QMUL - Head of Strategic Space Management

Head of Strategic Space Management Candidate Information Pack

Queen Mary University of London is one of the UK’s leading research-focused higher education institutions. With over 25,000 students, 4,500 staff and an annual turnover of £430m, we are one of the largest University of London colleges.


• • Welcome to Queen Mary University of London

• The role of Head of Strategic Space Management

• • Job Description

• • Person Specification

• • Further Information and How to Apply

Welcome to Queen Mary University of London

Queen Mary University of London teach and research across a wide range of subjects in the humanities and social sciences, medicine and dentistry, and science and engineering.

Based in a creative and culturally diverse area of east London, the main site in Mile End is one of the largest self-contained residential campuses in the capital.

Our research excellence

Queen Mary has made a strategic commitment to the highest quality of research. The University has invested in this principle by systematically recruiting the best academics in their disciplines from around the world.

The results of the most recent national assessment of research – the Research Excellence Framework (REF 2014) – have confirmed its place in the very top group of research-led universities in the UK.

Overall it was ranked 9th in the UK among multi-faculty universities and 5th in the UK for the percentage of our 3* and 4* research outputs.

Russell Group institution

Queen Mary is one of 24 leading UK universities represented by the Russell Group, that are committed to maintaining the very best research, an outstanding teaching and learning experience, excellent graduate employability and unrivalled links with business and the public sector.

High-quality learning experience

Queen Mary offers students a stimulating, supportive and high-quality learning experience, with teaching inspired by our world-leading research.

QMUL have invested in new facilities over the past five years to offer its students an exceptional learning environment. Recent developments include the £39m Graduate Centre, providing 7,700 square metres of learning and teaching space, and the new Dental Hospital, home to the Institute of Dentistry, the UK’s first new dental school in forty years. Future developments include the planned new school of Business and Management (8,500 square metres).

Estates & Facilities

The Estates and Facilities Directorate is core to the University’s strategic ambition to provide a world-class managed estate with excellent facilities for staff and students.

The mission of Estates & Facilities is to ensure that the campus buildings, environment, and facilities reach the highest standard of design, sustainability, and presentation. This is to reflect the ambition of Queen Mary, enhance the student experience and promote QMUL as a world class academic institution.

Annual Report on Widening Participation and Outreach (WP&O) | 2013–14

About the role

The University has bold ambitions over the next decade that will see QMUL grow and advance significantly as a leading research and teaching institution globally. This includes growth of student numbers in London by circa 7,000 (headcount) with c. 70,000m2 of the estate to be developed by 2030 through the delivery of several interdependent major capital projects. To support this growth the University will need to apply innovative asset management techniques to maximise the potential of the existing estate portfolio whilst facilitating ambitious future development and investment in world-class facilities. As part of the Estates and Facilities Directorate the Head of Strategic Space Management will take the lead role in ensuring that the University utilises and optimises its 238,000m2 estate portfolio to the greatest possible extent. Key aspects of the role include analysis and reporting on current space utilisation, engaging with the academic community to understand current space pressures, space strategy and policy development, input into brief development for capital projects, and design and implementation of new ways of working strategies to support QMUL’s overall strategy of growth and research and teaching excellence.



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The successful candidate will possess proven experience and track record leading the development and implementation of space and workplace strategies at a senior and influential level. You will have excellent interpersonal and communication skills with high-level influencing abilities and the ability to operate successfully in a large scale, complex organisation with a broad spectrum of stakeholder groups. We are seeking an individual that can demonstrate a track record of leading change and transformation in the way that space is used resulting in improved functionality, optimisation and user satisfaction. This role presents and exciting opportunity to drive forward the campus development and innovative space and workplace management facilities and behaviours across a diverse range of workplace, teaching and research spaces, at a transformative period for the organisation.

University of Surrey


Duties and Responsibilities

Job Description

Job Title:

Head of Strategic Space Management

School/Dept/ Institute & Centre:

Estates and Facilities Directorate

Reports to:

Assistant Director Estates and Facilities (Property and Space Management)



Full Time

Appointment period: Current Location:


Mile End Campus. Post holder will be required to carry out duties at all QMUL sites

Job Context

QMUL is a member of the prestigious Russell Group of Universities, which represents 24 UK Universities which are committed to maintaining the best research, outstanding teaching and learning and unrivalled links with the business and public sector. As a multi faculty Institution, with Schools in Humanities and Social Science, Science and Engineering and Medicine and Dentistry, it has a very diverse Estate. The University has three main sites, the Mile End, Whitechapel and Charterhouse Square campuses, with further accommodation on the Bart’s site at West Smithfield and at Lincolns Inn Fields. The University Estate comprises 80 buildings including the residential estate, and a total Gross Internal Area of approximately 238,000 square meters. The Property and Space Management team form part of the Estates and Facilities Directorate and are responsible for estate management, property acquisitions and disposals, contributing to the development of Estates Strategies, maintenance of the property space database and space planning.

