Real Estate Space Planner Job Description

Core Purpose

The Department for Work and Pensions (DWP) is responsible for welfare, pensions and child maintenance policy. As the UK’s biggest public service department, we operate on a scale that is almost unmatched anywhere in Europe and most people in Britain come into contact with us at some point in their lives.

DWP Estates Directorate are accountable for the delivery of all aspects of real estate services and the work we do is critical in ensuring the vital work that the Department undertakes is enabled effectively. The DWP commercial estate is the largest within Government and our diverse national property portfolio reflects this scale. It is a unique mix ranging from modern corporate centres, multi-occupied Service Centres, to its frontline high street services.

We are responsible for the Department’s 800+ workplaces, that provide workplaces for 85,000 employees and a UK wide presence for all those that visit us. Ultimately, the Department relies on us to provide safe and secure buildings that are fit for purpose and meet the needs of the business. The work you will be undertaking is therefore crucial in us meeting the needs of all those who use our services.

The Design Standards team, part of Estates Policy and Compliance, works from project inception through post occupancy evaluation to ensure that the DWP’s property portfolio is aspirational in its approach to design, inclusivity and sustainability.

This role will manage a small team of space planners to help the DWP use space more efficiently and effectively. This will be achieved through space modelling tools, well thought out floor layouts and the use of estate wide space management software.

About the role

As a Real Estate Space Planner, you will:

• Work with key stakeholders to develop and maintain an agreed strategy for gathering, storing, and ultimately leveraging space related data to help create an efficient right-sized estate. This may include work on CAD file archiving, retrieval and leveraging of BIM datasets in the FM space

• Manage a small team of space planners who are considered experts in the field and a go to resource for advice and help

• Support, modify and create new space modelling tools to support new design guidance

• Agree, monitor, and maintain service level agreements for the turnaround of time critical responses from the team

• Manage the improvement of both the quality and quantity of computer data supporting effective space management, tracking of occupancy levels and the planning of office churn

• Oversee the classification of space according to pertinent standards (such as the International Property Measurement Standards) and procedures

• Oversee/prepare reports on current space utilisation across different elements of the estate

• Oversee/conduct space feasibility and utilisation studies and prepare reports on findings

• Identify problems, trends, or future space needs and make recommendations

• Support work on floor layouts, to include furniture, fixtures and equipment using computer aided design software with a focus on smart working principles as described in PAS3000 (Publicly Available Specification)

• Engaging with Suppliers to be fully informed of new products and innovations that could benefit the DWP

• Take the lead in providing timely direction and technical advice to external designers and supply chain consultants to ensure developing proposals meet quality standards and the operational requirements of the Department

• Demonstrate to senior business stakeholders the advocacy of smart working and the creation of effective and inclusive workspaces

• Support reviewing and commenting on floor plans, test fits at key project stages

• Responsibility for reviewing team’s advice on compliance with or justifiable derogations from the space standards for all Real Estate projects

• Leading the team’s continuous improvement programme, based on the collection and analysis of data. This will include attending site to review live projects to capture lessons learned, or missed opportunities, for future projects

• Lead post-occupancy evaluation and stakeholder engagement sessions ensuring feedback is reflected in the Design Standards documentation as appropriate

• Running regular training sessions with the various supporting teams and consultants to improve performance and understanding of key areas for development

• Providing a link between the Estates team and wider DWP, as well as with other Government Departments on technical and performance improvement matters. Sharing best practice and attending cross government workshops, working groups or conferences as appropriate

Essential Knowledge, Skills and Experience

A strong candidate must have the following:

• Experience in creating strategies for gathering, storing, and leveraging space related data, and then deploying it successfully during complex estate change in either office/ retail/ banking or educational environments

• Experience of dealing with technical, legal, or regulatory design issues at both a policy and practical level

• Experience in creation/manipulation of bespoke space modelling tools to aid in such things as site searches, space planning, reviewing plans, cost control and building test fits

• Experience in the management, reporting and improvement of data supporting effective space management, tracking of occupancy levels and the planning of office churn

• Ability to use industry standard space classification systems, in conjunction with other Government departments, to maximise the value of space data

• Good knowledge of statutory processes, Building Regulations, British Standards and a comprehensive understanding of construction related UK legislation

• Ability to use evidence alongside analytical thinking to make decisions and to present in a clear and concise style varying the presentation according to the target audience sometimes to large groups

• Good working knowledge of space management computer applications, space utilisation and facilities management

• Proficient in the use of industry standard CAD software & of Microsoft Excel

Leadership attributes

• Works collaboratively by sharing information appropriately and building supportive, trusting and professional relationships with a wide range of stakeholders

• Uses sound judgement, evidence and knowledge to arrive at accurate, expert and professional decisions or advice

• Takes ownership for results by working to agreed goals and activities and dealing with challenges in a responsive and constructive way

• Is open to change and regularly seeks out opportunities to work in ‘smarter’, more focused ways to deliver a better service for clients

• Communicates with clarity, integrity and enthusiasm

• Plans, prioritises and manages activities effectively to deliver a professional service

• Continuously develops their knowledge and skills through a strong focus on personal development

Offered benefits

• Learning and development tailored to your role
• An environment with flexible working options
• A culture encouraging inclusion and diversity
• A Civil Service pension
• An employer pension contribution of up to 27%
• A generous annual leave allowance
• Flexible working arrangements

Please refer to the Civil Service Jobs advert for details around the Selection Process.

If you are interested in applying for this role and would like to know further information, please feel free to contact:

Matt Pepper on matt.pepper@dwp.gov.uk