Contract & Facilities Project Manager

UK Health Security Agency; Greater London; On-site; GBP 50,000 - 70,000; Full time

Job summary

UK Health Security Agency in Colindale is seeking a Project Manager to lead refurbishments, capital and minor works, and day-to-day management of estate projects. You will drive governance, manage budgets, schedule resources, and ensure benefits realisation while coordinating with clinical, scientific and corporate stakeholders.

The role requires strong leadership, governance and change management capabilities, with responsibilities spanning risk management, business case development and

Qualifications

• Educated to graduate degree level or equivalent experience in facilities management.
• Finance and budgeting skills to estimate costs, produce budget and control forecasts.
• Experience of capturing stakeholder needs, assessing and defining those needs to arrive at an agreed schedule of requirements.
• Experience of identifying and monitoring risks and issues, planning how to mitigate / respond to those risks and issues and implementing the responses.
• Experience of clearly defining roles, responsibilities and accountabilities and establishing controls and approval routes appropriate to each stage of the project to monitor project progress and compliance, including project reviews
• Experienced at identifying, quantifying, mapping and tracking project benefits to justify investment in the project, and to provide assurance that the benefits identified can be realised.
• Take into account different individual needs, views, and ideas, championing inclusion and equality of opportunity for all effectively managing conflict, misconduct and non-inclusive behaviour, raising with senior managers where appropriate.
• Ability to develop, produce and maintain schedules for activities that take account of dependencies, resource requirements and constraints in order to enable the efficient realisation of benefits.
• Ability to plan, develop, maintain and apply quality management processes to ensure the adherence to those standards throughout the project delivery lifecycle.
• Ability to integrate the project outputs into ‘business as usual’ (BAU) ensuring that activities are planned and completed to enable the business to implement the change and realise the benefits
• You influence others, you articulate the rationale to gain their agreement.
• An understanding of and commitment to equality of opportunity and good working relationships

Responsibilities

• Delivery: Create and lead Planned Preventative Maintenance, Building Management Systems and projects to deliver the agreed outcomes within time, cost and quality constraints.
• Project Management: Day to day management and effective leadership and management control of the project and the project team.
• Contractor Management: Supervision and coordination of Hard Services contractor activities.
• Business Case: Coordinate development of Capital and Minor Works Business Cases.
• Budget: Track delivery within budget.
• Resources: Schedule / manage and deploy resources to deliver the project identifying skills where necessary.
• Stakeholder Management: Identify key stakeholders and develop and maintain effective relationships.
• Risks & Issues: Identify and monitor project risks and issues; develop mitigating actions.
• Governance: Provide key project reports and support effective governance and decision making.
• Assurance: Support or set appropriate project assurance and engage with project reviews.
• Change Management: Ensure effective Change Management processes are in place to agree and document changes to deliverables as agreed with stakeholders.
• Guidance & Support: Seek appropriate support, guidance and coaching from the project community.
• Project Performance & Controls: Develop Project and Planned Preventative Maintenance Plans and apply appropriate project principles to deliver stated objectives.
• Communication and Key Working Relationships: Develop effective working relationships and communicate regularly with a wide range of individuals.

Skills

Budgeting

Stakeholder management

Risk management

Change management

Leadership

Communication

Quality management

Schedule planning

Project governance

Education

Graduate degree

NVQ4 or equivalent

Job description

This role is being offered as a 24 months fixed term appointment/loan/secondment (24 months from start date.)

Job Overview

The Facilities Management Department is responsible for delivering high quality and cost effective Estates and Facilities management services across UK Health Security Agency (UKHSA) Colindale site and for providing suitable facilities for the delivery of the UK Health Security Agency operations and services, consistent with government policies.

The Facilities Management Team supports the Head of Site Services in the execution of his role and deliver the accommodation capital programme, proactively manage the FM services on the Colindale site, and ensure the smooth daily running of accommodation related contracts.

As Project Manager, you will lead/manage refurbishments revenue and capital works projects and facilities and engineering works on a day-to-day basis. You will be responsible for driving and overseeing the delivery of the capital and estates projects and works to ensure that the objectives are clearly defined, monitored and achieved within the agreed time, cost and quality constraints ensuring readiness for change.

