Job Description

Job Scope:

The Project Manager delivers projects that develop and enhance the Royal Society's premises and workplace. The projects will be varied and include life cycle asset replacement, refurbishment work, office moves, and packaged Mechanical, Electrical Public health services and Fire protection systems (MEPh), Fabric and Fire Safety works. The Royal Society occupies leased premises in a Grade 1 listed building and the projects are to be delivered to a high standard.
The Project Manager ensures that projects are procured and delivered to comply with the lease, Listed Building Consent, specifications and design standards, CDM, Fire safety and environmental regulations, and in line with the Royal Society's procurement policy. The post holder will be responsible for developing business cases and briefs, procuring and managing consultants and professional services (e.g. Architect, Conservationists, Engineering, Quantity Surveyor and relevant appointments). The Project Manager will be on the tender panel for the appointment of Principal Contractors and oversee delivery of projects through to completion and handover.
The Royal Society premises operate 24/7 and the role holder will need to plan and communicate effectively with multiple stakeholders to coordinate work safely and with minimum disruption. The Project Manager is accountable for managing resources to achieve project objectives whilst managing project risks.

The post holder will be subject to Disclosure and Barring Service (DBS) checks.

Please note that we are unable to offer sponsorship for this role.

Reports to

: Head of Facilities

Line manages

: None

Pay band

: E

Salary

: 45,500 pa

Contract type

: Full-time, permanent

Hours:

35 hours per week (the occasional evening and weekends work)

Location:

Carlton House Terrace, London, SW1Y 5AG

Closing date for applications:

Midnight 3 September 2025

Interviews will be held: 17 September 2025

Responsibilities:

Project management

Manage the project in terms of time, cost and quality according to the RIBA Plan of Work or similar standard framework. Manage assigned projects including capital and small works and business improvement projects. Manage own time and priorities across multiple projects and coordinate with all relevant stakeholders to coordinate works and facilities services in a busy 24/7 building. Manage the project from start to finish using the usual project management disciplines: + Meet with the client team to agree scope of works and draft the business case or brief for the project.
+ Plan resource and develop project programme for delivery (RIBA 1-7) and identify requirements for external consultants. Obtain costs for budget approval.
+ Manage project budgets and oversee the application of value for money proposals.
+ Appoint a design team and manage the design and statutory requirements for quality assurance and risk management is established and managed throughout the project.
+ Review and select a procurement route that complies with Royal Society procurement policy. This may require purchasing consultants' services to advise on tender routes or to manage tenders for the client.
+ Manage client direct appointments (using the Society's T&Cs) or coordinate with the appointed contract administrator (e.g. JCT, NEC contracts) to review estimated costs, and to instruct quotations and tasks. Manage the change process ensuring that key decisions are signed off.
+ Manage the supply chain including financial administration. Monitor works by carrying out H&S checks and holding regular meetings with suppliers. Constructively and proactively manage and resolve under performance issues.
+ Manage and communicate projects sensitively, taking account of the operation of the building and listing. Identify all stakeholders and end users and provide regular progress updates and key messaging to ensure H&S safety on site.
+ Manage handover and acceptance ensuring that all equipment is commissioned, and all records and information are issued, retained and handed over to the Facilities Managers. Oversee the updating of asset information and operational procedures, including Operations & Mantenance, record drawings and warranties. Manage any snagging and project close out at the end of the retention period.
+ Manage the project evaluation. Complete post project evaluation and facilitate lessons learned meetings to feed into future project planning.
Carry out any other duties as required by the Head of Facilities and to support the Facilities Managers and provide operational management support for the Facilities as required.

Technical services

Advise on pragmatic and practical solutions to the client and work with professionals and consultants to develop briefs and designs. Support the Head of Facilities with development of the asset management plan, working with consultants and professionals to update the MEPh and Fabric life cycle plans to programme capital works. Contribute to continuous improvement of Facilities project management and Facilities operational procedures, and input into the development of design standards.

Financial and administration management

Administration and monitoring of Facilities projects expenditure. Raise purchase orders and receive invoices. Act as the primary point of contact for suppliers and the Finance team on financial matters for the projects. Administer payment applications and value for money proposals. Contribute to quarterly and annual forecasting and budgeting, prepare financial information, as requested by the Head of Facilities. Prepare and monitor the project programme, risk register, budget and communications plan. Schedule and attend meetings and maintain project records. Prepare monthly progress reports for the Head of Facilities. Administer tender processes, consulting with the Procurement Manger and Finance team. Writing tender documentation, liaising with suppliers, and documenting the tender process for internal approval.

