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Posted: Tuesday, January 28th 2020
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Job Title:     Senior Projects Coordinator
Organisation:     National Museums Liverpool
Salary:     £33,419 p.a.
Type:     Full-Time Position
 Contract: Until 31 March 2021
Location:     Liverpool, England
Closing Date:     Monday, February 24th, 2020
Job Ref No:     2009
Other Benefits:   Company Pension Scheme, Employee Assistance Programme, Travel Loan Scheme, Employee Discount Benefits
Job Description:
Senior Projects Coordinator

Are you searching for a job that makes a difference?

NML welcomes 3 million visitors to our six public venues every year. If you’re looking for an estates development role that’s challenging, diverse and makes a real difference to the people of the Liverpool City Region and beyond, then NML would like to hear from you.

NML has entered a period of physical and organisational transformation. As well as leading the cultural sector in visitor experience, NML has ambitions for excellence in energy efficiency, health and safety, collections care and staff satisfaction. The physical environment is central to achieving these goals.

As one of our Major Projects Coordinators you will be pivotal in coordinating the sequence of building projects, costing approximately £300M and phased over 10 years, that will enable this transformation.

NML’s existing estate consists of more than twenty sites that range from the historic to the futuristic. You will be part of an expert team of in-house project managers, overseeing external consultants and construction contractors to undertake changes that will reach into every corner of the estate. Communication and collaboration skills will be vital as our business-as-usual must continue throughout the works.

If you have energy, ambition and a track record of delivering complex construction projects, this could be the opportunity for you.

This role is currently funded for one year but we anticipate extending this as finance for individual projects is confirmed.

Directorate: Estates
Job Title: Senior Project Coordinator
Payband: 6
Hours: 37 hours / fixed term until 31 March 2021

Purpose of the role: Support the Director of Estates in developing NML’s Estate such that the organisation’s built infrastructure enhances its core activities in the short and the long term.

Lead on the delivery of a range of capital and other change projects, liaising closely with the Estates Facilities Management Team, Exhibitions Team and other colleagues across NML.

Section 1. Main Activities

Reporting to the Director of Estates, the post holder will:

Lead on the management of individual capital projects and major exhibitions.
• Working with the Director of Estates and Project Director assist in establishing and managing project teams for capital developments, basing these on a clear team structure and ensuring the correct balance of inputs from departments across the organisation.
• Establish a Project Execution Plan for assigned projects, including; communication strategy, meeting structures, procurement strategy, programme milestones, and change control process.
• Establish need for use of external consultants on projects and where external support is required, develop a comprehensive scope of services, building these into a project team structure, with clear areas of responsibility and reporting lines.
• Manage the procurement process for commissioning the services of external consultancies, ensuring that selection is undertaken in a fair, open manner that demonstrates clear analysis of quality and cost benefits.
• Coordinate and manage the inputs of internal departments and external bodies, ensuring that all work is undertaken in a timely fashion and that any areas of risk or delay are reported to the relevant party so that necessary action can be taken immediately.
• Working with the Director of Estates, Project Director and Quantity Surveyor review initial project budgets and agree budget allocations to ensure adequate allowance across all areas. Work closely with Finance to regularly review expenditure, ensuring it is within allocations. Highlight any areas of risk.
• Represent the client team at all meetings with external contractors, designers and consultants as required. This will include progressing solutions to complex issues and ensuring that any proposals are in accordance with employer’s requirements and the project brief.
• Provide written reports and verbal updates to the Director of Estates and Project Director on a regular basis including update on any contractual or budget implications, programme, design issues/risks, installation and completion.
• Develop and deliver presentations on project content, implementation and progress for a range of audiences including NML staff, Trustees, funding bodies and other stakeholders.

Represent NML within the delivery team throughout the lifetime of the project.
• Planning. Agree requirements with Liverpool City Council, Historic England and other interested parties.
• Briefing. Ensure there is sufficient time spent on confirming the brief and exploring options before progressing to procurement.
• Design. Ensure all proposals represent the highest design aspirations and meet the needs set out in the brief.
• Tender and procurement. Be versant with the rules of public procurement and operate within those restrictions.
• Tender and procurement. Ensure that competitive criteria for awarding contracts are set to ensure that there is a fair and rigorous competition and the NML appoints the best company for the work.
• Contract management. Manage contracts with builders, consultants and suppliers. Ensure that all external contractors are properly briefed and tendered with clear objectives, milestones,
• Base build construction. Ensure there is sufficient monitoring of quality as the construction progresses.
• Fit out and exhibition installation. Ensure the fit out and the base build are completely aligned.
• Close out and handover. Take part in a Soft Landings approach to capital projects, working with the capital projects team on the design and occupation of new facilities.
• Close out and handover. Maintain contract documents and all relevant correspondence for the length of time required for NML to fulfil its legal obligations.
• Snagging and defects. Lead the development, communication and implementation of a coordinated snagging plan and defects rectification programme for the exhibition fit-out. Ensure that throughout the defects liability period, all issues are reported, solved and closed out.
• Post implementation review. Take part in any lessons learned reviews and ensure that all Museum of Liverpool project information is filed and accessible according to audit requirements. Work with the Operational Support Officer to archive exhibition fit out and snagging project information

Take part in the scoping of new projects, applying for funding and programming into existing workload
• Contribute to assessing the merits of possible projects to decide which ones will be progressed.
• Contribute to writing funding bids by providing evidence and costs from previous projects and articulating how new physical infrastructure will meet NML’s aims.

