the University of Surrey is changing. We are in the process of transforming our services into a customer focused and professional service aligned to the mission of the University. A new senior management team is in place and a number of other senior and professional roles are in the process of being recruited. This is an exciting time to join a dynamic team where change is being driven, to meet the needs of a modern and successful University. E&FM is a large multi-disciplinary department responsible for the long term planning, development and maintenance of the University’s estate. We also provide a variety of facilities related services to all University faculties and departments. E&FM is made up of a number of service focused teams (some 285 staff) which are responsible for providing services that are essential for the smooth running of the university as a whole. We aim to provide a coordinated and customer oriented approach to developing, maintaining and adapting the University’s estate and a wide range of support services to create an environment which supports the University’s academic mission. The University of Surrey are delighted to have been named The Times and Sunday Times Good University Guide 2016 University of The Year. Learn more about our league table success and discover why our students, staff and alumni are proud to be part of the University of Surrey – wonderful things happen here.

Principally E&FM is responsible for: o Long term strategic planning, development and management of the University’s estate o Delivery of the University’s capital development and refurbishment programme. o Maintaining the University’s teaching, research, administrative and residential buildings. o Delivering a comprehensive security and facilities management service to the University. o Maintaining and developing the University’s landscaped grounds and sports pitches. o Promoting the University’s environmental sustainability initiative, particularly with regard to reducing carbon emissions.

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THE E S TAT E

E S T A T E S AND F AC I L I T I E S D E P AR TME N T S E R V I C E S

T H E D E P AR TME N T O F E S T A T E S AND F AC I L I T I E S MANAGEME N T

The University estate comprises a significant portfolio of land (approximately 92 hectares) which is largely made up of its two main campus areas (Stag Hill and Manor Park) and also a significant amount of agricultural land and Surrey woodland. The value of the estate is approximately £1Bn (total insurance replacement value). Located across Stag Hill and Manor Park campuses are some 295 buildings providing 270,000 m2 of space (GIA), accommodating all teaching, learning, research and support activities of the University and also 5150 residential bed spaces. The estate is a key element of the marketability of the University and we are extremely proud of our campus. We also have ambitious plans to continue to develop both our campuses to accommodate projected significant student growth.

The Planning and Development team is responsible for the project management of new build development and refurbishment and upgrading of existing buildings and infrastructure. This team also takes on the ‘custodial’ role ensuring that the estate is planned and managed with the long term in mind including managing all town planning matters, land and property management, space management and health, safety and compliance management. The Systems and Operations team carefully manages the University’s estate and facilities to ensure that staff, students and visitors benefit from excellent facilities within which to study, work and live. A broad range of facilities services are provided including: Security, Maintenance, Cleaning, Waste and Recycling, Portering, Distribution and Post, Fleet Management, Landscape and Horticulture. A Customer and Business Services team and Systems and Business Support team ensure that departmental processes and systems are carefully managed to ensure that E&FM as a whole is able to provide excellent levels of customer service to all of its customer groups.

Significant funding has already been secured to deliver this ambition.

University of Surrey

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PR I OR I T I E S AND BENE F I T S

B E N E F I T S

E S T A T E S AND F AC I L I T I E S MANAGEME N T D E P AR TME N T P R I OR I T I E S

• Generous leave - 25 days Annual Leave + 7 University Days University Closure days + Bank holidays • Family Support - Whether you choose to take advantage of our campus nursery, benefit from tax and national insurance savings on your child care fees, or need to take time off work for maternity or paternity leave, the University of Surrey is there to support you. We believe that all employees should have a healthy work life balance and where possible support flexible methods of working. • Sports, Leisure & Wellbeing - As an employee you will have access to reduced price membership of the spectacular Surrey Sports Park, which is located on our Manor Park Campus. Offering a full range of exercise and wellbeing classes, a first class gym, Olympic sized swimming pool, climbing wall, tennis and squash courts and a whole range of activities for children, Surrey Sports Park is a great place to spend time with both family and friends. • Staff Development - Our experienced in-house team offer a broad range of courses, workshops and bespoke sessions for individuals and groups, covering induction, personal development, organisational performance and development, leadership and management and many more.

To meet the changing patterns of research and teaching activity that result from changes in the size and shape of the University. To improve the utilisation of space through new buildings designed for flexibility and shared use, and the effective sharing of existing teaching and research facilities. To improve the condition and functional suitability of the estate by re-purposing existing buildings which are vacated when new ones are built.

To reduce running costs and carbon emissions across the estate.

• Pension – USS pension scheme with employer contributions of 18%

• Child care- Campus Kids Day Nursery provides childcare for children aged 3 months to 5 years. It is open daily from 0800hrs to 1830hrs, 52 weeks per year, not including bank holidays. The nursery is managed on behalf of the University by Bright Horizons, who provide high quality care in a friendly and stimulating environment.

