Aston University - Space Manager

Candidate Brief

Space Manager

Reference: R180195 Salary: Grade 9 - £ 40 , 7 92 to £4 8 , 6 7 7

Basis: Full Time

Job description

Job Purpose:

Responsible and accountable to the Head of Space Strategy & Refurbishment for the management of the space planning function, ensuring that space is used efficiently and effectively, leading on teaching space design and overseeing the work of the Space Team.

Main Duties/Responsibilities:

 To be responsible for the Space Team including planning and prioritising work, delegation and balancing of workload and ensuring timely conclusion of space tasks.  To directly line manage one or more members of the Space Team including providing support and guidance where required. To be responsible for carrying out the PDR process with those staff including setting objectives, monitoring quality, performance and any training requirements.  To conduct negotiations with departmental contacts, heads of department including members of the Executive Team, regarding space requirements and appropriate space allocations to ensure the efficient use of University space.  To be proactive in the management of University space. To initiate and conduct staff group consultations to explore customer requirements and team operation together with the analysis of technical data to devise and propose appropriate solutions to overcome space challenges considering academic, logistical, financial issues, workplace regulations and political sensibilities. To engage with and influence stakeholders and implement the most suitable option.  To provide first line professional advice, guidance and support to Estates managers and all University staff regarding how to use space in the most effective and efficient manner by implementing policy standards and procedures. To explain technical or complicated space related information to a wide range of staff in an appropriate manner.  Support the Head of Space Strategy & Refurbishment in developing strategic estate/building development plans for recommendation to the University.  Where required, to lead and establish departmental consultations on master plan development projects. To produce and conduct presentations to staff groups to consult on the proposed changes, to challenge requirements and overcome conflicting views.  Where required, formulate detailed project briefs to ensure clear guidance for external architects engaged on masterplan development projects or larger projects. Working with architects and academic working groups to influence and guide the design to incorporate space efficiency principles.  To evaluate space requests, proposed alterations and space planning options and to decide which should proceed to ensure that all works align with the masterplan and the University’s wider objectives.  To lead on teaching and learning spaces design;  To research and gain sector knowledge of learning space development and technology enhanced learning, including innovative furniture and design layout solutions, via participation in national events and committees.  Create and lead academic working groups to engage with teaching staff regarding proposed designs for new or updated teaching rooms.  Translating and embedding academic teaching requirements into practical and deliverable solutions within teaching environments.  Overseeing the production of detailed design layouts and plans including furniture specification.  To act as client for externally designed teaching spaces including the briefing of and liaising with architects.

 To regularly survey and identify existing teaching rooms and student social areas that require refurbishment or upgrading in terms of decoration, layout or function and to update the ‘Room Condition Check Sheet’ as appropriate. To use this data together with info from other Estates surveys to identify prioritised upgrade plans.  To manage the annual ‘Pool Teaching Space Refurbishment LTP’ and the ‘Social Learning Spaces/Student Common Room LTP’ budgets in terms of determining which rooms to upgrade, specific requirements and costs for each and budgetary spend.  To manage the internal blackboard module containing learning space design resources and make available to all staff.  To develop good working relationships with departmental contacts, academic working groups and external peers for mutual benefit.  To oversee the work of the staff within the Space Team, ensuring that the Planon space management database and the AutoCAD master building plans are being updated swiftly, accurately and in line with Aston standards and processes.  To oversee the production and timely submission of statistical returns to internal and external bodies such as the Estates Management Record to HESA, TRAC return and ‘Space Condition for Space Charging’ report to Finance.  To manage the fire capacity record including numbers of staff by room and floor and assessing and advising where that may pose restrictions in building development due to fire capacity limitations. To apply the Workplace Regulations and knowledge of Health & Safety and Building Regulations within all plans developed.  Positively attend and be a pro-active member of appropriate estates related committees and groups, e.g. Prof Higson’s Space Growth group, teaching and learning spaces workshops and chairing the Learning Spaces Working Group.  Lead on CAD, Planon space module and BIM (Building information modelling) research and development, involving testing and implementing upgrades and new software.  The production of appropriate management reports e.g. space benchmarking reports, KPI reports or option appraisals for consideration by the Executive Team and others.  To lead in the continued development of University policies and processes on the allocation and use of space, interpreting current theory and practice from the Higher Education Sector, Space Management Group and beyond.  The procurement and management of additional internal and external CAD resources when appropriate.  To deputise for the Head of Space Strategy & Refurbishment when required.  Engage in continuous personal and professional development in line with the demands of the role, including undertaking relevant training and development activities to develop themselves and support the development of others.  Ensure and promote the personal health, safety and wellbeing of staff and students.  Carry out duties in a way which promotes fairness in all matters and which engenders trust.  Promote equality of opportunity and support diversity and inclusion as well as working to support the University’s environmental sustainability agenda and practices .

