Description Job Title: Project Manager (Capital Projects) Grade and Salary: Grade 8 (£46,485 - £56,921) FTE and Working Pattern: Full time, open-ended Organisation Name: Estates and Facilities Purpose of Role Reporting to the Head of Project Services, you will lead and manage from inception to completion, or to appropriate stages, specific projects selected from the various work programmes approved for development and/or implementation by the University. For each project ensure that University, School and Professional Services directorate objectives are met and ensure each project is completed within agreed constraints of quality, cost and time. This will also include the appointment and management of on-site contractors, where necessary. Heriot-Watt University’s sustainability commitments, reflect the University ambition to achieve transformation not only in the sustainability of our own operations but at a society level via the impact of teaching, research, enterprise and outreach activities. The University has launched the Climate Action Framework https://www.hw.ac.uk/documents/climate-action-framework.pdf describing in further detail our climate ambitions, including a target to achieve Net Zero emissions by 2035. To support our sustainability ambitions, it is critical that from the outset all projects consider and prioritize opportunities to: Minimize operational emissions by obtaining the highest achievable energy performance and efficiency, for example by incorporating passive design features. Integrate sustainable design decisions across building fabric, services and fixtures/fittings, with a focus on reducing embodied and lifecycle carbon as we progress towards adopting net zero building standards. Ensure that climate change adaptation requirements are accommodated, for example in relation to avoiding overheating within the building and managing rainfall / surface water levels assessed under the latest climate models. Ensure all construction works, which alter buildings, are undertaken in compliance with the Town and County Planning Act (Scotland) and Building Scotland Act in relation to provision of Planning and Building Warrant consents as necessary for construction works. Key Duties and Responsibilities Management Responsibilities Act as project manager on delegated projects leading the client management team to facilitate the preparation of feasibility studies and appraisals working with client user groups. Develop project briefs and, through the application of sound professional practice, implement projects within agreed constraints of time quality and cost to a high level of user satisfaction Establish and lead the project team comprising of external consultants, client department representatives, Estates & Facilities and other support group colleagues ensuring that aims and objectives are delivered within agreed parameters, legislation and procedures Ensure that project briefs are translated accurately, developed and delivered by the design. Ensure that sustainability targets, whole life costs, ease of maintenance issues are all fully considered and addressed within the development of the project and ensure that furniture, equipment, IT, commissioning and occupation requirements are implemented Ensure each project is executed within the guidelines required by the University and industry established Project Management Codes of Practice and ensure that all appropriate records pertaining to each project are managed and filed Manage multiple projects at one time, assist with or prepare business cases, progress reports/dashboards, gateway reviews, budgets, forecasts and cash-flows. Ensure a holistic oversight and governance of established and contracted outsourced projects and general support for the Estates & facilities service. Ensure stakeholders are part of the journey and have continued commitment to the project aims and objectives, senior and staff levels across the organisation. Work with communications to provide information on projects and updates In conjunction with the Head of Project Services and other Estates & Facilities colleagues, ensure that all policies, systems, procedures and guidelines are in place to comply with all legislative and regulatory requirements related to estate development work Manage the procurement of external consultants and main contractors within the boundaries set by The Procurement Reform (Scotland) Act 2014 & EU Directives and the Public Contracts (Scotland) regs 2015 in conjunction with the University's Procurement Section Assist with monitoring and updating lists of consultants and contractors employed by the University including performance appraisal to ensure that they are satisfying the University requirements Ensure that new building developments are handed over to the University, as the Client, to the required standards and with the appropriate documentation and certificates Identify potential risk that will face each project and mitigate to limit impact to the University through application of sound project management techniques Investigate the client's requirement at the outset of each project and provide solution for programme, finance and design which will determine the projects parameters that must be achieved Support the achievement of strategic objectives and plans for the team for each financial and academic year in advance and collaboratively with relevant stakeholders to ensure delivery Decision Making Reporting to the Head of Project Services but mainly working autonomously within agreed limits, policies and guidelines for delegated capital development projects making professional judgements and decisions, providing advice and guidance on all aspects of the projects Decide the procurement of external design teams and contractors, deciding on appropriate procurement options and forms of contract. Make decisions to resolve conflicts during the design/construction phases to best reflect the needs of the University and user clients with regards to cost, time and quality, ensuring legislative compliance and best value Decide on allocations of own time and resources to meet requirements of