• Childcare Vouchers

• Season ticket loan

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STRUCTURE

ESTATES & FACILITIES MANAGEMENT DEPARTMENT ORGANISATION CHART SENIOR MANAGEMENT TEAM (AS AT 22/02/2017)

DIRECTOROFESTATESAND FACILITIES MANAGEMENT

EATODIRECTOR

TREVOR HUMPHREYS

LOUIZE LAW

MANOR PARKDEVELOPMENT DIRECTOR

DEPUTY DIRECTOR,PLANNINGAND DEVELOPMENT

DEPUTY DIRECTOR, SYSTEMS AND OPERATIONS

HEAD OF SECURITY SERVICES

JACQUI LIPINSKI

STEVE BAKER

CATHRYNBUCKLE

PETERBRINKLEY

DEPUTY HEAD OF SECURITY SERVICES

SENIORPROJECT MANAGER /PROJECT MANAGERS

HEAD OF SYSTEMSAND BUSINESS SUPPORT

HEAD OF CUSTOMERAND BUSINESS SERVICES

CLERKOF WORKS

PRINCIPALENGINEER CHIEF ENGINEER

HEAD OF SURVEYING AND PLANNING

HEALTH, SAFETYAND ASSURANCEMANAGER

CLERKOF WORKS

BUSINESS CONTINUITY MANAGER

HEAD OF HORTICULTURAL SERVICES

HEAD OF ESTATESERVICES

HEAD OF STRATEGIC SPACE MANAGEMENT

PRINCIPALBUILDING SURVEYOR

HEAD OF ESTATE SERVICES

1

HEAD OF MAINTENANCE SERVICES

University of Surrey

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JOB DE SCR I P T I ON

K E Y R E S PON S I B I L I T I E S

J OB P UR POS E S T A T EME N T

To act as the Head of Space Planning within Estates and Facilities Management.

1. Provide strategic space planning advice to support the development and implementation of the University Estate Strategy and Master Plan to ensure that University space efficiency is optimised and all space is effectively used. 2. Take responsibility for the University Space Policy and supporting Space Procedures and ensure that they are in line with the Estate Strategy and University Strategic Plan and that these are at the forefront of sector space standards. 3. Lead the use of the Surrey Space Model to provide professional and technical expertise to address strategic and tactical faculty/departmental space requests, to assess requirements and manage the balance between expectations and space norms. Survey space and identify appropriate solutions in terms of location and timing in line with the Estate Strategy. Produce room layouts for space proposals and reconfigurations. Devise novel solutions to space problems, challenging as appropriate senior staff, and negotiate with them to resolve space allocation issues. 4. Responsible for the management and use of the Surrey Space Model and the space database to ensure that accurate space information is recorded in terms of type of space and departmental use. This model and database forms the backbone of all space information which is subsequently used for strategic space planning, internal and external statistical returns and full economic costing. 5. Produce regular reports to Space Management Group and Executive Board Estate Committee using developed key metrics for space efficiency with comparative sector data based on HESA data, AUDE metrics and any other relevant source of information.

The post is responsible for the development of a University Space Strategy and for delivering an appropriate methodology to ensure best fit for space across the whole estate. The post holder will be expected to adopt the previously completed Surrey Space Model - a comprehensive space database which they will then exploit by providing targeted management information that supports appropriate decisions in the design, allocation, and management of the built space across the estate. This role will combine both strategic advice to the Executive Board Estate Committee and detailed tactical space planning advice to support effective space use and utilisation across the campus.

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JOB DESCR I PT ION

K E Y R E S PON S I B I L I T I E S

K E Y R E S PON S I B I L I T I E S

6. Formulate and implement space management and CAD procedures for use within the Estates and Facilities Management Division to ensure the continued accuracy of building layout plans and space records. Responsible for the verification of plans received from designers, checking adherence to procedures and conventions. Ensuring that the building plans accurately reflect the current layout of each floor by monitoring all changes and updating the electronic records. 7. Produce accurate space/cost information and manage the full economic costing/space charging process, in consultation with Finance, in order that the cost of academic activities can be recovered. Collaborating with finance colleagues to refine the methodology for the calculation of costs for the different types of space to further enhance the estates rate that can be applied to such activities. 8. Work with end users to take details of project briefs, learn their needs and end goals in order to facilitate advising and guiding the development of space led projects.

All staff are expected to:

• Positively support equality of opportunity and equity of treatment to colleagues and students in accordance with the University of Surrey Equal Opportunities Policy. • Work to achieve the aims of our Environmental Policy and promote awareness to colleagues and students. • Follow University/departmental policies and working practices in ensuring that no breaches of information security result from their actions. • Ensure they are aware of and abide by all relevant University Regulations and Policies relevant to the role.