As Project Manager, you will play a key role in contract and project governance and working with stakeholders, to ensure the agreed outputs are delivered to enable benefits to be realised. You will have effective leadership, interpersonal and communication skills.

Specific duties of the role may vary depending on the site and teams/functions:

Delivery

• Create and lead Planned Preventative Maintenance, Building Management Systems and projects to deliver the agreed outcomes within time, cost and quality constraints.

Project Management

• Day to day management and effective leadership and management control of the project and the project team. Set project controls. Design the project structure appropriate to stage. Select and apply appropriate delivery methodologies. Manage effective transition between project phases.

Contractor Management

• Supervision and coordination of Hard Services contractor activities.

Business Case

• Coordinate development of Capital and Minor Works Business Cases.

Budget

• Track delivery within budget.

Resources

• Schedule / manage and deploy resources to deliver the project identifying skills where necessary. May work independently or with a team.
• Ensure benefits are identified, understood, measured, tracked and owned. Ensure appropriate Benefits Realisation Strategy is in place and monitor longer term delivery of benefits against the Business Case.

Stakeholder Management

• Identify key stakeholders and develop and maintain effective relationships.

Risks & Issues

• Identify and monitor project risks and issues. Develop mitigating actions and escape as appropriate.

Governance

• Provide key project reports and support effective governance and decision making.

Assurance

• Support or set appropriate project assurance and engage with project reviews.

Change Management

• Ensure effective Change Management processes are in place to agree and document changes to deliverables as agreed with stakeholders.

Guidance & Support

• Seek appropriate support, guidance and coaching from the project community. Show commitment to personal development. Promote effective individual and team performance. Share and promote best practice and lessons learned to create a culture of learning and good practice that supports continuous improvement to optimise project delivery.

Project Performance & Controls

• Develop Project and Planned Preventative Maintenance Plans and apply appropriate project principles to deliver stated objectives.
• Identify and set appropriate Project Control.
• Track and report delivery against milestones including the Building Management System.

Communication and Key Working Relationships

• The post holder will develop effective working relationships and communicate regularly with a wide range of individuals, including internally: clinical and non-clinical staff, scientists, academics, corporate staff e.g. HR and Payroll, managers and Directors. External: NHS, Academic Institutions, other Civil Service Departments, public bodies, stakeholders and members of the public. This may include verbal face to face communication, including delivering presentations and by phone, email, correspondence, reports and briefings.

Please note this list is not exhaustive.

• Educated to graduate degree level/NVQ4 or equivalent experience in facilities management.
• Finance and budgeting skills to estimate costs, produce budget and control forecasts and gain financial approval for project and resource costs, working with finance colleagues to monitor spend against the contract.
• Experience of capturing stakeholder needs, assessing, defining and justifying those needs to arrive at an agreed schedule of requirements using appropriate communication and engagement channels
• Experience of identifying and monitoring risks and issues, planning how to mitigate / respond to those risks and issues and implementing the responses.
• Experience of clearly defining roles, responsibilities and accountabilities and establishing controls and approval routes appropriate to each stage of the project to monitor project progress and compliance, including project reviews
• Experienced at identifying, quantifying, mapping and tracking project benefits to justify investment in the project, and to provide assurance that the benefits identified can be realised.
• Take into account different individual needs, views, and ideas, championing inclusion and equality of opportunity for all effectively managing conflict, misconduct and non-inclusive behaviour, raising with senior managers where appropriate.
• Ability to develop, produce and maintain schedules for activities that take account of dependencies, resource requirements and constraints in order to enable the efficient realisation of benefits.
• Ability to plan, develop, maintain and apply quality management processes to ensure the adherence to those standards throughout the project delivery lifecycle.
• Ability to integrate the project outputs into ‘business as usual’ (BAU) ensuring that activities are planned and completed to enable the business to implement the change and realise the benefits
• You influence others, you articulate the rationale to gain their agreement.
• An understanding of and commitment to equality of opportunity and good working relationships

One of the following:

• Experience of Contract Management in Hard Services
• Experience of preparing, developing and commissioning FM projects in terms of benefits, value for money and risk.