Assistant Space Manager

Job Title:                               Assistant Space Manager

Department                           Estates and Facilities

                                               Estates Operations     

Grade:                                   Grade 6

Salary range:                        £29,605-£36,024 per annum

Working arrangements:      Full time (35 hours per week) primarily Monday to Friday

                                               There may be a requirement to work evenings and weekends, depending on business need

                                               Hybrid working (minimum of three days per week onsite, depending on business need, following the initial induction/ training period, which will be full time onsite)

Closing date:                        Sunday 21st April 2024

The University 

At Durham University we are proud of our people.  A globally outstanding centre of educational excellence, a collegiate community of extraordinary people, a unique and historic setting – Durham is a university like no other.

Across the University we have a huge variety of roles and career opportunities, which together make us a large and successful community, which is a key hub of activity within our region and nationally.  Whether you are at the very start, middle or end of your career, there is a role for you.  We believe everyone has their own unique skills to offer.

We would be thrilled if you would consider joining our thriving University.  Further information about the University can be found here .

The Role and Department

Estates and Facilities Directorate (E&FD) provides a number of essential services to the University and is responsible for managing, maintaining and development of the University academic and residential estate. Estates and Facilities Directorate are a key enabler in University to achieve its goals, as set out within the Estate Master Strategy.

The Space Management team have an exciting opportunity for Assistant Space Manager to join our team.  The team provides a variety of services from in-house interior design, space utilisation, technical support for refurbishments, new developments, capital, and operational projects. Supporting and providing technical advice to stakeholders across faculties and services throughout the University to assist in the delivery of the Estate Master Strategy.

As Assistant Space Manager you will be creative professional, with the experience and ability to manage a demanding workload and delivering projects in a diverse heritage estate.

You should be educated to HND level or above in-built environment/property discipline or with substantial professional experience in estates, property, or facilities role. Have the ability to solve problems, provide alternative solutions and make pragmatic decisions with excellent written and verbal communications skills.

You must have good IT skills which include working knowledge and experience of CAD in both 2D & 3D drawing and modelling software packages, as well as Office applications.

The role is based in Durham, with hybrid working, a minimum of two days per week onsite but may vary depending on the business need.

Further information about the role and the responsibilities is at the bottom of this job description.

Working at Durham

A competitive salary is only one part of the many fantastic benefits you will receive if you join the University, you will also receive access to the following fantastic benefits:

·           27 Days annual leave per year in addition to 8 public holidays and 4 customary days per year – a total of 39 days per year.

·           The University closes between Christmas and New Year.

·           No matter how you travel to work, we have you covered.  We have parking across campus, a cycle to work scheme which helps you to buy a bike and discount with local bus and train companies.

·           Lots of support for health and wellbeing including discounted membership for our state-of-the-art sport and gym facilities and access to a 24-7 Employee Assistance Programme.

·           On site nursery is available and children’s clubs in the summer holidays.

·           Family friendly policies, including maternity and adoption leave, which are among the most generous in the higher education sector (and likely above and beyond many employers).

·           There is a genuine commitment to developing our colleagues professionally and personally.  There is a comprehensive range of development courses, apprenticeships and access to qualifications and routes to develop your career in the University.  All staff have dedicated annual time to concentrate on their personal development opportunities.

·           The opportunity to take part in staff volunteering activities to make a difference in the local community.

·           Discounts are available via our benefits portal including money off at supermarkets, high street retailers, IT products such as Apple, the cinema and days out at various attractions.

·           We offer generous pension schemes.

Durham University is committed to equality diversity, inclusion and values

Our collective aim is to create an open and inclusive environment where everyone can reach their full potential and we believe our staff should reflect the diversity of the global community in which we work.

As a University, equality, diversity, and inclusion (EDI) are a key part of the University’s Strategy and a central part of everything we do.  We also live by our values and our Staff Code of Conduct.   At Durham we actively work towards providing an environment where our staff and students can study, work and live in a community that is supportive and inclusive.  It’s important to us that all our colleagues are aligned to both our values and commitment to EDI.

We welcome and encourage applications from members of groups who are under-represented in our work force including people with disabilities, women and black, Asian and minority ethnic communities.  If you have taken time out of your career, and you feel it relevant, let us know about it in your application.  If you are a candidate with a disability, we are committed to ensuring fair treatment throughout the recruitment process.  We will make adjustments to support the interview process wherever it is reasonable to do so and, where successful, reasonable adjustments will be made to support people within their role.

What you need to demonstrate when you apply/Person Specification

When you apply it is important that you let us know what skills/experience you have from a similar role and/or what skills/experience you have which would make you right for this role.  Further information about the role and responsibilities is at the end of this job description.

Your application should cover the following criteria:

Essential Criteria

Qualifications/Experience

1.      Educated to Five GCSEs at least Grade C or level four (or equivalent) including English Language and Mathematics or a Post-16 qualification or equivalent experience.

2.      A suitable qualification level in-built environment / property discipline or with relevant equivalent experience working in an estate role in a complex environment.

3.      A creative professional with knowledge and expertise in space management, in-built environment or property discipline or equivalent experience.

4.      Experience of developing and disseminating good practice in space management, including an ability to liaise with a diversity of stakeholders and to develop productive working relationships.