• Undertake such other duties within the scope of the post as may be requested by your Manager.

• Work supportively with colleagues, operating in a collegiate manner at all times.

Help maintain a safe working environment by:

• Attending training in 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 of Surrey Health and Safety Policy.

N.B. The above list is not exhaustive.

University of Surrey

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E L EMENT S OF THE ROL E

P ROB L EM SO L V I NG AND D E C S I ON MAK I NG

P L ANN I NG AND ORGAN I S I NG

• The post holder will need to use their strategic planning and organisation experience and skills to designate space to departments, units and sub-units and advise them on new ways of working and improved space utilisation. Work with colleagues in Finance, Strategic Planning, faculties and Timetabling to develop appropriate processes that ensure that departments utilise their space to the maximum and understand the value of space. • Defining the owner/custodian and type of use of individual spaces • Querying areas in square metres (and, optionally, volumes/room heights) using various criteria e.g. by person, by department, by unit. • Producing reports for faculties and departments to assist in their management and planning. • Actively support the space management group. Planning will involve:

• The post holder will face situations with complex, competing needs, where the problem/ issues must be defined before options can be created and solutions can be found. The post holder is therefore required to apply analytical, interpretive and constructive thinking and a high degree of evaluative judgement to resolve many problems/issues presented to them. • The post holder will be required to develop processes and systems to improve use and provide solutions to resolve competing space needs. They will need to have strong communication and negotiation/influencing skills to get the best use of the space available. • The post holder will calculate the density of people or items, e.g. students/m2, computers/m2, teaching space/m2. Minor miscalculations around size could either cost the University more money than necessary, or could result in insufficient space to teach the curriculum. They will work as part of wider teams (such as Estates and Facilities, Faculty teams responsible for curriculum development etc) in developing business cases, calculating the space needs and justifying them where needed. • They will model new space layouts on screen and manipulate assets and furniture - in order to cope with changing requirements or to maximise space efficiency and will review costs and statistics of a possible new layout. • The post holder will continually challenge the notion that the University does not have sufficient space to meet its needs. They will work closely with departments on the development of curricula and advise on the implications for space.

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ELEMENTS OF THE ROLE

CON T I NUOU S I MP ROV EME N T

• The post holder will be involved in bidding for funds to HEFCE and other outside bodies as these include detailed space data if new capital works are required.

• Predict future space needs driven by growth in projected student numbers, both at university and local level. • Working with faculties assist in the evaluation of academic curriculum and be able to assess the space requirements for delivery.

• Monitor University performance against the rest of the sector.

• Provide training to managers in the use of space and designers in the design of space. improved in line with Students, Staff and visitors expectations.

ACCOUN T AB I L I T Y

D I ME N S I ON S O F T H E RO L E

• The post holder will be aligned with the broad ‘vision’ of the University, in taking responsibility for establishing plans, determining priorities and setting the processes for achieving objectives set. • The performance of the Head of Space Planning will be monitored via changes in utilisation of space use per staff and student. • The post holder will calculate the space requirements and needs for new buildings based on the activities and needs identified in business cases and briefs. They will have input into the design of new facilities to ensure the efficient layout and reduce the capital costs. • Ensuring that the University has sufficient space to bid for new initiatives and that senior management is aware in a timely fashion of potential shortfalls in space as student numbers change.

Running Costs/ Benchmarking/ Performance:

• Calculate costs per space, unit or department, either overall or broken down into items such as maintenance, security, cleaning. • Income /m2 development links to staff data bases and timetabling to produce performance information.

• Work with EMS statistics to produce marketing and operational information.

• The equivalent rental value of space ranges between £350 and £500 per sq m per annum (2015 rates) and the university has over 146,000 sq m excluding residential space. A 1% improvement would result in a potential equivalent saving of £700k (2015). • Improved use of teaching space will also have a positive impact on the student experience due to more space being available and the quality of that space being improved in a methodical and prioritised way.

University of Surrey

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P ERSON S P EC I F I CAT I ON

QUA L I F I CA T I ON S AND P RO F E S S I ONA L MEMB E R S H I P S

Professionally qualified with a relevant degree/postgraduate qualification, plus broad demonstrable management experience in similar or related roles. Or: Substantial vocational and relevant management experience demonstrating management ability in an appropriate professional or specialist area, and success in similar or related roles, supported by evidence of significant appropriate specialist knowledge.

E

Member of the British Institute of Facilities Management.

D

T E CHN I CA L COMP E T E NC I E S ( E X P E R I E NC E AND KNOWL E DGE )

Essential/ Desirable

Level 1-3

This section contains the level of competency required to carry out the role (please refer to the Competency Framework for clarification where needed and the Job Matching Guidance). Excellent organisational, decision making and problem solving skills.

