Estate Asset Manager
Candidate Information Pack
Contents
The Imperial War Museum is seeking to appoint an Estates Asset Manager. To be responsible for delivery of a professional, effective asset man - agement service in line with IWM’s Corporate Estate Strategy, Sus - tainability Strategy and Estate/ FM Directive. This will be achieved through the effective management of fixed and non-fixed assets.
INTRODUCTION
OVERVIEW OF THE ESTATE
ABOUT IWM
JOB DESCRIPTION
PERSON SPECIFICATION
WORKING FOR IWM
ESTATES TEAM STRUCTURE
APPLICATION PROCESS
Overview of the Estates
Imperial War Museums was founded on 5 March 1917 when the War Cabinet approved a proposal by Sir Alfred Mond MP for the creation of a national war museum to record the events still taking place during the Great War. The intention was to collect and display material as a record of everyone’s experiences during that war - civilian and military - and to commemorate the sacrifices of all sections of society. The interest taken by the Dominion governments led to the renaming of the National War Museum to Imperial War Museum later in 1917. It was formally established by Act of Parliament in 1920 and a governing Board of Trustees was appointed. The museum was opened in the Crystal Palace by King George V on 9 June 1920. From 1924 to 1935 it was housed in two galleries adjoining the former Imperial Institute, South Kensington. On 7 July 1936, the Duke of York, shortly to become King George VI, reopened the museum in its present home on Lambeth Road, South London, formerly the central portion of Bethlem Royal Hospital, colloquially known as ‘Bedlam’. During the 1970s and 1980s IWM underwent a period of unprecedented expansion, with the establishment of three new branches – IWM Duxford in 1976, HMS Belfast in 1978 and Churchill War Rooms in 1984. The fifth member of the IWM family, IWM North, opened in Trafford, Greater Manchester, on 5 July 2002. In October 2011 the museum rebranded itself as Imperial War Museums, the initials IWM forming the basis of a new corporate logo.
IWM London (Lambeth Road) The estate at Lambeth Road, known as ‘IWM London’ is what most people associate with IWM and was redeveloped in the 1960s to serve as the organisational corporate headquarters. The ‘Southwark building’ (as it was once known), designed by James Lewis was the former Bethlem Royal Hospital that was operational from October 1814. The hospital consisted of a range of buildings 580 feet long with a basement and three storeys, parallel to Lambeth Road, with a central entrance under a portico. The site was owned by Lord Rothermere, who had originally intended to demolish the building entirely in order to provide a public park in what was a severely overcrowded area of London. Eventually the central portion of the hospital building was retained while its two extensive wings were removed and the resulting space named Geraldine Mary Harmsworth Park. The ‘distinguishing dome’ was added by Sydney Smirke in 1846 and housed the hospital’s chapel. The building remained substantially unchanged until vacated by the hospital in 1930. The museum was reopened by the Duke of York (later King George VI) in its new accommodation on 7 July 1936.
All Saints Annexe
In 1966 the Lambeth Road building was extended to provide collections storage and other facilities, the first major expansion since the Museum had moved to the site. The development also included a purpose-built cinema. In 1967 the museum acquired a pair of 15-inch naval guns; one had been mounted on the Royal Navy’s HMS Ramillies and the other on both HMS Resolution and HMS Roberts. In September 1972 the building received Grade II listed building status. In 1983 the museum approached engineering firm Arup to plan a phased programme of works that would expand the building’s exhibition space, provide appropriate environmental controls to protect collections, and improve facilities for visitors. The works were completed in several phases during 1986 to 2004 providing a centrepiece atrium large exhibits gallery, improved storage and visitor facilities. In January 2013, the first phase of a five-phase regeneration project (‘Transforming IWM London’ (TIWML)) commenced, with phase 2 due to complete in October 2021. The above history is testament to the challenges of managing and maintaining the estate, with complexity and nuances throughout the buildings and associated infrastructure.
Imperial War Museums acquired the All Saints Annexe in Austral Street off West Square in 1988. The building backs onto Geraldine Mary Harmsworth Park and was originally an orphanage, later used as a hospital and most recently it housed the IWM Director General, Executive Directors and myriad museum corporate offices and meeting spaces. All Saints was leased to a third party in 2021 with the new tenants investing heavily in the building. Although not listed by Historic England, the building is understood to have ‘protected’ status.