Job Purpose

To lead, develop and manage the University’s approach to space planning, allocation and management, thus ensuring that the University gets maximum value and the most effective use of its Estate.

Main Duties & Responsibilities

• Space Management. To provide an ongoing analysis of QMUL’s evolving space needs, consulting widely with Faculties and Central Professional Services. Work closely with the capital projects team to make recommendations for the future size and configuration of the Estate so as to support the QMUL Strategic Aims. • Space Planning. To make recommendations on the use of space to the University, the Space Management Group, Faculties and Central Professional Services. To undertake proactive negotiations with users who have requested additional space, and develop options for meeting their space needs. The post-holder will work closely with the minor works team to ensure that all projects are appropriate and meet the principles of the Space Management Policy. • Space Utilisation. To implement the Space Management Strategy, and monitor performance of key metrics within the Space Policy and Space Standards. The post-holder will also be expected to manage space utilisation surveys, and analyse the resulting data with a view to developing faculty-level action plans for improving utilisation of all space types.

• Move/relocation management. Working with colleagues in Capital Projects and Facilities Management, as required to lead on the relocation, including development of room layouts, of groups of staff and students. Where major moves are envisaged as a result of significant capital projects, move management will ordinarily fall within the remit of the relevant capital project management staff. • Behavioural change in relation to space utilisation. Help to foster culture change to introduce new “smart” working practices, where appropriate, to make the most effective use of work spaces, identifying any adjustments (physical or otherwise) in order that the working experience for staff is improved and not adversely affected. • Reporting in relation to space. Working with the Space Data Manager provide management information and data for the development of business cases for potential capital projects, and for such other purposes as required. • Strategic Planning. As required to contribute to the planning process with regard to minor works, capital projects and initiatives to support growth in teaching and research activity and the quality of the student experience.

• Space Management Group. To assume responsibility for servicing/running the University Space Management Group.

The above list of responsibilities is not exhaustive and the jobholder may be required to undertake other duties commensurate with the level of the role, as reasonably requested by their line manager.

This job description sets out the duties of the post at the time it was drawn up. Such duties may vary from time to time without changing the general character of the duties or level of the responsibility entailed. Such variations are a common occurrence and cannot in themselves justify a reconsideration of the grading of the post.

Annual Report on Widening Participation and Outreach (WP&O) | 2013–14 Duties and Responsibilities

Person Specification

This table lists the essential and desirable requirements needed in order to perform the job effectively. Candidates will be shortlisted based on the extent to which they meet these requirements.


Essential / Desirable

How Assessed


A and I

Qualifications Educated to degree level or equivalent work experience.

Experience of space management at a senior and strategic level in a complex multi-building organisation. Successful record of high-level stakeholder influence particularly with professional and specialist groups.


A and I

Knowledge, Skills and Experience


A and I

Proficient in the use of AutoCAD and Excel.


A and I

Highly numerate and analytical.

Highly organised with good attention to detail, deadlines and accuracy. Excellent communication skills able to write clear and concise reports and give clarity orally to specialists and non specialists at varying degrees of seniority. Ability to work under pressure (multitask, hit deadlines), and work flexibly to meet deadlines. Experience of working within the HEI sector and knowledge of key challenges facing the sector. Excellent interpersonal skills.

A and I


A and I


A and I A and I


A and I

Track record of implementing agile working



Track record of working with timetabling staff responsible for meeting the needs of the teaching programme.

A and I

Knowledge of best practice in space utilisation.


A and I

Essential/Desirable: E = Essential: Requirements without which the job could not be done. D = Desirable: Requirements that would enable the candidate to perform the job well. How Assessed: A = Application | I = Interview | OM = Other Means (e.g. presentation, test, etc.).



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University of Surrey


Further Information and How to Apply A wide range of benefits are available, this includes 30 days annual leave (plus University closure days and public holidays), a defined benefit pension scheme and also an interest-free season ticket loan. For further details of the benefits of working at QMUL please visit http://www.hr.qmul.ac.uk/workqm/index.html Applications should consist of a CV and covering statement outlining key matching experience and rationale for applying for the post. Applications should be sent to; ben.duffill@mrgpeople.co.uk or marcus.may@mrgpeople.co.uk.

For a confidential and informal discussion, please contact the University’s appointed recruitment partners Ben Duffill and Marcus May at The Management Recruitment Group.

Ben Duffill

Marcus May

020 3962 9900 | 07976 125 010

020 3962 9900 | 07966 827 411 marcus.may@mrgpeople.co.uk


52-54 Gracechurch Street, London, EC3V 0EH.


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