E

3

First class IT Skills ( spreadsheets and databases), Report writing skills, production of business cases and use of statistical data to measure performance.

E

3

Significant leadership experience and negotiation skills.

E

3

Understanding and knowledge of HR issues relating to staff management, including team development, equal opportunities, and appraisals.

D N/A

Support departmental innovation and change.

D N/A

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PERSON SPEC I F I CAT ION

S P E C I A L R EQU I R EME N T S

Must hold a full driving licence.

E

Good systems knowledge of CAFM and timetabling programs.

D

Autocad or computing drawing skills.

E

COR E COMP E T E NC I E S

3 3 3 3 2 3 1 3 3 2

Communication Adaptability / Flexibility Customer/Client service and support Planning and Organising Continuous Improvement Problem Solving and Decision Making Skills Managing and Developing Performance Creative and Analytical Thinking Influencing, Persuasion and Negotiation Skills Strategic Thinking & Leadership

This Job Purpose reflects the core activities of the post. As the Department/Faculty and the post holder develop, there will inevitably be some changes to the duties for which the post is responsible, and possibly to the emphasis of the post itself. The University expects that the post holder will recognise this and will adopt a flexible approach to work. This could include undertaking relevant training where necessary. Should significant changes to the Job Purpose become necessary, the post holder will be consulted and the changes reflected in a revised Job Purpose.

University of Surrey

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ORGAN I SAT I ONAL / DE PARTMENTAL I NFORMAT I ON

BACKGROUND I N F ORMA T I ON

The University operates an estate of over 147,000 sq m of non-residential space with a value of over £450m. This estate is complex in its nature and is a significant recurrent cost to the University. It is imperative that space is allocated and used efficiently and effectively and space utilisation of teaching space has been below 30% for more than 20 years and this role will be pivotal in identifying ways of improving utilisation and reducing operating costs. The role of Head of Space Planning is an important role within the University. The prime objective is to ensure that the University manages its space resource in a strategic way to ensure it is utilized efficiently and effectively.

The post holder has an important role to play in the allocation of space both within departments and across the estate, and in strategic planning for the future through analysis of use and need. The post holder will provide information and statistics to alert senior managers to the inefficient use and waste of space. In addition the Head of Space Planning will support the departments and planners to develop ways of improving the space usage and work regularly with department managers in pro- moting efficient use of space. The impact of the role can be measured and can prevent multimillion pound investments in space that is only required due to poor management of this constrained and expensive resource.

D E P AR TME N T S T RUC T UR E CHAR T

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KEY RE LAT I ONSH I P S

I N T E RNA L

• Director of Estates • CAD Technician • Estates Senior Management Team • Estates Project Managers • Faculty Managers • Faculty Facilities Managers • Deputy Director, Planning and Development • Director of Strategic Planning

All staff are expected to:

• Positively support equality of opportunity and equity of treatment to colleagues and students in accordance with the University of Surrey Equal Opportunities Policy. • Work to achieve the aims of our Environmental Policy and promote awareness to colleagues and students. • Follow University/departmental policies and working practices in ensuring that no breaches of information security result from their actions. • Ensure they are aware of and abide by all relevant University Regulations and Policies relevant to the role.

• Timetable Manager • Estates Committee • EC strategic Planning Group

Attend other University committees such as CPC, as required.

• Undertake such other duties within the scope of the post as may be requested by your Manager.

E X T E RNA L

• Work supportively with colleagues, operating in a collegiate manner at all times.

Help maintain a safe working environment by:

• HEFC • AUDE • Sector peers

• Attending training in 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 of Surrey Health and Safety Policy.

University of Surrey

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Selection process

Selection process For a confidential and informal discussion, please contact the University’s appointed recruitment partners Ben Duffill or Marcus May at The Management Recruitment Group (MRG) on:

The closing date for applications is Sunday 19th March 2017.

You can also apply online through the MRG website by clicking HERE .

Ben Duffill T: 020 7959 2368 M: 07976 125 010 E: ben.duffill@mrgpeople.co.uk Marcus May T: 020 7959 2368 M: 07966 827 411 E: marcus.may@mrgpeople.co.uk

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University of the Year 2016

4th in The Guardian league table 2016

Three Queen’s Anniversary Prizes for research excellence

5th for student satisfaction NSS 2015 92% overall satisfaction rating

68 King William Street London EC4N 7DZ

Regal House 70 London Road Twickenham TW1 3QS Tel 020 8892 0115

111 Piccadilly Manchester M1 2HY Tel 0161 638 0936

Tel 020 7959 2368

MRG-008

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