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Job description

The Project Sponsor will contribute to the effective delivery of the Police Service of Northern Ireland Estate Strategy. This includes overseeing and managing Estate Services construction projects and Property Management (including maintenance and corporate real estate management) of specific areas within the estate. Individual post-holders will have particular specialisms, for example, Mechanical and Electrical Engineering, Quantity Surveying, Architect or Building Surveying. They will act as the primary Estate Services representative for the day-to-day management of interest in a project or property management task. Specific areas include: Security Infrastructure, Health and Safety, Custody Facilities, Major Works, Asset Management, Maintenance and Minor Works..

Responsibilities

• Main Activities: The main duties and responsibilities associated with the role include the following:
• Asset Management:
• Developing long term plans for estate usage within a delegated geographical area in conjunction with district, area or branch police officers and police staff.
• Undertaking space management, modernisation and usage reviews.
• Developing the spatial requirements and facilities needed to efficiently and sustainably support each policing role and functions within the police estate, including the safety and wellbeing of staff and service users.
• Reviewing the capacity, capability and how efficiently each location supports the defined policing functions.
• Managing delivery of the Asset Inspection Reports from the PMS Contractor and ensuring the quality of the report's asset data collected is satisfactory.
• Developing Estate Asset Management Plans for each location based on the data provided from the Asset Inspection Reports and defined functions.
• Identifying key functional risks, constraints and dependencies for each location, and along with the PMS Contractor developing management plans to mitigate these.
• Reviewing key site installations and operational premises.
• Periodically reviewing maintenance strategies and plans ensuring that they adequately support their specific function.
• Annually reviewing with the relevant senior managers their defined policing functions and future requirements.
• PMS Contract Management:
• Managing the activities of the PMS Contractor including reactive, cyclical or planned maintenance works and energy efficiency.
• Planning, budgeting, reviewing and prioritising of proposed work programmes and estate maintenance activities.
• Managing capital and revenue projects of varying sizes to ensure delivery of work programmes and effective expenditure.
• Reviewing and approving risk assessment of Planned Preventative Maintenance (PPM) and maintenance works specifications and arrangements to minimise risk on the estate and achieve value for money.
• Managing PPM inspection, testing and maintenance of estate infrastructure and facilities.
• Reviewing and assisting the development of specifications for works contracts.
• Reporting on the performance of the PMS Contractor against agreed targets and Key Performance Indicators.
• Maintaining compliance with current Health and Safety policies and procedures.
• Preparing project briefs, business cases, investment appraisals, feasibility studies, option studies, ad hoc reports, post-project evaluations and updating these as required for all contract types.
• Ensuring that for all requested or required projects and maintenance projects that the stated business need for a project/service remains valid, that the project remains viable, and is correctly prioritised.
• Co-ordinating and directing end-user input to contracts.
• Managing contracts for delegated maintenance, PPM or other delivery contracts in accordance with organisational Procurement and Contract Management guidance.
• Ensuring the PMS contractor undertakes their duties in respect to contract administration.
• Project Delivery:
• Ensuring that the project is formally and effectively initiated following receipt of stakeholder's project request.
• Convening and attending meetings where required.
• Collecting and assessing existing functions, developing key project aims, objectives, risks, constraints, dependencies, benefits realisation plans and deliverables with stakeholders to support timely delivery of the project.
• Assessing proposed external and PMS Contractor design and project management teams in relation to the specific project requirements.
• Developing a clear project brief for project managers with assistance from stakeholders, internal and independent advisors retained by estate services in order to present clear briefs with defined aims and project objectives.
• Assisting the project manager to produce a Project Execution Plan and including the Risk Management Plan.
• Appraising early feasibility and options studies, with assistance from independent external client advisers as appropriate and aligning these with the Estate Strategy.
• Developing a cost plan, including a risk allowance with the project manager.
• Assessing the whole life costs of the project, and ensuring that cost-effective options and design solutions address value for money issues.
• Establishing formal reporting arrangements in relation to project progress.
• Controlling changes and ensuring that change control procedures are followed.
• Ensuring designs, solutions, remedial action and any other element of the project remains consistent with the requirements of the project brief.
• Ensuring appropriate compliance with all health and safety, risk management and security recommendations apply to the project.
• Reviewing and approving design options and the development and final design of the preferred option.
• Developing and approving the procurement route and process to achieve operational objectives and comply with Construction and Procurement Delivery requirements.
• Ensuring that the designs, solutions, remedial action and any other element of the project remain consistent with the requirements of the project brief.
• Reviewing and seeking approval from estate services management/PSNI Finance/Department of Justice/Department of Finance on delivery of key project milestones such as Outline Business Cases, Scheme Design Reports, Full Business Cases, simple Business
• Ensuring that 'gateway' reviews are undertaken if required, and quality assuring any documentation submitted.
• Ensuring appropriate risk management on the project.
• Ensuring that financial controls and cost plans are delivered within budget and timescales.
• Ensuring that financial controls and cost plans are delivered within budget and timescales. Managing the project budget.
• Ensuring overall quality standards of the project are achieved, including the methods used to develop it and the end product.
• Maintaining compliance with current health and safety policies and procedures for construction works.
• Reviewing and reporting on the performance of the PMS contractor and works contractors.
• Ensuring that a project is managed and delivered according to the Project Execution Plan.
• Ensuring that financial controls and cost plans are delivered within budget and timescales. Managing the project's works and fee interim and final payments and variations, and payments within the approved financial limits.
• Advising estate services management of issues that arise from the project brief, programme, finance, resources, quality or other element.
• Carrying out pre-and post-contract quality audits.
• Ensuring effective project feedback
• Carrying out a post-implementation review and post-project evaluation, collaboratively with the project manager and stakeholders, to provide clarity for Estate Services management concerning the extent to which the project met the required objectives
• Establishing learning lessons for the future by identifying elements achieved well and areas for improvement.
• Completing the assessments and checks post contract and as scheduled.
• Completing final accounts and ensuring delivery of all operating manuals.
• This Job Description reflects the main duties and responsibilities associated with this position. It is not intended to be exclusive or exhaustive.