Overall governance and Project Management Office
• Contribute to improving and communicating NML’s project management practices across the organisation
• Provide development, communication and implementation of standard project management tools, processes and methodologies across the organisation.
• Contribute to the development and management of a master programme for approved projects, setting out clear project stages, key milestones, inputs, deliverables and dependencies using Microsoft Project.
• Update project programmes on a regular basis to show overall status of projects and progress/slippage against task in sufficient detail and clarity for reporting to Project Director, project teams, and external funders and stakeholders.

Working within the Estates team
• Lead a team of up to 6 FTEs.
• Manage the work of people reporting directly to you such as the assigned Project Support Officer(s) and Project Assistant(s).
• Manage allocation of work, distributing projects with the team.
• Take part in NML’s Performance and Development Review system. Carrying out reviews with direct reports and providing feedback to line manager and other colleagues.
• Ensure that team members are trained to the required level in health and safety, management of construction projects and project management policies and tools.

Working beyond the Estates team
• Liaise with colleagues across the organisation to ensure that their views and experience are reflected in the scoping and briefing for new projects.
• Work with members of the estates team and others within NML to develop buildings to enhance the care of collections, improve the service to the public and generate income.
• Attend internal meetings from time to time, deputising for the Head of Capital Programme as required.

Take part in the management and promotion of health and safety across the estate
• Ensure that a safe system of work is maintained through the implementation of Managing Safely Principles throughout NML
• Be informed of current health and safety requirements and work with colleagues across NML to ensure that correct procedures are followed, particularly the CDM2015 Regulations.
• Contribute to the production of risk assessments and the subsequent elimination and management of risk
• Assist in the management and coordination of external subcontractors employed to assist NML
• Take part in the annual review of health and safety policy
• Assist in ensuring that NML complies with all relevant statutory obligations and maintains records to demonstrate its compliance.

Uphold NML’s values day to day by demonstrating commitment to the organisation’s Behaviours Framework

Exhibit the values of Trust, Respect and Inclusion in all interactions, evidenced by being:
• Visitor focused
vInnovative and ethical
• Collaborative
• Building capability and agility amongst colleagues
• Practicing accountability
• Achieving results.

Section 2. Responsibilities

• Ensure projects managed by the Major Projects Team meet the budget and programme agreed at the outset.
• Ensure contracts for construction and consultancy are managed within the terms agreed.
• Information supplied to decision making meetings is accurate.
• Procurement is undertaken fairly.
• Only correct and necessary information is placed into long term project archives.

• Deputise for the Head of Capital Programme internally and externally as required
• Represent NML in meetings with Liverpool City Council Building, Planning and Conservation Officers and Wirral Council as required.
• Provide professional advice on estate management and NML to academics; colleagues within the profession and students
• Represent the Estates Directorate at internal meetings.

Staff Management
• Overseeing external subcontractors working on behalf of the Estates Directorate
• Managing Major Project Officers (G5) and Major Projects Assistants (G3).

• The post holder will be expected to show the highest level of integrity and confidentiality in the provision of these duties.
• Adhere to the standards expected of all public services as defined by the HM Treasury publication “Managing Public Money”. Those standards are honesty, impartiality, accountability, openness, accuracy, reliability, transparency, objectivity, integrity and fairness. These standards should be carried out in the spirit of, as well as the letter of, the law; in the public interest; to high ethical standards and achieving value for money.
• Adhere to NML’s Health and Safety policies and procedures, and make a contribution to the continuance of a sound health and safety culture within the division.
• Develop NML’s commitment to Equality and Diversity, and promote non discriminatory practices in all work undertaken.
• Undertake additional duties, as required from time to time
• Undertake training and development courses and programmes, as required.

Section 3. Requirements for the role.

• Essential: educated to degree level or equivalent.
• Desirable: qualification related to museums, galleries or exhibitions
• Desirable: Project Management Qualification
• Desirable: Membership of relevant professional body APM, RIBA, RICS etc.

• A successful track record of managing consultants, contractors and clients within minor and major construction and fit out projects.
• Budget and contract management at a senior level.
• Managing change within a multi-stakeholder environment.
• Managing and motivating diverse teams.

Person Specification
• Leadership – able to direct a team and manage upward to protect their interests
• Good judgement – able to consider options and assess the best way to approach a complex situation.
• Clear communicator – able to convey important information concisely and in a manner that will maintain good, cooperative relations.
• Skilled negotiator – able to understand another’s point of view and offer solutions that will enable all parties to achieve their aims safely.
• Confidence and authority – not easily undermined by aggressive or dismissive behaviour from others.

Section 4 – Compulsory Training
• National Examination Board in Occupational Safety and Health (NEBOSH) - Site Safety Supervisor
• NEBOSH – Certificate in Construction

The details contained in this job description reflect the content of this job at the date of being prepared. It is however possible that over time the nature of the job will change. Consequently National Museums Liverpool will expect to revise this job description from time to time and will consult with the post holder, should the need arise.
Application Instructions:
Please Apply Via:
Contact Name:     Human Resources
Contact Tel:     0151 478 4696
Contact Fax:    
Contact Email:
Address:     127 Dale St, Liverpool, .  
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