Parkside
The brownfield land adjacent to the All Saints Annexe was developed by IWM to offset the loss of that facility, but also to provide a more appropriate building for use as a creative hub. A new 1100m2 three storey, modular construction building was completed on the site in November 2021 and, due to the Covid pandemic, will only be occupied from July 2022. The facility is a BREEAM Excellent rated building that is in keeping with the local area and includes a staff café.
IWM Duxford IWM Duxford is Britain’s largest aviation museum. The site dates back to the end of the First World War in what was a standard layout conveniently separated by a public road (now the A505). The south of the A505 was classed as the ‘technical’ site, for flying operations, and that to the north, the ‘domestic’ site, with barrack huts and mess buildings. The site was expanded significantly 1934-39, with further modifications both during and after the Second World War. During the Second World War Duxford played a prominent role in the Battle of Britain and was later used by United States Army Air Force fighter units. Duxford remained an operational airfield until its closure in 1961. Imperial War Museums purchased the site in 1976 and many of the original buildings remain in use, even though some were considered temporary when built. There are some 104 buildings on the site, including three the First World War vintage hangars, various masonry buildings and single-skinned huts with variety of roof forms and finishes. Modern buildings include the Land Warfare Hall (LWH) built in 1990, the ‘Airspace’ building (built originally in 1982 and extended in 2006) and the American Air Museum (AAM) built in 1999. The Airspace building is highly visible from the adjacent M11 and is now symbolic of IWM Duxford. The AAM is visually striking, with a vast curving concrete canopy creating a single vaulted space within to hang exhibits. Like the London sites, the Duxford site poses unique challenges in terms of the estate; 35 buildings are listed Grade 2 and a further four are of Grade 2* designation. Planning has recently been approved for a 168-bed hotel alongside the Airspace building, which is an exciting development for IWM.
Ancillary Accommodation (Ickleton Film Store)
Located approximately 3km south of the Duxford museum, the Ickleton site is owned by the IWM Development Trust and provides a specialised facility for the storage of volatile nitrate film in a conditioned (cooled) environment with bespoke fire risk engineering. The site covers approximately 5 acres and is predominantly made up of a large, grassed, earth-bunded area, surrounding concrete storage cells and supporting infrastructure. The facility will be emptied of all product sometime in 2022, so will become surplus to requirement and re-development options are being considered.
IWM North IWM North, located in Trafford, Manchester, was opened in 2002. It was the first branch of the museum outside southeast England, and the first to be purpose-built as a museum. The visually striking building, overlooking the Manchester Ship Canal at Salford Quays, was based on the concept of a globe shattered by conflict into shards and reassembled. These shards, representing earth, air and water, give the building its shape. The building essentially comprises an aluminium clad, steel and concrete framed building, with concrete floors and stairs covering four levels. The vertical feature referred to as the ‘Air Shard’ is of tubular steel framing faced with aluminium cladding. Internally, besides corporate, staff and visitor facilities, the museum’s first floor main gallery space houses permanent exhibitions, with the walls used as screens for the projection of an hourly audiovisual presentation. The museum also hosts a programme of temporary exhibitions, mounted in the special exhibition gallery. As a relatively new part of the IWM estate, the building benefits from more recent design and engineering. However, many major components and systems are approaching their end of lifecycle.
Churchill War Rooms Located beneath the HM Treasury building in the Whitehall area of Westminster, the original bunker facilities became operational in 1939 and were in constant use until the surrender of the Japanese forces. The doors were locked on 16 August 1945 and the complex was left undisturbed until the UK Parliament ensured its preservation as a historic site in 1948. IWM agreed to take over the administration of the site in 1982 and Prime Minister Margaret Thatcher opened the ‘Cabinet War Rooms’ in April 1984. In 2003 a further suite of rooms, used as accommodation by Churchill, his wife and close associates, were added to the museum. In 2005, the War Rooms were rebranded as the Cabinet War Rooms and the Churchill Museum. From an estate perspective, the structure is an exceptionally strong reinforced concrete bunker set over three levels: ground level, basement, sub-basement. The ground level is mainly used for IWM staff facilities and the visitor reception area, with the main museum housed at the basement level. The sub-basement is not open to the public and houses critical mechanical and electrical infrastructure for the safe occupation and use of the facilities. Particularly, fire safety and an ability to safely evacuate is of critical importance to IWM.