workload, working autonomously, referring to line manager where appropriate Delegate and monitor workload and objectives for project team members, balancing conflicting demands from customers and staff Provide timely and accurate advice to customers and stakeholders based on your technical or specialist knowledge Assess the risks of various options and work with the relevant customer/stakeholder to achieve the optimum outcome Provide technical advice and support to others to enable development of strategy, direction and vision Following Procurement guidelines negotiate with suppliers regrading prices and deliveries to increase financial efficiency Planning and Organising Assess and advise on potential project's viability for senior management approval. Prepare reports and papers for committees or funding bids and fundraising as required. Prepare Agendas for and take Minutes of Strategic Project Board Meetings. Once ascertained establish and manage each projects costs for its life time, ensuring that appropriate risk management and quality control procedures are adopted to minimise risk and maximise value Lead relevant project teams comprising of external consultants, user representatives, University Schools / Sections, Estates Services and other support staff or other support group representatives and ensure each project's aims and objectives are delivered within agreed parameters of time, cost and quality Undertake continuous prioritisation / re-prioritisation of time and resources required due to the complexity and volume of workload to ensure the success of each project. This is especially important when project contractors are on-site Establish and co-ordinate the meeting and reporting structure for each project for all internal and external contacts to maintain information flow and ensure deadlines are met Manage and co-ordinate work activities for the project personnel – circa 20 external technical consultants and 5 internal support staff Develop and carry out a regular routine of audits and inspections – recording the results and producing written reports including actions required to be shared with relevant management and colleagues for action. Plan, prioritise and organise the work or resources of self and nominated project teams to ensure the timely delivery of agreed service objectives in line with customer needs Set performance standards and establish regular monitoring processes to ensure work is carried out and performed to the required standard, taking the necessary follow-up measures to ensure targets are met through effective performance Plan, organise, co-ordinate and facilitate meetings, workshops and larger events Initiative and Problem Solving Provide advice and guidance on complex and non-standard queries, using personal knowledge and experience Provide advice and guidance to team members who raise or refer queries Use initiative and creative ideas to resolve non-standard problems using experience and reasoning to reach an effective conclusion Generate original ideas and innovative solutions through the provision of specialist know-how and advice as appropriate Team Work Work collaboratively and effectively within your department, sharing expertise and contributing to the development of the department operational plan Participate in working groups within the university and externally if required, sharing ideas, experience and providing technical advice Contribute to and provide support and encouragement across the team Build cooperation and set example by demonstration a flexible approach Cover for other managers in the department, including deputising for senior members as appropriate Service Excellence Establish, maintain and improve relations with client groups and undertake client liaison activities to ensure through proper communication, consultation and planning that appropriate projects are developed and delivered to meet the needs of building users Regular external contact with professional representatives at senior level of Contractors, Architects, Surveyors, Engineers, Solicitors, Local Authority Technical Services staff etc Provide expert technical advice within your area of knowledge and experience Set standards for your team Produce timely reports for senior management as requested Clear and Consistent Communications Set up, lead and co-ordinate each project's communications between the user clients, external consultants and internal service providers. Ensure lines of communication are understood and that all necessary consultations take place at the appropriate stage. Ensure that regular reports are available on all aspects of the project including cost control and that furniture and equipment requirements commissioning and transfer arrangements are considered, planned and implemented as required Write/review papers, policies, guidance and briefings for relevant audiences and stakeholders Write letters, emails and other direct communication to individuals and groups Interpret, prepare, analyse and deliver reports Provide detailed explanations of systems, procedure or technical information both verbally and in writing Interpret, prepare, analyse and deliver reports Citizenship Demonstrate the University Values at all times through performance and behaviour Participate in ad-hoc duties to support the team/University and for personal development Support newer or inexperienced colleagues within and outside the University by offering support, help and advice Positively promote the University internally and externally through positive behaviour and supporting University-wide activities Special Arrangements Participate in the University's management out of hours emergency provision arrangements, if required Education, Qualifications & Experience Essential Educated to degree level in a relevant discipline, which may include mechanical or electrical engineering, environmental engineering, building and construction or project management Membership of a relevant professional body (e.g. RICS, MCIOB, CIBSE or ICE) Demonstrable post qualification experience of managing projects and/or portfolios of projects preferably in a multi-disciplinary