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Estates Capital Project Manager

Employer
Greenshaw Learning Trust
Location
Sutton, Gloucester, Plymouth
Salary
£44,539 - £49,890
Closing date
11 Apr 2023

Job Description

Scope of Role

The post holder will be managing on behalf of the Greenshaw Learning Trust (GLT):

  • Estates designated projects, including refurbishment of existing buildings.
  • Project manage elements of sustainability, suitability, environmental and energy strategies.
  • Project manage and support the management of the condition of the GLT estate.
  • Supporting schools with project management of internal projects and projects funded by other sources
  • Supporting the due diligence process for new schools joining GLT
  • Property lease/licence arrangements.

Financial Responsibility

To work within the procedural elements and designated authorities' approval levels as directed by the Board of Trustees and the Academy Financial Handbook.

  •  Contribute to the prioritisation and allocation of the School Condition Allocation (SCA) budget
  • Responsibility for the management of individual projects as designated.
  • Ensuring that all work has a purchase order assigned to it and is reconciled against each project.
  • Liaising with the Head of Estates and Head of Procurement to agree the appropriate procurement process.

Main responsibilities and duties

The Estates Capital Project Manager will be responsible for the planning, implementation and management of all designated capital projects and small school-based projects, including coordination of activities, managing and monitoring of consultants and contractors to deliver projects within scope, on time and within budget. In particular to:

  • To develop and manage the receipt of preliminary briefs from Headteachers, Regional Estates Managers and advise on project brief development, provide input for the business case and liaise on the most suitable method of procurement, outline timings and costs.
  • Produce project initiation documents (PID), and project execution plans (PEP) and other standard documentation in line with estates project management procedures.
  • With the project working group, other users and stakeholders, develop the initial and detailed briefs. Research, identify, provide information and arrange visits as appropriate to include innovative and new exemplar buildings and facilities within the briefing process.
  • Produce outline proposals based on preliminary briefs and ensure that they have been correctly interpreted, organise feasibility studies to take account of local conditions, local authority views and other affected agencies.
  • Develop a robust project budget and business case with the assistance of external consultancy teams where appropriate, working within GLT’s financial and project approvals processes.
  • Develop a full project design with the assistance of external consultancy teams.
  • Liaise with specialist contractors to ensure the necessary planning consents and clearances are obtained from the relevant statutory bodies.
  • Assist with the preparation of all tender documentation working in conjunction with the Head of Procurement; ensure that specifications including GLT requirements are met.
  • Collate advice on proposed construction methods, materials, and fittings, long-term running costs from professionals. This advice may include changes in costs, programme, materials etc.in a value engineering exercise.
  • In association with the Head of Procurement, Finance & Legal team, assist with the completion and preparation of contract documents and co-ordinate the provision of bonds, insurance policies, collateral warranties and the like.
  • Constantly monitor the construction programme, monitor progress, negotiate variations to contracts and exercise quality control. Provide regular progress reports to the Head of Estates.
  • Responsible for deciding on escalation measures, where projects are at risk, and deciding when to manage issues through formal channels
  • Where required, facilitate formal site meetings, set agendas and accurately record proceedings, specifically noting progress and decisions made to be compliant.
  • Prepare regular financial reports and carefully record all transactions ensuring payments are made promptly and that contingency expenditure is kept under tight control.
  • Ensure certificates are issued at the end of any project by the appointed Contract
  • Administrator and ensure that GLT Financial Regulations are complied with in every respect.
  • Advise on handover procedures and ensure that all works are delivered to the standards and specifications set out in the contract documents
  • Ensure that commissioning is executed thoroughly and properly documented, and that the estates team have been given the opportunity to confirm that all installations comply with the standard specifications
  • In accordance with the respective conditions of contract instruct that completion certificates are only issued when the school is completely satisfied with the completed works and that any schedules of defects have been agreed. In addition, ensure that non-completion certificates, if appropriate, are issued in a timely manner.
  • Ensure that all current building files including existing drawings, are updated with information obtained from Health & Safety files, operating manuals, Building Information Modelling (BIM) models (where appropriate), and handed over to the school at practical completion and ensure a full programme of training for maintenance staff takes place at this time.
  • Ensure that final accounts are prepared, including professional fees, issue final certificates and ensure that all identified defects are cleared satisfactorily and within the set timescales.
  • To ensure there are appropriate channels of communication established and maintained between the project team members and other staff within Estates Management, school site teams and external contractors, suppliers and consultants.
  • To keep up to date with relevant technical and regulatory developments in areas of professional responsibility which arise due to publication of new initiatives and legislation.
  • Manage health and safety through the lifecycle of all projects.
  • To ensure the appropriate standards of Health and Safety are maintained at all times in respect of any works carried out on behalf of GLT, particularly in respect of statutory requirement, Legislative Regulation Policies and Procedures. 
  • To provide written and verbal reports on the allocation and progress of capital projects and budget to the Board of Trustees and its committees
  • Assist the Head of Estates in the production and submission of the DfE/ESFA and other government/statutory returns relating to capital projects
  • Undertake regular reviews of external consultants’ quality and standards of work, and to main a register of efficient and reliable consultants
  • Responsible for making sound decisions based on the knowledge of the Trust's strategic position
  • Contribute to the operational delivery of the Trust's Environmental Policy and Decarbonisation strategy

