Brunel - Space Manager

Space Manager Candidate Information Pack

Contents Executive Summary

Brunel University 2030 4

Purpose of The Role 5

Job Description

Organisation Chart 8

University Policy on the Employment of Staff 9

Person Specification

How to Apply 12

Executive Summary Brunel University London is a global university, dedicated to providing teaching and research relevant to the needs of industry and society, and ensuring the UK has the knowledge base it needs to compete on the world stage. Since 1966 Brunel has championed innovation and advancement, pioneering new degrees, and giving students the academic education, professional and personal skills they need to succeed in their future. We offer degree programmes in everything from anthropology to aerospace engineering; and business management to healthcare science. In recent years the University has invested more than £400 million into a campus redevelopment programme and now possesses an impressive range of modern, state-of-the-art facilities to support the activities of a diverse population of over 13,000 students and approximately 2,500 staff. It is also progressing plans for a new £50M Learning & Teaching Centre. Reporting to the Deputy Director of Estates, the Space Manager will take the lead role in ensuring that the University makes best possible use of its estate portfolio, ensuring that spaces are fit for purpose and effectively utilised. The postholder will proactively obtain and record data on the allocation, occupation and utilisation of space and buildings owned or leased by the university and provide accurate and up to date information to assist with strategic planning, space reallocations and decanting, as well as to assist with project proposals for future campus development schemes. The successful candidate will have proven experience in a space planning, space management or workplace management role with a track record of managing and reporting on space data and working on workplace projects. You will have experience of working with CAFM/space data systems and with experience of space strategy and policy development advantageous.

We are seeking an individual with excellent communication skills and the ability to operate successfully at an influential level across a diverse range of stakeholder groups.

Our staff members are integral to our reputation and our students’ university experience. We offer a variety of benefits, activities and development opportunities to ensure you excel in your role and enjoy your time working with us. We believe our vibrant and attractive campus environment, excellent benefits, development opportunities, and campus activities, provide a great place to work and nurture a desired work/life balance.

Brunel University London 2030 A university for a changing world

When Brunel was awarded its Royal Charter in 1966 we were given a distinct purpose and an incredible opportunity. The campus was to be the home of technological education, championing innovation and advancement, and giving the UK the knowledge base it needed to compete on the international stage. We conceived a brand of education, and later research, which was overwhelmingly geared towards the needs of industry and, echoing the spirit and vision of our namesake Isambard Kingdom Brunel, we did so with flair and rigour. Our ambition was to equip students for the world of work and to address society’s challenges on a global scale. The challenges have changed, but our aims are as innovative and ambitious as they always were – to develop research and educational programmes informed by, and tailor-made for, those who benefit; and to give students the academic education and personal skills needed to become a success in the real world. This publication identifies five distinct areas of focus – each of which underpins our vision until 2030. It recognises the values upon which Brunel’s success is founded. And, though our strategy as educators and innovators will change in the intervening years, these goals, values and vision will remain at the heart of everything we do and the driving force behind our future achievements, ensuring Brunel continues to meet the needs of a changing world until 2030 and beyond. The Brunel Vision 2020 can be viewed at https://www.brunel.ac.uk/about/brunel-2030/ docs/Brunel-Vision-2030.pdf

Job Description

Department: Estates Department Post Title: Space Manager Contract Type: Permanent Hours of Work: Full Time

To co-ordinate requests from Colleges, Institutes or professional services for changes to room uses or allocations and processing approvals from senior management and co-ordinate moves. Compiling data and reporting • Post holder will be principal point of contact within Estates Department for space allocation matters. • Act as ‘gate keeper’ responsible to coordinate, monitor and keep records on the allocation of space, occupants and uses. • Take responsibility for regularly updating BUL space database (currently held on PLANON CAFM software) and ensuring records are accurate. • Issue periodic reports to key stakeholders on space allocation and utilisation • In conjunction with University’s Governance, Information and Legal Office (GILO) and Commercial Services, maintain accurate and adequate records about occupation of owned and leased premises, including tenancies, occupants and lease terms. • Arrange for and co-ordinate annual space utilisation surveys and report outcomes to stakeholders • Co-ordinate and manage the annual Estate Management Statistics Reports (EMR) and provide Estates input into university-wide returns to Higher Education Statistics Agency (HESA). [Postholder will be the Estates representative at the internal HESA Operations co-ordinating group].

