Contract & Facilities Project Manager

Job summary

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

Job description

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.

Benefits Realisation

• 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 escalate 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 Controls

• 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.

Person specification

Essential Criteria

• 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

Desirable criteria:

One of the following:

• PRINCE2 Practitioner
• Agile Project Management Practitioner
• Experience of Contract Management in Hard Services
• Experience of preparing, developing and commissioning FM projects in terms of benefits, value for money and risk.

Benefits

Alongside your salary of £46,310, UK Health Security Agency contributes £13,416 towards you being a member of the Civil Service Defined Benefit Pension scheme. Find out what benefits a Civil Service Pension provides.

We pride ourselves as being an employer of choice, promoting equality of opportunity to actively encourage applications from everyone, including groups currently underrepresented in our workforce. UKHSA's ethos is to be an inclusive organisation for all our staff and stakeholders. To create, nurture and sustain an inclusive culture, where differences drive innovative solutions to meet the needs of our workforce and wider communities. We do this through celebrating and protecting differences by removing barriers and promoting equity and equality of opportunity for all.

• Learning and development tailored to your role
• An environment with flexible working options
• A culture encouraging inclusion and diversity
• A Civil Service pension with an employer contribution of 28.97%

Things you need to know

Artificial intelligence

Artificial intelligence can be a useful tool to support your application, however, all examples and statements provided must be truthful, factually accurate and taken directly from your own experience. Where plagiarism has been identified (presenting the ideas and experiences of others, or generated by artificial intelligence, as your own) applications may be withdrawn and internal candidates may be subject to disciplinary action. Please see our candidate guidance (opens in a new window) for more information on appropriate and inappropriate use.

Selection process details

Stage 1: Application & Sift

This vacancy will be assessed using a competency-based framework which will assess your qualifications, knowledge and experience and / or skills and abilities outlined in the essential criteria.

You will be required to complete an application form. You will be assessed on the listed 12 essential criteria, and this will be in the form of an:

• Application form (‘Employer/ Activity history’ section on the application)
• 1500 word supporting statement.

This should outline how you consider your skills, experience and knowledge provide evidence of your suitability for the role, with reference to the essential criteria.

You will receive a joint score for your application form and statement. (The application form is the kind of information you would put into your C.V –please be advised you will not be able to upload your CV. Please complete the application form in as much detail as possible). Please do not email us your CV.

Healthjobs UK has a word limit of 1500, but your supporting statement must be no more than 1500 words. We will not consider any words over 1500.

Longlisting: In the event of a large number of applications we may longlist into 3 piles of:

• Meets all essential criteria
• Meets some essential criteria
• Meets no essential criteria

Only those who ‘Meet all essential criteria’ will proceed to shortlisting.

Shortlisting: In the event of a large number of applications we may conduct an initial sift, on the lead criteria of (one or more essential criteria)

• Educated to graduate degree level/NVQ4 or equivalent experience in facilities management
• 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

Desirable criteria may be used in the event of a large number of applications/large number of successful candidates.

If you are successful at this stage, you will progress to interview & assessment.

Feedback will not be provided at this stage.

Stage 2: Interview- Competency Based

You will be invited to a single face to face interview. When face to face interviews are planned, in exceptional circumstances, we may be able to offer a remote interview.

Knowledge, experience, skills & abilities will be tested at interview.

There will be a presentation which should last no more than 10 minutes maximum which will be based on:

• Delivering capital projects in Healthcare: Balancing Safety, compliance and operational continuity.

Full details will be provided to candidates successful at securing an interview.

Interviews dates to be confirmed.

Once this job has closed, the job advert will no longer be available. You may want to save a copy for your records.

Eligibility Criteria

External: Open to all external applicants (anyone) from outside the Civil Service (including internal applicants).

Location

This role is being offered as office/lab based at our Scientific Campus in Colindale, London. Please note hybrid working is not available for this role.

For Fixed term posts

If you are not currently a civil servant, you will take up the post on a Fixed Term appointment. You may be able to take this role up as a Secondment. If you are an existing Civil Servant, based outside of the UKHSA, you will take up the post as a loan which you will need your department to agree. You cannot take the post up as a fixed term. If you are an existing UKHSA member of staff, you will take up the post as either a level transfer or a temporary promotion as per the UKHSA’s Pay policy.

Security Clearance Level Requirement

Successful candidates must meet the security requirements before they can be appointed. The level of security needed is CTC - Counter-terrorist Check.

When based at one of our scientific campuses, you will be required to have a Counter Terrorism Check security vetting check as a minimum. For meaningful National Security Vetting checks to be carried out individuals need to have lived in the UK for a sufficient period of time. You should normally have been resident in the United Kingdom for the last 3 years as the role requires Counter Terrorism Check (CTC) clearance. In exceptional circumstances UK residency less than the outlined periods may not necessarily bar you from gaining national security vetting and applicants should contact the Vacancy Holder/Recruiting Manager listed in the advert for further advice.