5.      Experience of planning and delivering in-built environment projects

6.      Experience in 2D and 3D drawing and modelling software packages

Skills/Abilities/Knowledge

7.      Excellent spoken and written communication skills including the ability to develop effective working relationships, both internally and externally.

8.      An ability to explain ideas and concepts with clarity to both specialist and non-specialists is also necessary.

9.      Strong digital competence across a range digital devices and apps including digital communication tools and Microsoft 365 applications.

10.   Good Industry and regulatory knowledge supported by relevant courses or certifications.

11.   Experience of understanding, following, and applying Health & Safety legislation and procedures

12.   Ability to solve problems and decide on and plan appropriate solutions.

13.   Ability to play a key role in the delivery of infrastructure projects.

14.   Ability to managing conflicting priorities within a demanding workload

15.   Ability to work collaboratively with other team members to ensure the delivery of high-quality services.

16.   Ability to interpret and analyse data to support decision making

17.   Ability to participate in networks to share and discuss good practice and exchange information.

18.   Committed to continuing professional development.

Desirable Criteria

1.      Experience in 3D drawing and modelling software packages.

2.      Knowledge or awareness of working within Higher Education institution.

How to apply

To progress to the assessment stage, candidates must evidence each of the essential criteria required for the role in the person specification above.  Where there are desirable criteria, we would also urge you to provide any relevant evidence.

While some criteria will be considered at the shortlisting stage, other criteria may be considered later in the assessment process, such as questions at interview.

Submitting your application

We prefer to receive applications online.  We will update you about your application at various points throughout the selection process, via automated emails from our e-recruitment system. Please check your spam/junk folder periodically to ensure you receive all emails.

What you are required to submit:

·           A CV

·           A covering letter, which provides examples of your experiences to demonstrate how you meet all of the essential criteria within the Person Specification. This can also be a separate statement.

Contact details

If you would like to have a chat or ask any questions about the role, Helen Richardson-Smith, Senior Space Manager, [email protected] , would be happy to speak to you.

Typical Role Requirements

Service Delivery

·           Show a commitment to equality, diversity and inclusion and the University’s values.

·           Ensure that the University’s procedures and values are always reflected in all aspects of the service and adapt ways of working where this is not evident.

·           Support the Senior Space Manager with developing and implementing the space management policy, to help the delivery of the Estate Master Strategy in a continually changing environment.

·           Liaise closely with key stakeholders and client representatives across Faculties and Services to develop and advise space planning solutions to meet their ongoing and future needs whilst taking in account the heritage and existing estate limitations.

·           Work independently or with other staff or contractors across the University to deliver infrastructure services and projects.

·           Liaise and network with contractors and third-party suppliers to facilitate the exchange of information, and help focus joint effort with projects and service delivery.

·           Contribute to the development of spatial requirements, to monitor, analyse and produce reports on optimising space utilisation across the estate portfolio regarding the effective utilisation of space, which will feed into the Estates Strategy and appropriate business cases

·           Contribute to the detailed planning of projects including the preparation of feasibility studies, development of briefs, capital appraisals and business cases to support project approvals and governance.

·           Act as a point of contact for service colleagues and stakeholders to interpret and resolve complex infrastructure, architecture and technical problems

·           Responsible for managing project budgets for consumables and some capital items, keeping records and processing invoices.

·           Contribute to development of operational service activities to ensure excellence in the stakeholder experience.

·           Provide specialist advice and guidance relating to your professional area of expertise, in line with the University’s policies, regulations and values.

·           Provide the best possible service to by continuing reviewing and make suggestions to improve the service.

·           Collect, organise and record data and information accurately including asset registers and provide reports and information.

·           Carry out specialist risk assessments and resolve incidents that require relevant expertise.

·           Represent the Space Management team at internal and external meetings and/or events.

Planning and Organising

·           Plan, manage and deliver assigned projects, activities, using appropriate techniques, tools and protocols, to benefit space management across the estate.

·           Take responsibility for monitoring and updating risk assessments and safety procedures, providing guidance to others where necessary

·           Plan and organise own workload to deliver the role.

·           Analyse data on the level of service being provided to recommend areas for future improvement.

·           Supervise the work of staff and teams involved in delivering project work.

·           Review feedback from staff, students and other key stakeholders so that the service is being planned and adapted to meet customer expectations and future needs.

·           Manage budgets and expenditure including buying (and returning) goods and services.

Communication/Liaison

·           Use your operational expertise to participate in business meetings, working groups and sub-committees.

·           Create positive working relationships, including internal and external networks, using your networks to increase your knowledge and skills, swap information with peers.

·           Liaise with internal and external agencies, local authorities, industries, and visitors where appropriate.

·           Work with the Projects and Infrastructure team to support on interior / space on construction projects, brief contractors and monitor project delivery, to ensure risks are managed and opportunities realised.

·           Provide advice and share guidance with your stakeholders to ensure that the University’s policies, procedures and regulations are complied with.

·           Keep abreast of changes to legislation and amendments to approved codes of practice, and introduce measures to ensure compliance and delivery of best practice.

·           Manage budgets and expenditure including buying (and returning) goods and services

·           Attend all training and CPD, as required

·           Any other reasonable duties.

Please note that in submitting your application Durham University will be processing your data. We would ask you to consider the relevant University Privacy Statement , which provides information on the collation, storing and use of data.

When appointing to this role the University must ensure that it meets any applicable immigration requirements, including salary thresholds which are applicable to some visas.