HMS Belfast HMS Belfast is a ‘Town’ Class Cruiser whose keel was laid 10 December 1936, launched in 1938 and commissioned into active service in 1939. One of the most powerful large light cruisers ever built, HMS Belfast is now the only surviving vessel of her type to have seen active service during the Second World War, playing a leading part in the destruction of the German battle cruiser Scharnhorst at the Battle of North Cape and is best known for her role during the Second World War in supporting the Allied troops on D-Day in the Normandy Landings. After the war, she supported United Nations forces in Korea and remained in service with the Royal Navy until 1965. Expected to be disposed of as scrap after she was decommissioned, in 1967 efforts were initiated to preserve HMS Belfast as a museum ship, but in 1971 the UK Government decided against preservation, prompting the formation of the private HMS Belfast Trust to campaign for her to be saved for the Nation. The Trust was successful in its efforts, and the Government transferred the ship to the Trust in July 1971. Brought to London in 1971, she was permanently moored on the River Thames near Tower Bridge in the Pool of London and opened to the public in October the same year. HMS Belfast became a branch of the IWM on 01 March 1978. HMS Belfast offers nine decks of history for visitors to explore. From the Captain’s Bridge to the sailors’ mess deck, operations room and engine rooms, visitors will hear her battle stories and experience what life was like for her 950 crew. The vessel has remained in situ since 1971 apart from one visit to Tilbury in 1982 and one to Portsmouth Dockyard in 1999 for dry docking work. Whilst HMS Belfast is the largest object in the IWM collection, it is set in an estate context and managed in an integrated way to ensure maximum benefit, safety and compliance is sustained, so far as reasonably practicable. As a decommissioned ship, power, water and drainage are provided as if it were a building, and preventative planned maintenance, and lifecycle activity, is conducted accordingly. However, the vessel is subject to numerous damaging forces, most notably external and internal corrosion from the River Thames and rain respectively. External corrosion is contained passively by a durable proprietary coating, applied at the last dry docking, and actively by an impressed current corrosion protection (CP) system. The external coating is due for life cycle replacement in 2024, but it has been assessed that risk can be taken and dry docking delayed to c2030 if the CP system is kept in optimal shape and regular inspections are undertaken. Internal corrosion is a real challenge due to the many routes for water to penetrate the ship from above, but an extensive project is ongoing to mitigate this risk. Going forward, to assure the overall health and survivability of the vessel, the new integrated management approach will seek to conserve and present the ship as an appropriate ‘object’ whilst concurrently applying sound infrastructure, marine engineering and naval architectural principles in decision making.
HMS Belfast is secured in place by Port of London Authority leased moorings and dolphins, and connected to Queens Walk on the Thames South Bank by a bespoke fixed gangway and movable brow. Additionally, there is a purpose-built pavilion on the quayside that acts as the reception and ticket office along with providing rooftop bar facilities.
About IWM
Values
Our four values guide us in our day-to-day work, but they also set principles for how we expect all of us to behave:
We are all authoritative:
We are all empathetic:
Be open
Be respectful & courteous
IWM is one of the world’s leading authorities on conflict and its impact on people’s lives – from 1914 through to the present day and beyond. Our collections are filled with personal stories and experiences, inspiring powerful and often conflicting emotions. We aim to share these stories with as many audiences as possible across the world in a way that engages and challenges them, increasing understanding of why we go to war and the effect that conflict has on people’s lives. In other words, we expect our stories to change the way people think about war. New challenges arise regularly on our diverse estate portfolio, so the Senior Technical Services Manager role requires an individual who thrives on this and will embrace complexity and nuance. This in turn will support our goal of delivering a safe and compliant estate with excellent facilities services provision for all users of our estate.