Skills and Qualifications

Essential Skills

• Bachelor degree, or equivalent level 6 qualification, in an estates related construction discipline such as;
• Quantity Surveying or Building Surveying
• Sustainable Design or Engineering
• Architecture
• Electrical or Mechanical Engineering
• Civil or Structural Engineering
• Construction Technology or Management
• AND
• Chartered membership of a relevant construction institution such as:
• Royal Institute of Chartered Surveyors (RICS)
• Chartered Institute of Building (CIOB)
• Royal Institute of British Architects (RIBA)
• Architects Registration Board (ARB)
• Chartered Institute of Building Services Engineers Institution of Fire Engineers (CIBSE)
• Chartered Institute of Architectural Technologists (CIAT)
• Institute of Civil Engineers (ICE)
• Institute of Structural Engineers (IStructE)
• Chartered membership of other Construction related Professional Bodies will also be considered.
• All professional qualifications and chartered memberships must be fully completed by the time of appointment to the advertised role.
• Essential Skills and Experience :
• Applicants will be required to evidence that they have a minimum of five years' experience in each of the following areas:
• Sustainability issues including health and safety, asset management and its application to estate maintenance and development across a large portfolio of buildings.
• The design/construction process including project management and planning work stages from inception to completion, including assessing design quality, cost management and value engineering.
• Working with various statutory bodies such as Planning, Building Control and processes involved in applications and approvals.
• Team working and partnering to ensure integration of specialists into effective multidisciplinary teams.
• Essential Other:
• Applicants must have a valid driving licence and a car available for official business use, or access to a form of personal transport that will enable you to meet the requirements of the post in full.
• IT literate specifically in the use of the Microsoft Office suite (including MS Word, MS PowerPoint, MS Excel and MS Outlook).

Desirable Skills

• Experience of Computer Aided Design (CAD) software such as AutoCAD and Revit and or Computer Aided Facilities Management (CAFM) software.
• Evidence of Continuing Professional Development in construction related areas especially project management and contract administration.
• Note - Shortlisting will be carried out based on the essential criteria. Please note in some instances, for example, where there are a high level of applicants, desirable criteria may be applied.
• Successful applicants will be retained on a merit list for future opportunities arising.
• We would encourage you to check the spam within your email system for any relevant correspondence.

Further Information

Selection Methodology PSNI uses the Competency and Values Framework (CVF) which sets out nationally recognised behaviours and values to support all policing professionals. You will be assessed against the values and at the competencies level as indicated below. This will include both past and future focused questions. Further guidance and information about the Competency and Values Framework (CVF) is available here on our website. Applicants meeting the eligibility criteria and essential qualifications, skills and experience will be required to demonstrate their experience for the following criteria: Competency and Values Based Presentation and Assessment Values: Impartiality Transparency Competencies - Level 2: We deliver support and inspire We are innovative and open minded We analyse critically we take ownership