Salary Information

If you are successful at interview, and are moving from another government department, NHS, or Local Authority, the relevant starting salary principles for level transfers or promotions will apply. Otherwise, roles are offered at the pay scale minimum for the grade, but in exceptional circumstances there may be flexibility if you are able to demonstrate you are already in receipt of an existing, higher salary. Pay increases are through the relevant annual pay award for the role and terms.

Future location

UKHSA is investing in a new state-of-the-art National Biosecurity Centre in Harlow, Essex, which will eventually bring together teams currently based at Canary Wharf, Colindale and Porton Down. For more details, please see: Huge biosecurity centre investment to boost pandemic protection - GOV.UK.

The new facilities will start becoming operational in the mid-2030s, with full completion by 2038. Staff will move in phases as facilities become available. If you're appointed to a role currently based at Canary Wharf, Colindale or Porton Down, please note that we'll continue investing in these sites for the next decade. As we get closer to the transition, we'll provide full information about relocation support available to staff.

Reasonable Adjustments

The Civil Service is committed to making sure that our selection methods are fair to everyone. To help you during the recruitment process, we will consider any reasonable adjustments that could help you. An adjustment is a change to the recruitment process or an adjustment at work. This is separate to the Disability Confident Scheme. If you need an adjustment to be made at any point during the recruitment process you should contact the recruitment team in confidence as soon as possible to discuss your needs.

You can find out more information about reasonable adjustments across the Civil Service here: https://www.civil-service-careers.gov.uk/reasonable-adjustments/

International Police check

If you have spent more than 6 months abroad over the last 3 years you may need an International Police Check. This would not necessarily have to be in a single block, and it could be time accrued over that period.

Internal Fraud check

If successful for this role as one aspect of pre-employment screening, applicant’s personal details – name, national insurance number and date of birth - will be checked against the Cabinet Office Internal Fraud Hub and anyone included on the database will be refused employment unless they can show exceptional circumstances. Currently this is only for External candidates to the Civil Service.

Careers website

Please visit our careers site for more information https://gov.uk/ukhsa/careers

Feedback will only be provided if you attend an interview or assessment.

Security

Successful candidates must undergo a criminal record check.Successful candidates must meet the security requirements before they can be appointed. The level of security needed is counter-terrorist check (opens in a new window).

See our vetting charter (opens in a new window).People working with government assets must complete baseline personnel security standard (opens in new window) checks.

Nationality requirements

This job is broadly open to the following groups:

• UK nationals
• nationals of the Republic of Ireland
• nationals of Commonwealth countries who have the right to work in the UK
• nationals of the EU, Switzerland, Norway, Iceland or Liechtenstein and family members of those nationalities with settled or pre-settled status under the European Union Settlement Scheme (EUSS) (opens in a new window)
• nationals of the EU, Switzerland, Norway, Iceland or Liechtenstein and family members of those nationalities who have made a valid application for settled or pre-settled status under the European Union Settlement Scheme (EUSS)
• individuals with limited leave to remain or indefinite leave to remain who were eligible to apply for EUSS on or before 31 December 2020
• Turkish nationals, and certain family members of Turkish nationals, who have accrued the right to work in the Civil Service

Further information on nationality requirements (opens in a new window)

Working for the Civil Service

The Civil Service Code (opens in a new window) sets out the standards of behaviour expected of civil servants.

We recruit by merit on the basis of fair and open competition, as outlined in the Civil Service Commission's recruitment principles (opens in a new window).The Civil Service embraces diversity and promotes equal opportunities. As such, we run a Disability Confident Scheme (DCS) for candidates with disabilities who meet the minimum selection criteria.

Diversity and Inclusion

The Civil Service is committed to attract, retain and invest in talent wherever it is found. To learn more please see theCivil Service People Plan (opens in a new window) and the Civil Service Diversity and Inclusion Strategy (opens in a new window).

Apply and further information

Once this job has closed, the job advert will no longer be available. You may want to save a copy for your records.

Contact point for applicants

Job contact :

• Name : John Inglis
• Email : john.inglis@ukhsa.gov.uk

Recruitment team

• Email : recruitment@ukhsa.gov.uk

Further information

The law requires that selection for appointment to the Civil Service is on merit on the basis of fair and open competition as outlined in the Civil Service Commission's Recruitment Principles.

If you feel your application has not been treated in accordance with the Recruitment Principles, and you wish to make a complaint, in the first instance, you should contact UKHSA Public Accountability Unit via email: Complaints@ukhsa.gov.uk

If you are not satisfied with the response you receive from the Department, you can contact the Civil Service Commission: Visit the Civil Service Commission website: https://civilservicecommission.independent.gov.uk

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