Overview
The Department of Estatesand Facilities Management (EFM) at the University of Sheffield is responsible for maintaining the University's buildings, facilities and grounds, managing its property and facilities and procuring new buildings. The EFM team is at the forefront of the University’s strategic and capital programme - planning, managing and delivering developments and commitments that underpin its world class facilities.
The Head of Estates PMO is a strategic leadership role within the EFM team designed to provide strategic oversight and quality control across the entire Estates project portfolio. The post-holder will lead the design, implementation, and management of a centralised PMO function that provides oversight across the entire estates portfolio.
The role is designed to decouple governance and business case development from delivery teams. A primary focus is the integration of capital and revenue data, the standardisation of complex University governance and the development of predictive resource profiling.
This role will work alongside the Capital Projects team, Minor Works, and Lifecycle Management to ensure a unified, best-practice approach to project delivery. You will establish and lead a centralised PMO function that standardises methodologies, governs project gateways, and provides high-level management information.
This role is responsible for ensuring consistency across all Estates teams and projects, by translating complex project, financial, and operational data into actionable intelligence. The post holder will act as the primary technical strategic interface with the University's Executive and Finance Committees, leading the preparation and presentation of high-level reports and recommendations on portfolio health and future investment proposals.
Main duties and responsibilities
Establish, embed, and lead the cross-Estates PMO function acting as the strategic lead.
Develop standardised project management methodologies, templates and process flows for the Estates Team.
Act as the strategic interface between Estates and the University's Governance Committees in relation to the portfolio and recommendations on portfolio health, strategic alignment, and future investment.
Lead in formulating business cases and investment appraisals, ensuring they are regularly reviewed and aligned with strategic goals.
Partner with peer Heads of function to facilitate and govern the portfolio prioritisation and selection process, utilising analytical data to ensure resources are reviewed and allocated to projects.
Provide high-level oversight of the entire Estates portfolio, monitoring progress to mitigate financial risks or delivery delays.
Portfolio Reporting & Financial Management
Lead the production of high-level, automated dashboards for the Estates Executive and University Governance groups on all Estates projects. Translate complex data into actionable insights on project status, risks, and portfolio-level financial commitments.
Manage the strategic interface with Capital Finance to establish a unified reporting framework aligning data structures and forecasting to provide an integrated view of both capital and revenue expenditure across the entire Estates portfolio.
Implement robust financial management processes to track performance, manage risk, and achieve strategic objectives.
Lead resource profiling and predictive models to forecast future staffing and consultancy requirements based on the five-year capital plan.
Lead the Post-Project Evaluation process. Ensure lessons learned are formally captured and integrated back into the delivery process to enhance value for money and occupant satisfaction.
Optimise the interfaces between project data and core University systems (such as SAP, Planon) to ensure data integrity and reduce manual duplication.
Leadership & Stakeholder Management
Collaborate with Heads of service to align programme strategies and ensure resource allocation.
Provide leadership, guidance, and technical mentorship to the PMO team, internal project delivery staff, sponsors, and teams to enhance departmental capability.
Lead the strategic evolution of the PMO team to ensure the function remains responsive to changing requirements.
Lead the development and delivery of project-related training for internal teams.
Carry out other duties, commensurate with the grade and remit of the post.
Person Specification
Our diverse community of staff and students recognises the unique abilities, backgrounds, and beliefs of all. We foster a culture where everyone feels they belong and are respected. Even if your past experience doesn't match perfectly with this role's criteria, your contribution is valuable, and we encourage you to apply. Please ensure that you reference the application criteria in the application statement when you apply.
Relevant professional accreditation in Portfolio or Programme Management (P3O Practitioner, MSP, APM PPQ) or significant equivalent experience.
Proven experience within a Portfolio Management Office role coordinating a substantive capital project programme and managing a team of professional analysts
Expert knowledge of Portfolio, Programme, and Project Management principles and governance methodologies.
Understanding of Estates management processes, including the asset lifecycle, capital planning, and financial reporting (Capital and Revenue budgets)
Experience in defining and embedding project governance, policy, and process at a strategic level.
Demonstrable analytical and problem-solving skills, with proven ability to design and execute complex data models for forecasting (e.g., lifecycle costs, resource capacity)
Strong financial acumen with experience managing portfolio-level budgets and financial reporting.
Demonstrable strategic leadership and decision-making skills with the ability to manage risk and provide expert guidance to senior management.
Proven track record of developing workforce or resource planning models within a project environment
Excellent written and verbal communication skills with the ability to prepare and present high quality strategic reports and complex information to non-specialist audiences.
Able to work as a senior member of a multidisciplinary management team.
Further Information
£61,759 to £69,488 per annum. With the potential to
progress to £80,524, per annum, through sustained
exceptional contribution.
Associate Director, Development, Space & Property
For informal enquiries about this job contact Ashley Roberts, Associate Director, Development, Space & Property on [email protected]
Next steps in the recruitment process
It is anticipated that the selection process will take place within two weeks of the closing date. This will consist of an interview and presentation. If you need any support, equipment or adjustments to enable you to participate in any element of the recruitment process you can contact [email protected].
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Our vision and strategic plan
We are the University of Sheffield. This is our vision: sheffield.ac.uk/vision ().
What we offer
A minimum of 41 days annual leave including bank holiday and closure days (pro rata) with the ability to purchase more.
Flexible working opportunities, including hybrid working for some roles.
Generous pension scheme.
A wide range of discounts and rewards on shopping, eating out and travel.
A variety of staff networks, providing opportunities for social interaction, peer support and personal development (for example, Race Equality, LGBT+, Women’s and Parent’s networks).
Recognition Awards to reward staff who go above and beyond in their role.
A commitment to your development access to learning and mentoring schemes; Professional Services Shared Skills Framework.
A range of generous family-friendly policies
paid time off for parenting and caring emergencies
access to menopause support in the workplace
paid time off and support for fertility treatment
and more
We are a Disability Confident Leader (opens in a new window). If you have a disability and meet the essential criteria for this job you will be invited to take part in the next stage of the selection process.
