Job Description
Job title: Project Manager – Office Relocation
Department: Human Resources
Location: London and Swindon
Responsible to: Director of Human Resources (Facilities and office estates)
Payband: c.£45,000
Overall purpose of the job:
The London office Project Manager will be responsible for achieving all stages of the successful relocation of Historic England from our current offices in Waterhouse Square to a new office located within central London. The London office project manager will lead the project to design, plan, fit out and relocate our office and its staff to their new location, in line with the overarching programme plan, on time and within budget.
Main duties and responsibilities:
This role will be responsible for managing the project through detailed planning and governance and will ensure exceptional stakeholder engagement through the communication of timely and appropriate information about project progress.
This role will take responsibility for the required administrative elements of the project such as meeting agendas, dashboard reports, identification, management and monitoring of risks and issues within the context of the overarching accommodation strategy programme.
Project Planning & Governance
1. To create a cohesive project plan for the relocation of the Historic England London office, in line with the overarching accommodation strategy programme milestones and in collaboration with all relevant stakeholders.
2. To baseline and monitor change to the project plan throughout its lifecycle to ensure the project remains on target for delivering on time and to budget.
3. To ensure all relevant stakeholders are identified and a comprehensive stakeholder engagement strategy developed to ensure the buy in and support of internal and external stakeholders for the London office relocation project.
4. To report accurate project progress against plan including to the programme board.
Supplier & Contract Management
1. To manage the tendering processes of procuring services (contractors and consultants) and materials in line with legislative requirements and the Historic England procurement procedures.
2. To liaise with the Historic England Procurement and Finance department in such matters.
3. To manage contracts and contractors during the course of the London office relocation project, including ensuring all works are undertaken in liaison with the Office Estates and Facilities teams.
4. To ensure that a comprehensive handover pack containing is provided to the relevant Facilities Manager, or other manager, on the completion of the London relocation project.
Risk Management
1. To identify and manage risks inherent in the relocation of the Historic England London office, escalating project risks as appropriate to the accommodation strategy programme board.
2. To identify dependencies with other projects within the accommodation strategy programme and ensure these are understood and communicated as appropriate, flagging potential issues and seeking resolution including through the programme board.
3. To manage the project budget, reporting forecast and actual costs transparently to the accommodation strategy programme board.
4. To ensure the project meets all statutory compliances as well as the Historic England office space principles.
Communication & Collaboration
1. To agree, in liaison with the Internal Communications team, a communications plan for the London relocation project to ensure that all project stakeholders including the Trade Union are fully informed within appropriate timescales.
2. To work across functional and stakeholder groups to establish open communication channels with all those involved in delivering the London office relocation project, ensuring that issues affecting the delivery of the project are quickly identified and analysed in a spirit of openness so that early resolution can be achieved or issues escalated as appropriate to the accommodation strategy programme board.
3. To be a constructive member of the accommodation strategy programme board, reporting project milestones, risks and issues in a timely manner. To support the board in the regular review and assurance cycle required for the project in order to satisfy internal audit requirements as well as other project assurance activities required.
4. To build collaborative and productive working relationships with and between colleagues involved in the delivery of the project across Historic England. To act as the main point of contact for queries relating to the London office relocation project. To embody the cultural and behavioural change required as a output of the project
5. To manage the administrative requirements of the project including maintaining a comprehensive electronic filing system for the London office relocation project to ensure an accurate record is maintained of project implementation.
6. To capture lessons identified throughout the implementation of the London office relocation project and to produce a comprehensive ‘end of project and lessons’ report upon successful completion of the project, securing approval from key stakeholders and the accommodation strategy programme board.
7. To provide project management expertise and advice to those engaged in delivering other projects within the accommodation strategy programme.
8. To undertake any other reasonable duties commensurate with the grade and competencies required of the post requested by line management.
9. As a manager, to take responsibility for ensuring our legal obligations and the expectations set out in our policies are met within your areas of responsibility, including in relation to health & safety, equality & diversity, finance, procurement, information security and managing people.
This is an outline description of the duties and responsibilities involved in the job. It is not exhaustive and may be revised from time to time.
Person Specification
Essential:
· Broad and demonstrable experience of delivering projects to agreed success criteria and to meet tight deadlines
· Proven track record in delivering a major office relocation project and the associated culture change required
· Proven experience of financial management and monitoring
· Proven experience of risk management and monitoring
· Experience of AutoCAD11 or later TBC
· Knowledge of Construction (Design and Management) Regulations 2007 TBC / Desirable:
· Project management qualification e.g. APMP, PRINCE 2 and/or MoRPHE or equivalent experience
· Membership of a relevant professional or specialist body
· Experience of delivering a project within a wider programme context
· IOSH Managing Safety TBC
Knowledge & skills
Essential:
· Thorough understanding of project and programme management techniques and protocols
· Excellent organisational, planning and time management skills, with ability to prioritise and deliver to deadlines
· Ability to engage appropriately and operate successfully at all levels of the organisation
· Excellent oral and written communication skills with ability to explain ideas and concepts clearly, including financial information
· Change management skills relevant to a major office relocation project
· Imaginative, constructive and creative problem-solving skills
· Appreciation of basic building services and engineering concepts
· Comfortable working with figures and structured methods of recording and presenting information
· Ability to build and sustain effective working relationships with colleagues at all levels
· Ability to deal with pressure, challenge and competing demands.
· IT skills across a wide range of common applications including Excel, PowerPoint, Word / Desirable:
· Knowledge of Managing Successful Programmes methodology
· Experience of using MS Project and/or Visio
Behaviours
Essential:
· Strong negotiation, influencing and inter-personal skills, with ability to work constructively with a wide range of internal and external stakeholders
· A team player with a confident and adaptable style, keen to think creatively and to contribute ideas and solutions and with flexibility and willingness to adapt to changing circumstances
· Ability to work effectively on own initiative and as part of a team
· Support for corporate decisions regardless of personal views
· Role model of HE Behaviours / Desirable:
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Historic England is committed to providing equality of opportunity. If you have a disability, we would be happy to discussreasonable adjustments to the job with you.
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