Additional responsibilities

Person specification


Method of assessment

Education and qualifications

An honours degree or equivalent in a relevant subject or membership or an appropriate professional body.

Application form


Experience of space management.

Application form, interview

Detailed knowledge and application of space planning practices.

Experience of Space Management Systems.

AutoCAD experience.

IT literacy including databases, spreadsheets, word processing and e-mail.

Aptitude and skills

Ability to communicate clearly and effectively both orally and in writing to a range of people.


Ability to work on own initiative and prioritise effectively a varied and demanding workload.

Excellent organisational skills and attention to detail, including the ability to plan and co-ordinate policy and practice, both as an individual and as a member of a team.

Ability to analyse and propose solutions to problems.

Initiative, adaptability and flexibility in the light of changing circumstances.

Numerate and IT literate with the ability to interpret/present data and interrogate information. Strong interpersonal skills with an assertive and approachable manner.

Good negotiation skills.

Good time management, planning and organisational skills.

Ability to work well under pressure, often to tight deadlines.


Method of assessment

Education and qualifications

A post graduate degree

Application form


Experience of space management within the HE or Public Sector environment.

Application form, interview

Experience of Planon Space Management Module.

Experience of teaching space design.

Experience of leading and managing a team.

Experience of budget management.

Employment of Ex-Offenders: Under the Rehabilitation of Offenders Act 1974, a person with a criminal record is not required to disclose any spent convictions unless the positions they applying for is listed an exception under the act. Eligibility to work in the UK : Candidates who are not citizens of the United Kingdom, or another EEA member country, should check their eligibility to enter or remain the UK in advance of making any job application via the UKVI website Before applying you should ensure that you meet the requirements, including meeting the English language standards. If you do not meet the eligibility criteria, any application for a work visa would be unsuccessful Equal Opportunities: Aston University promotes equality and diversity in all aspects of its work. We aim to ensure, through our admissions policies for students, and our staff recruitment and selection processes that we encourage applications from all groups represented in the wider community at a local, national and international level.

The University will endeavour not to discriminate unfairly or illegally, directly or indirectly, against student or potential students, staff or potential staff. This commitment applies to all functions of the University and to any stage of an individual’s career.

An Equal Opportunities Monitoring Form is included within the application form.

Data Protection Act 1998: Your application will only be used to inform the selection process, unless you are successful, in which case it will form the basis of your personal record with the University which will be stored in manual and/or electronic files. Information in statistical form on present and former employees is given to appropriate outside bodies.

Data you provide on the Equal Opportunities Monitoring Form will be included in a general database, for statistical monitoring purposes, enabling the University to monitor the effectiveness of its Policy, Codes of Practice and Guidelines on Equal Opportunities in Employment. Individuals will not be identified by name

How to apply

For a confidential conversation please contact our retained advisor Marcus May ( 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

Additional Information

Visit our website for full details of our salary scales and benefits Aston University staff enjoy

Salary Scales :


Working in Birmingham:

Page 1 Page 2 Page 3 Page 4 Page 5 Page 6 Page 7

Made with FlippingBook - professional solution for displaying marketing and sales documents online