Be confident & think empowerment
Be flexible
Be supportive & listen
Be assertive
Be loyal & trusting
We are all relevant:
We are all courageous:
Be ambitious
Be challenging
Be collaborative
Take ownership & make decision
Show integrity & honesty
Be courageous
Job Description
We are one of the world’s leading authorities on conflict and its impact on people’s lives – from 1914 through to the present day and beyond. Our collections are filled with per - sonal stories and experiences, inspiring powerful and often conflicting emotions. We aim to share these stories with as many audiences as possible across the world in a way that engages and challenges them, increasing understanding of why we go to war and the effect that conflict has on peo - ple’s lives. In other words, we expect our stories to change the way people think about war. We rely on our staff to help us achieve this aspiration. You should be able to demonstrate the skills and competencies set out below, but equally we are looking for people who believe in what we do and who we are, and can treat every colleague, customer or visitor with respect, courtesy and honesty. We expect our staff to work flexibly and with en - thusiasm. These are the qualities that make IWM such an extraordinary place to work. Purpose of the job The Estate Asset Manager will be responsible for delivery of a professional, effective asset management service in line with IWM’s Corporate Estate Strategy, Sustainability Strat - egy and Estate/FM Directive. This will be achieved through the effective management of fixed and non-fixed assets.
Job Title Estate Asset Manager
Location IWM Duxford or IWM London
Department Visitor and Property Services
Reports to Head of Estates
Salary Circa £40,000 - 45,000 per annum
Grade Trading Company Grade 6
Duration Permanent
Normal Working Hours 36 hours per week net
Key duties
• Gathering evidence of ownership and liaising where appropriate with parties for relocation or removal. • Managing the Asset Investment Plan and associated registers. • Provide a primary point of contact for all Estates Management matters on site. • Ensure the periodic review and update of all site layouts and building plans. • Working with Procurement and the Business Support Department, manage the IWM estate lettings, rent and rates. • Working with the Head of Estates to refine business strategy and operations. • Supporting the project teams with operational business as usual when required • Interact and update the museums assets on the government asset database. • Manage IWM’s global resource/desk booking system. • As advised by Head of Estates, implement IWM’s corporate Estates Strategy and, in particular, updating of the Estate Strategy Evaluation Matrix. • Ensure the EMS/CAFM system has the latest site strategies, policies and proce - dures for to ensure compliance with all statutory legislation and preservation of historic and listed buildings. This will include updating and maintaining all building and facilities management records including statutory records, drawings, asset registers, etc. • Develop and implement innovative new ideas and procedures that may be re - quired to improve estates and facilities management delivery. • Support and cover for other colleagues whilst they are absent and undertake other tasks and projects as required or directed by the Head of Estates. • (Desirable) If competent, produce and/or update AutoCAD drawings. • Maintain and develop the estates ‘Asset Investment Programme’, in line with the current business strategy. Seek to adopt and implement a Strategic Asset Manage - ment Plan that assimiliates IWM’s future and current needs. • Management and maintenance of IWM’s internal EMS that enables optimal in - ter-departmental user access. To ensure the final model is quick to adapt and react to business demand. To always be considerate to business objective changes and create a future proofed, dynamic and user-friendly transferable model to which the rights are owned internally. • To maintain a central ‘hub’ of estate related information and safeguard its respec - tive level of sensitivity. QR • Oversee and monitor the implementation of a new ‘Lettings Management System’ in accordance with the Commercial Lettings Policy. Seek to understand the muse - ums current position, test and snag the new system, and utilise any outstanding commercial opportunities. • Oversee and manage the asset related contractual duties of the incumbent FM service provider. Assist on IWM sites with asset surveying and verify the resultant records. • Maintain and manage an impartial record of audit/compliance reports across the estate. Ensure all periodic checklists are recorded and uploaded to EMS. • Ensure high levels of estate presentation are achieved and recognised.
In addition, your duties will include: • Act as the primary client contact at IWM for all estate management matters includ - ing asset management, to deliver a professional management service that sup - ports the corporate and branch needs of the Imperial War Museums. Activities will include, inter alia: • Acting as the IWM ‘Superuser’ on the IWM Estate Management System (EMS and CAFM system for all fixed and non-fixed assets. • Assisting with planning and forecasting of forward maintenance activities to sup - port the business planning process. • Monitoring the estate for poor use of space, either in terms of administration or storage. To coordinate this usage with the Masterplan teams and create a more effective usage plan. • Challenging building / space ‘custodians’ in the use of spaces that may not actually be theirs. • Highlighting poor and unsafe storage practices and to identify areas of improve - ment. • Acting as an enabler for change, helping partners, volunteers and staff to find more efficient optimal use of the spaces. • Managing the register of objects, items and miscellaneous ‘junk’ accumulated over time and to assist the Head of Estates, and the Department of Collections Manage - ment team in the disposals decision making process. To identify and implement learning and development needs for both yourself and, if applicable, your team (including volunteers), if appropriate. You will be expected to comply with corporate standards, and use corporate systems, processes and procedures– and undertake any necessary training as directed. You will be expected to work independently as well as across different teams at all five IWM branches (London, Duxford and Manchester) in order to contribute to, and deliv - er, the priorities of IWM - using your knowledge, skills, talent and potential to the best of your ability. You will focus at all times on delivering excellent customer service, ensure value for money at all times while being professional, courteous and demonstrating the behav - iours and attributes expected of all IWM employees. You will also adhere to all corpo - rate standards, and use corporate systems as directed to ensure consistency of ser - vice, brand and operational standards. You will be an experienced specialist in your area and take on broad responsibilities, working across departments effectively, working with individuals, partners and where appropriate volunteers.
