Senior Workplace Manager, Digital Systems

Job description

Reporting to the Associate Director of Workplace Management, the successful candidate will work at a strategic and operational level to manage our digital systems and support campus space strategies and requirements for the short, medium, and long term.   

The role of Senior Workplace Manager, Digital Systems will be pivotal in supporting the development of the newly formed Workplace Management Team and in managing our digital portfolio. The successful candidate will possess proven experience and a track record of successfully leading the development and implementation of digital estate management systems and strategies at a senior and influential level, preferably in a Higher Education environment.   

 

Fluent in building information management and estates data validation processes, the successful candidate will implement and manage procedures for the effective filing, archiving and retrieval of data and asset information and will oversee the management and collation of data for the HESA (Higher Education Statistics Agency) Estates Management Return.  

 

The Senior Space Manager, Digital Systems will play a pivotal role in the university’s drive to provide an efficient and world class university estate.  

 

The role-holder will lead and manage the development, provision, and maintenance of accurate and up to date records in the areas of Property, Tenure, Asset and Space Management. The King’s College London estate is worth approximately £2 billion, and the post holder will provide and manage all relevant information which is key to making best use of this important asset. The Directorate currently utilises Planon to manage space data and drawings.  

 

The role-holder will use their analytical and data skills and understanding of space and workplace management to build on and develop the analytical capabilities of the Workplace Management Team. This involves supporting the team and stakeholders to make the most of the available data, improve data quality, make evidence-based decisions to improve space utilisation and the quality of the campus for students and staff in support of Vision 2029 and the E&F Philosophy.  

 

The Senior Workplace Manager, Digital will be the Directorate’s lead for all space related administration, queries, management, and information.  

 

 This post will be offered on a full-time, indefinite contract.

 

Key responsibilities

• To professionally lead the university’s space management systems, processes, and services, incorporating strategic estate objectives, developing policies and procedures for good practice space management, and contributing to strategic estates planning.  
• To develop and maintain the university’s computerised Space Database and Estates Property Register, creating a comprehensive estates terrier to be revised on an annual basis, or more frequently if required by acquisitions/disposals of properties.  
• To undertake an estates data validation exercise and manage the development of our CAFM system (Planon), assist in the development and roll-out of the interactive 3D digital model of our estate and improve drawing and BIM standards.  
• To build a team to support the development and improvement of our digital estates standards and databases, to keep our data up to date and conduct space audits.   
• To model scenarios to assist with long term planning and forecasted growth. 
• To report to various university committees (e.g., the Real Estate Operations Board), providing expert analysis of Estates data and systems, including making recommendations in relation to data and space management.  
• To be the main Estates & Facilities (E&F) representative in occasional property valuations for insurance, rating, and other purposes, liaising with and managing external agents, government representatives and statutory bodies.  
• To lead the university’s annual space review, managing all Schools and Departments in the timely submission and re-evaluation of the space envelope used and reach agreement about areas occupied for space-charging purposes as part of the university’s infrastructure charting methodology.  
• To represent Estates & Facilities at workplace related networking and sector events.  
• Provide central support to the Associate Director of Workplace Management in the provision of space data.  
• To liaise with Finance to ensure that space charging information is collected and presented in the most appropriate way.  
• To liaise with relevant E&F colleagues on the future development of the 3D model, Estates management and space database systems.  
• Managing others in the team in respect of CAFM and compliance. The role holder will have a background in both CAFM and Facilities/Estates management.  
• To develop and maintain a database of leases, licenses, associated payments, and statutory obligations.  
• To liaise with Faculties, Schools, Departments and Directorates regarding current space use and future proposed accommodation changes, assist with developing space briefs and, where necessary, provide detailed furniture layouts which fulfil the requirements.  
• To be the main E&F representative in occasional spae audits undertaken by the Workplace Management Team, setting audit objectives, providing guidance, reviewing reports, and advising on outcomes / interpretation of findings.
• To produce and qualify data for the annual HEFCE Estates Management Statistics return with the aid of the Directorate of Finance and colleagues within the Directorate of Estates and Facilities. 
• To manage the upload of and alteration of AutoCAD drawings of the estate to keep them up to date.  

 

The above list of responsibilities may not be exhaustive, and the post holder will be required to undertake such tasks and responsibilities as may reasonably be expected within the scope and grading of the post.  

 

Skills, knowledge, and experience 

Essential criteria  

1.       Degree or professional qualification, ideally in a relevant field (Architecture, Building Surveying, Construction, Interior Design/Space Planning)  

2.       Experience with, and understanding of, an Integrated Workplace Management/CAFM system, preferably Planon.  

3.       Previous AutoCAD experience with demonstrable experience of BIM best practice.  

4.       Experienced in using BIM as a data management tool.  

5.       Comprehensive demonstrable space management experience in a similar organisation.  

6.       Ability to analyse a problem and clearly present drawings and data to make a compelling argument.  

7.       Experience of analysing space data, making and presenting recommendations for improvements and seeing those recommendations through to realisation.  

8.       Excellent written and verbal communication skills.  

9.       Analytical assessment and data interpretation skills  

 

Desirable criteria

1.       Post Graduate degree in a relevant field or equivalent experience.  

2.       Membership of a relevant professional body (e.g., RIBA (Royal Institute of British Architects), RICS (Royal Institution of Chartered Surveyors) (Royal Institution of Chartered Surveyors), IWFM).  

3.       Health and Safety Qualification such as IOSH Managing Safely.