Health, Safety and Environmental management

Ensure projects are delivered safely. Expect excellent KPI performance of contractors and maintain compliance with the Society's Safe Systems of Works procedures. Ensure project compliance with all relevant legislation and ensure the appointments are made under the Construction (Design and Management) and Building regulations. Identify risks and escalate concerns to the Facilities Managers and Head of Facilities. Manage licence for alteration and listed building consent requirements, and insurance as required to ensure that consents are obtained on time, and that the appropriate methods of construction are used so that the aesthetic of the building is not compromised. Assess projects and be creative in planning, so that the project delivery supports the Royal Society's environmental sustainability ambitions, minimising the environmental impact of the project and ensuring energy efficient solutions are prioritised.
Key Knowledge and Skills Required:

Knowledge

EssentialA minimum of three years' project management experience in an Estate/Facilities Management function delivering works projects in heritage/listed building. Proven experience of managing allocated resources and budgets efficiently and able to monitor and control cost, risk and quality throughout the project stages. A good understanding of the client project manager role and experience of delivering projects from RIBA 0-7. Project scopes can include any of the following - consultancy services, construction, MEPh works, fabric works, refurbishment works, purchasing equipment and furniture, move management. (Range of project budgets 25K plus). Experience of managing and partnering with supply chain (consultants and contractors) efficiently, resolving issues, and minimising disputes. Experience of tendering services and works. Experience of writing tender documents, and evaluating tenders, and tender recommendations. Knowledge of contracts including standard form documents. E.g. JCT, NEC Good knowledge of H&S and environmental legislation. Working knowledge of the regulatory framework for construction and maintenance works including, but not limited to, managing to requirements in CDM regulations and fire safety legislation. Good understanding of architectural drawings and M&E schematics. Proven space planning abilities.

DesirableH&S qualification. E.g. IOSH or NEBOSH. Membership (or working towards) a built environment professional body. E.g. CIOB, CIBSE, RICS, IMechE, etc.

Skills

EssentialStrong administrative and time management skills. Working knowledge of Facilities Management and construction activity in the workplace. Excellent communication (oral and written) and interpersonal skills and able to influence and keep projects on track. Excellent organisational skills. Excellent IT skills - use of Microsoft apps - excel, word, PowerPoint, project etc. Excellent attention to detail.

DesirableProject management qualification. E.g.Prince 2, APM, or construction project management qualification. Proficient in use of AutoCAD and familiarity with CAFM systems and knowledge of BIM.
Competencies:

Self-management

Enthusiastic and positive attitude Reliable and consistent Works unsupervised Output is accurate and of high quality Punctual and meets deadlines Uses research and enquiry to gain knowledge. Gains insight and learns from challenges

Working with others

Willing to cooperate and share knowledge within the team, Shares all relevant, critical and useful information Contributes ideas and identifies opportunities to work with others both within the team and across the organisation Can influence others to achieve the best outcome. Listens to and acts upon feedback from senior colleagues and willingly learns from others Able to presentation technical and financial information in a clear way to the client and stakeholders. Works collaboratively and builds trusted relationships with external suppliers and consultants. Confident to challenge a supplier or consultant and manage poor performance in a constructive way. Communicates confidently, asks questions and checks for understanding. Values the input of others, balances that with a sense of purpose to get the job done

Resource management

Plans and works within budgetary and resource constraints Seeks and prioritises best value solutions Organises own workload prioritising according to business need and priorities. Is flexible and adapts to changing circumstances and priorities Looks for ways to improve quality or results Maintains high standards despite pressing deadlines Is able to multitask and manage urgency in a calm and practical manner. Performs a wide variety of tasks and changes focus quickly as demands change Undertakes additional responsibilities and responds to situations as they arise with minimal disruption and supervision.

Critical thinking

Is analytical and solution focussed. Work is accurate and supported by sound decision making and sets out recommendations based on strong evidence. E.g. value for money. Is open to new ideas and willing to try them Uses initiative to select most appropriate solution Analyses both successes and failures for clues to improvement Is proactive and anticipates likely outcomes to manage risk. Proposes various solutions or options for consideration defining the pros and cons of each Able to escalate issues at the right time, to the Facilities Managers and the Head of Facilities.

Adaptability

Adapts to changes in workload whilst ensuring high standards are maintained. Listens to and appraises the alternative views of others, and is able to give feedback. Responds proactively to changes in priority and direction in a project, whilst keeping the project on track.

Managing people and relationships

Participates in discussions surrounding new ideas approaches Values and appreciates the importance of feedback Respects opinions and deals appropriately with complaints Works to improve the performance of oneself and others by pursuing opportunities for continuous learning. Shares ideas Exhibits a "can-do, will-do" approach and inspires others to act the same. Asks questions and probes to understand stated and underlying needs, issues, concerns and problems Manages expectations and keeps everyone concerned up-to-date on progress and informed of any changes. * Creates and maintains rusted relationships with internal and external relationships