Continuous Development Our four values guide us in our day-to-day work but they also set principles for how we expect all of us to behave:
This job description is not all encompassing. Over time the emphasis of the job may change without changing the general character of the job. Your duties may be re - viewed from time to time and revised and updated in consultation with you to reflect appropriate changes.
Person Specification
Key competencies
• Developing Diversity (C) Encourages the team to develop a better understanding of customers and staff from non-traditional backgrounds. Demonstrates a personal commitment to fairness and equality of opportunity. Decisively tackles approaches or attitudes that are biased. • Commercial Acumen (C) Complements their technical and professional expertise with business skills. Understands the realities and complexities of running a cost- effective service. Manages resources responsibly.
• Proactive Change (C) Takes an active role in encouraging and implementing new ideas. Demon - strates a creative and flexible ap - proach. Uses delegation and coaching to help others to develop new skills • Planning & Results Drive (C) Identifies priorities and consistently achieves key targets. Takes practical steps to overcome obstacles to personal and team goals. Tackles tasks in a systematic, efficient and logical manner. Demonstrates a persistent and determined attitude in the face of difficulties. • Encouraging Collaboration (C) Develops positive and productive relationships with colleagues at IWM and other organisations. Encourages the team to consult with and listen to others. Uses collaboration to deliver more effective solutions. • Meeting Customer Needs (C) Applies excellent two-way communication skills in order to fully understand customer needs and expectations. Values all types of customers and is genuinely committed to providing them with a positive experience of the organisation.
Essential criteria
• Have a track record of high achievement attribut - ed to an energetic and resourceful approach
• Understanding or personal and corporate H&S, working with contractors and in-house resources
• Good IT proficiency (e.g. Microsoft Word, Excel, Access and CAD.); training will be given in our specialised software.
• Good communicator at all levels
• Have a good track record of asset management and project management
Desirable
• Member of an appropriate professional institu - tion (IWFM, CIPD, CILT, APMP, IAM etc)
• Experience of providing asset/facilities manage - ment services in an environment open to the public.
• AutoCAD, Microsoft Access developer proficient.
Working for IWM
Benefits
• The benefits listed below are discretionary and IWM reserves the right, with due notice, to vary or withdraw them at any time. All such benefits apply during the course of your employment only. • Our generous full-time equivalent annual leave allowance is 25 days per annum plus public holidays rising to 30 days after 5 years. • Access to our Company Group Pension Plan with competitive Employer Contributions. • 20% discount in all IWM’s on-site shops. • A 25% discount in IWM’s cafes. • Free entry to a large number of other museums & galleries and their exhibitions which we have reciprocal arrangements with. • Enhanced maternity and paternity benefits dependent on length of service. • Access to our in-house training programmes and development • Access to an interest free season ticket loan scheme after three months service. • Access to a Ride 2 Work Scheme • Access to our Employee Assistance Programme, and Career Development Advice. • IWM staff also have access to The Charity for Civil Servants ser - vices and support. • Eligibility to join the Civil Service Sports Club, securing addition - al discounts and benefits. • Access to social events run by groups with IWM.
Application Process
Imperial War Museums is being supported on this recruitment campaign by the search consultancy The Management Recruitment Group (MRG). To arrange a confidential briefing conversation please contact our retained advisors, Matthew Giles (matthew.giles@ mrgpeople.co.uk | 07530680159) of MRG. Applications should consist of a comprehensive CV (of not more than 4 pages) and should be sent to matthew.giles@mrgpeople.co.uk.
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