Person Specification
The successful applicant will meet the following person specification. Please note that the listed criteria will form the basis of the selection process. Applicants should address all elements of the Person Specification, demonstrating experience and where appropriate citing supporting examples
within their application.

Essential 

Training, Qualifications and Experience:

  • Minimum of A level education or equivalent work experience demonstrating this level of ability.
  • A professional qualification or demonstrable experience of working at a senior level in a building services or facilities management role.
  • Successful experience of managing and delivering complex projects.
  • Demonstrable experience of developing strong networks and communities amongst core stakeholders.
  • Experience of drafting briefings, presentations, and other high-level correspondence

Desirable 

  • Membership of a relevant professional body, or commitment to achieve. (NEBOSH Certificate, IOSH Managing Safely Certificate),
  • Project Management qualification, such as PRINCE 2.
  • Experience of working in a school environment interpreting government legislation relating to schools or similar public sector organisations
  • Experience of working across a multi-site organisation
  • Experience of managing asbestos removal works and/or asbestos.
  • Experience of reviewing, interpreting legal documentation such as land leases and land title to understand site management obligations.

Ability, Skills and Knowledge

Essential 

  • Budget management experience in a project related environment.
  • Excellent organisational, communication and problem-solving skills, with the ability to use your own initiative and work proactively both in a team and independently
  • Ability to assimilate data accurately and present this to other stakeholders clearly
  • Ability to review systems and processes, including the ability to identify areas for improvement
  • Strong ability to work to deadlines, and to complete work to a high standard
  • Ability to run training for individuals or groups of staff
  • Ability to develop and maintain effective working relationships across a wide variety of stakeholders
  • Self-awareness, with a drive for constant self-improvement and a laser focus on high standards personally and across the team

Desirable

  • Knowledge of compliance management systems, for example Every.
  • Working knowledge of statutory compliance and legal obligations for operating a public building.
  • Up to date knowledge of statutory regulations and guidance relating to this post.
  • Prepared to challenge non compliance

Personal Qualities

Essential 

  • Good interpersonal and relationship management skills including being able to influence, negotiate and deal with conflict.
  • Ability to maintain a positive and professional demeanour.
  • Ability to work with humility.
  • Ability to adapt to changes in the workplace.

Additional Requirements

Essential 

  • A commitment to improving the life chances of young people
  • Motivated by a desire to provide high standards of service delivery
  • Ability to demonstrate understanding of equal opportunities
  • Commitment to support the Trust’s agenda for safeguarding
  • Ability to travel to all GLT sites and a willingness to stay away overnight on occasion
  • A flexible approach to working hours

Desirable

  • Use of a car and current driving licence

 

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