Grade and Salary (Pro-rata for part-time): H3 (currently £37,345 – £48,677 PA plus LW) Purpose of the Role To: manage and update university space database and provide reports to facilitate efficient utilisation of the university estate. Accountable to: Deputy Director of Estates (Projects) Accountable for: external consultants and temporary staff undertaking surveys or space planning etc. Key Internal Relationships: End user clients, College Director of Operations, College Managers, Planning & Policy Dept., Finance, Human Resources, Commercial Services, other Estates department colleagues Key External Relationships: Higher Education Statistics Agency (HESA), AUA, AUDE Work of the Role To proactively obtain and record data on the allocation,

occupation and utilisation of space and buildings owned or leased by the university and provide accurate and up to date reallocations and decanting, as well as to assist with project proposals for refurbishment and new buildings. information to assist with strategic planning, space

Moves Management • Management and coordination of the operational churn and relocations of staff and equipment in conjunction with Distribution Centre. • Liaise with end users and other BUL stakeholders to agree space layouts and to obtain senior management approval and appropriate funding for any alterations. • Assist projects team, fire officer and minor works manager in ensuring that electrical and data cabling works associated with moves of staff and facilities are carried out in compliance with BUL space standards and implemented in a professional manner to the requirements of end users. • Liaise with BUL stakeholders, client departments, Distribution Centre, IS (Networks, PC Services, and Media Services), other Estates colleagues (such as CAD designer, Electrical, Asbestos Management, Systems), Cleaning Services and Reception to manage each move. Internal Way finding signage • Work with campus operational managers to regularly review the signage for each building and update accordingly. • Maintain and update the BUL template for internal wayfinding signage, door signage and departmental signage in all buildings on campus. • Receive and process requests for installation of new internal wayfinding signage, or updating of existing internal wayfinding signage. • Work with key stakeholders to create the draft, after user signoff send the template to the BUL supplier for formal artwork creation and quotation for signage and installation. • Manage creation of purchase order and

• Liaise with the Estates Systems Manager and the Information Services Department with regard to use and ongoing management of PLANON software platform. Operational space management • Liaise with BUL central timetabling & College timetabling teams, HR & Finance to compile data and to proactively monitor and effectively manage the university’s space, having regard to priorities as set from time to time by senior management. • Post holder will be expected to take an active role as stakeholder in projects requiring alterations and reconfiguration of existing space or creation of new or additional space. This includes assisting with options appraisals and monitoring compliance with university’s space standards and advising on the balance between allocation of space for academic purposes and other competing needs. Strategic campus planning and optimising space usage • Contribute to preparation and updating of BUL Estates Strategy and assist Colleges, Institutes and Service directorates with strategic space planning and with triannual academic plans. • Support capital programmes by advising on the optimum use of space for short-term and long-term requirements, including assisting with decanting arrangements to facilitate major refurbishment or new build projects. • Identify and promote opportunities for reduction and optimisation of occupancy costs, including investigating alternative workplace strategies, consolidation and/or co-location of activities to facilitate action by senior management. Space re-allocation • Post holder will be main Estates Department representative on Space Planning Group, which meets regularly between Estates and Timetabling, Library, Commercial services, Information Services (IS) which includes Media services. • Receive and process requests for changes to allocation of space, including preparation of monthly reports for approval by senior management.

approval of invoices. Effective Behaviours • Timeliness • Meeting Deadlines

• Communication and Networking • Networking group across colleges • Ability to negotiate and influence

• Ability to plan and organise own workload • Ability to adapt to a flexible approach to the demands of a busy college/department in order to accommodate changes in priorities when required.