environment Demonstrable experience of construction contracts, procurement, construction legislation, health and safety management, building design and specification (including NBS), cost management and value engineering. Can demonstrate skilled, hands-on and knowledgeable experience of the building construction industry Proven experience of managing construction/capital projects from inception to completion Can demonstrate an ability to write professionally in a business environment – business reports, senior management papers/briefings, and contract communications Proven experience of preparation (or solid understanding and exposure) of specifications, tenders and design drawings for minor works programmes Demonstrable experience of managing resources, workloads and changing priorities for self and others. Knowledge of specialist equipment including HV, high pressure hot water, heating and steam systems, fire alarms systems, access control and CCTV Knowledge of current fire safety and building control legislation Excellent interpersonal, influencing and presentation skills, able to understand and communicate complex issues effectively Demonstrable ability to work quickly, flexibly and accurately in a dynamic, changing and pressured environment Effective IT skills in a business environment (specifically MS Office) Experience of working closely with stakeholders across all levels of the organisation High level organisational skills with the ability to prioritise major developments and to function effectively in a pressured environment Ability to work effectively both independently and as part of a team Excellent ability to manage and control resources and a good understanding of budgets and accounts Good track record of developing and maintaining positive working relationships with internal and external customers, peers, stakeholders and others Flexible, resilient, collaborative and proactive Desirable Chartered Member of relevant Professional Body Experience of working in Higher Education About our Team Estates and Facilities has responsibility for the management and administration of the total University Estate embracing the maintenance function, and physical planning operation, landscaping and support services. As such it is one of the largest administrative sections within the University carrying a staffing complement of circa 300 across all teams. The annual expenditure of Estates Maintenance Team is in excess of circa £13M of which circa £2M is related to maintenance works. The University Estate principally comprises a campus site positioned within green belt to the West of Edinburgh. It totals 154 hectares with some 100 buildings providing a developed floor space of circa 168,000m², together with grounds, roads, car parks, HV Electrical network, high pressure gas network, mains water distribution and pumping system and drainage. There are also other Scottish Campuses based at Galashiels which is co-located with Borders College of circa 8,900 m² floor space and in Orkney of circa 2,800 m² floor space. The University also has a Campuses located in Dubai and Malaysia. Estates and Facilities carries responsibility for the management and design of minor alterations/extensions, in relation to the strategic growth plans of the University and subsequent procurement of related building projects. Estates and facilities also carries responsibility for the maintenance of building fabric, mechanical and electrical services, the landscape and for the management of the other support services campus security and cleaning of the academic and administrative buildings. Estates and Facilities manages the University Estate ensuring that it is constructed, operated and maintained in a safe, sustainable, efficient and economic manner and that it is compliant with all statutory and regulatory standards. How to Apply Applications can be submitted up to midnight (UK time) on 21st February 2025. Initial candidate discussions are due to take place week commencing 24th February, with interviews expected to take place week on Thursday 13th March. Please submit via the Heriot-Watt on-line recruitment system (1) Cover letter describing your interest and suitability for the post; and (2) Full CV. Any questions about the role, please contact Hannah Hendry - Recruitment Operations Lead (h.hendryhw.ac.uk) or Sean Gillespie - Head of Project Services (s.gillespiehw.ac.uk). At Heriot Watt we are passionate about our values and look to them to connect our people globally and to help us collaborate and celebrate our success through working together. Our research programmes can deliver real world impact which is achieved through the diversity of our international community and the recognition of creative talent that connects our global team. Our flourishing community will give you the freedom to challenge and to bring your enterprising mind and to help our partners with solutions that can be applied now and in the future. Join us and Heriot Watt will provide you with a platform to thrive and work in a way that also helps you live your life in balance with well-being and inclusiveness at the heart of our global community. Heriot-Watt University is committed to securing equality of opportunity in employment and to the creation of an environment in which individuals are selected, trained, promoted, appraised and otherwise treated on the sole basis of their relevant merits and abilities. Equality and diversity are all about maximising potential and creating a culture of inclusion for all. Heriot-Watt University values diversity across our University community and welcomes applications from all sectors of society, particularly from underrepresented groups. For more information, please see our website https://www.hw.ac.uk/uk/services/equality-diversity.htm and also our award-winning work in Disability Inclusive Science Careers https://disc.hw.ac.uk/. We welcome and will consider flexible working patterns e.g. part-time working and job share options. Use our total rewards calculator: https://www.hw.ac.uk/about/work/total-rewards-calculator.htm to see the value of benefits provided by Heriot-Watt University.