Reports to the Finance Director and Chief Operating Officer (COO)

Transcription

1 Role escription: Head of states and Facilities Salary circa 80,000 plus benefits Fixed-term (4 years) Reports to the Finance irector and Chief Operating Officer (COO) Background The Rhodes Trust is embarking on a major building project to transform Rhodes House, a grade 2* listed building constructed in 1929, into a leading convening centre for the Rhodes Trust and its strategic partners. We hope to create the largest dedicated convening space in Oxford that is available all year round, and will significantly enhance our capability to provide a world-class convening experience to the Rhodes Scholars, the Atlantic Fellows, the Schmidt Science Fellows, and a wide range of University of Oxford and other partners and commercial clients. The approved budget is 33m, with funding secured from a combination of philanthropy and borrowing. The project includes: Complete reconstruction of the basement of Rhodes House to provide conference accommodation, supporting facilities and breakout space A new debating chamber pavilion and basement office space A new residential building and a separate new courtyard building, providing en-suite rooms Upgrade of the ast Wing of Rhodes House to provide further bedrooms Upgrading the remainder of Rhodes House including full refurbishment of dining and kitchen facilities and various renovations with a lighter touch in the public spaces xternal hard and soft landscaping and new relocated greenhouse facilities. The Position The Head of states will be responsible for working closely with the Chief Operating Officer and the Warden of the Rhodes Trust to ensure the successful delivery of this major new capital project, to ensure it is fully operational by The project is anticipated to take four years and will involve the planning, procurement, construction and logistics management of relocating staff around the House, as well as managing the operational needs of the Trust within the constraints of a major construction project taking place throughout the period. 1

2 S/he will have overall responsibility and authority for day to day project governance. This will include developing and owning established project procedures, undertaking effective management of budgeting, legal agreements, designs, specifications, programmes, statutory obligations, service level agreements and construction contracts, as well as working closely with the Finance team to monitor costs against budget. The post holder will be expected to identify appropriate estate management systems (eg TRN), for use during the development, procurement, construction and on-going operational phases of the project, and work closely with Finance, IT and relevant stakeholders. In addition, the post-holder will be responsible for translating complex technical language into communications for stakeholders including the Building Committee of Rhodes Trustees, and influencing critical institutional decisions on procurement, design, delivery and risk. The post-holder will also work with the existing operations team to develop various operational strategies (front of house, IT/AV/catering, porterage, cleaning and waste) to ensure the scheme supports the efficient operational delivery of high profile world class events. The post-holder will represent the Trust in design discussions with external partners such as engineers and architects, but also consult inwardly to check that the finished product is fit for purpose across the spectrum of Rhodes Trust stakeholders and clients. S/he will need to act as a representative of the Rhodes Trust to include preparing and giving presentations to local authorities and external constituencies, the Trust s Board of Trustees, Building Committee and Building Control Group as well as the Rhodes Trust Senior Leadership Team and staff when requested. S/he will ideally have had experience of designing and building and ideally running a conference centre or similar commercial educational space. The position will have the following core duties: Strategic management Responsible for developing the building project brief with senior users and sponsors. Manage and lead the team engaged in project management and cost estimating of all capital works. Act as the Trust s senior technical expert on project costing, delivery and risk analysis. Provide strategic guidance to the Building Control Group. evelop Health and Safety (H&S) systems to maintain compliance with legislation across the House. evelop and maintain close working relationships with key partners, both internal and external. Assist the COO and his team to manage the logistics of operating the House during the building phases and the redeployment of staff across the House as building progresses. 2

3 Work closely with the Rhodes Trust s Head of Programmes to ensure all requirements for the Rhodes events and conferences are takin into account, including technology, innovative convening spaces and the latest trends in conferencing and to promote and market the convening centre in anticipation of its opening in Refine operational budgets for the long term cash flows of the convening centre post opening. For example, key stakeholders will include; Internal Board of Trustees Building Committee Building Control Group Warden Chief Operating Officer Head of Programmes Senior Leadership Team Finance epartment IT epartment HR epartment Scholars xternal Architects Contractors Consultants (including Project Managers) Land Registry Local Authorities Solicitors Suppliers Programme delivery Oversee management of work streams within the capital programme, either directly or through the appointment of consultants, ensuring projects are delivered on time to a high quality and within budget. Use best practice technical software and approaches to project management. evelopment of contract documents to enable projects to be delivered. ngaging with internal stakeholders, consultants and suppliers from a wide variety of backgrounds. eliver statutory approval of schemes, including planning permission, compliance with building and fire regulations and liaison with statutory regulatory bodies. Oversee robust financial management of projects and work closely with the Finance department. Provide recommendations and proposals that will influence decisions affecting the whole of the Trust and future clients. evelop Trust policies and procedures associated with property development to create sustainable, flexible and 24/7 buildings using BRAM/Passivhaus/WLL principles. ata analysis and problem solving Use data from a variety of sources to arrive at complex and interrelated solutions, for example, CA drawings, plans and costing systems. Promote and implement innovative solutions to reduce costs and increase quality and efficiency. 3

4 Identify and review the needs of the users, ensuring operations reflect changing requirements. Liaise with project managers and construction teams and Rhodes staff to provide solutions to ongoing issues as they arise during the construction phases. Leading your team Manage and motivate the external project management team and ensure they are delivering to the highest standard. In addition to the above, undertake such duties as may reasonably be requested and that are commensurate with the nature of the post. Person specification: Head of states and Facilities Qualifications egree in a relevant discipline or equivalent experience Postgraduate Management or Professional Qualification xperience xperience of effectively managing large capital budgets xpertise in working with a multi-disciplinary professional team and evaluating the performance of people involved in construction development, including third-party providers Significant experience of the implications of managing a large site with diverse activities, and the inter-relationships which will exist and be factored in to the planning process for major projects Familiar with charitable procurement procedures in relation to high-value contracts Substantial experience of building and maintaining effective relationships with internal customers and external partners xperience of managing and establishing Health & Safety procedures xperience of running a convening or education space xperience of managing works on listed/historic properties xperience of designing and building a convening centre in the education sector, or similar xperience of BRAM/Passivhaus/WLL implementation Skills and knowledge Up-to-date knowledge of electrical installation in relation to cabling, phone systems, video-conferencing, IT systems Working knowledge of formal planning processes associated with site development and building construction Analyses and interprets complex data to drive decision making Practical knowledge and understanding of health, safety and risk in an estates environment Understanding of permit to work systems relating to critical services ssential or desirable 4

5 Behavioural skills Able to communicate complex information to influence a range of audiences and gain consensus Knowledge and understanding of the impact of change and good practice in change management Able to lead, communicate effectively with, and motivate a team comprising internal and external staff Able to make timely cost-effective decisions and command respect Business requirements Able to work flexible hours as and when required for the effective performance of the job Key terms 25 days annual leave plus Bank Holidays - there may need to be a degree of flexibility as to timing and carry forward of days from one year to the next if necessary Pension auto-enrolment applies (18% employer contribution, 8% employee contribution) 6 month probation period Private medical insurance following successful completion of probation period. More information on the Rhodes Trust may be found at: 23/08/18 5