Organisational Chart The organisational chart comprises of the role, the manager of the role and any direct reports to the role

University Policy on the Employment of Staff

• Undertake any other reasonable duties as required commensurate with the grade of the position. • Adhere to and comply with the provisions of the Data Protection Act and the Health and Safety at Work Act in accordance with the University’s policies. • Undertake all duties and responsibilities in compliance with the rules and regulations encompassing equal opportunities. • Adhere, comply and work in accordance with University and Departmental policies, procedures and codes of conduct. • Promote the University’s Environmental Policy and demonstrate commitment to it through actions and decision making. • Actively participate in on-going professional development activities as requested.

Annual Report on Widening Participation and Outreach (WP&O) | 2013–14 Person Specification / Competencies Disabled applicants meeting the Essential criteria will be guaranteed an interview as part of the University’s commitment to the Disability Confident Scheme.

E D How Assessed

1. Education: Qualifications & Training Educated to degree level or equivalent in a relevant discipline (such as Building Surveying). A post graduate qualification or relevant additional qualifications pertinent to the built environment. Professional/managerial qualifications from professional bodies such as RICS, RIBA, APM, ICE or similar. A good and broad working knowledge of computer aided design (CAD) and computer aided facilities management (CAFM) systems and their use Familiarity with use of PLANON or similar space database software Understanding of the strategic importance and operational aspects of space in property portfolios of a large complex organisation Experience of preparing feasibility studies and business cases in the context of estates and facilities Relevant experience gained within HE environment Good spatial awareness and ability to understand architectural plans and design proposals. Technical space planning or interior design skills Very good numeracy skills and able to assimilate and understand quantitative data from various sources, analyse and clearly present complex data (using databases and spreadsheet packages and PLANON) in reports to senior management. Ability to understand end user requirements for space and its usage and to provide clear directions to others in delivering change. 3. Experience Experience of space layout planning and managing stakeholder expectations Experience of leading or managing projects, programme of works or other change management activities Writing and presenting analytical, planning or policy documents 4. Skills & Abilities 2. Knowledge Strong technical skills and knowledge with regard to space planning, utilisation and reporting

Application form

Application form and Interview

surrey.ac.uk

E D How Assessed

4. Skills & Abilities

Good project management skills Excellent interpersonal skills with proven success in developing effective working relationships with colleagues at all levels within a large organisation Creative and innovative approach to problem solving Good organisational skills and ability to manage personal workload and work on own initiative A flexible approach and ‘can-do’ attitude; willingness to take on new tasks and be customer- focused in service delivery Ability to deal sensitively with confidential matters concerning staff and students Able to work with staff at all levels Willingness to learn new skills

X Application form

5. Additional Attributes Required (Not Incorporated Above)

Application form and Interview

X X

6. Additional Requirements

N/A.

Note: E = Essential; D = Desirable.

68 King William Street London EC4N 7DZ Tel 020 7959 2200 www.mrgpeople.co.uk Why join Brunel? Our staff members are integral to our reputation and our students’ university experience. We offer a variety of benefits, activities and development opportunities to ensure you excel in your role and enjoy your time working with us. We believe our vibrant and attractive campus environment, excellent benefits, development opportunities, and campus activities, provide a great place to work and nurture a desired work/life balance. We are located in Uxbridge, West London which is easily commutable from London, Heathrow and the surrounding areas with tube, train and bus links as well as being easily accessed by car via the M4, M40, and M25. Benefits includes: • Generous annual leave entitlement: • (30 days annual leave + 8 bank holidays + University closure days) • Excellent pension scheme • Private Healthcare Scheme available • The opportunity for flexible working Further information on the benefits of working at Brunel can be viewed at https://www.brunel.ac.uk/about/jobs/home How to apply The University is being supported on this recruitment campaign by the search consultancy The Management Recruitment Group. To arrange a confidential briefing conversation please contact our advisors Marcus May (marcus.may@mrgpeople.co.uk) and Ben Duffill (ben.duffill@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 ben.duffill@mrgpeople.co.uk and marcus.may@mrgpeople.co.uk The closing date for applications is 20th February 2019. Equality & Diversity Brunel University London values inclusiveness and confirms its continuing commitment to the principles of equality and diversity in employment, admissions, and in its teaching, learning and research activities.

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