Head of Estates Portfolio Management Office in Sheffield

The University of Sheffield is a remarkable place to work. Our people are at the heart of everything we do. Their diverse backgrounds, abilities and beliefs make Sheffield a world‑class university.

Overview

The Department of Estates and Facilities Management (EFM) 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.

Main Duties and Responsibilities

• Establish, embed and lead the cross‑Estates PMO function 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 regarding portfolio health and strategic alignment.
• 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 govern the portfolio prioritisation and selection process, utilising analytical data to review and allocate resources 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.
• Manage the strategic interface with Capital Finance to establish a unified reporting framework aligning data structures and forecasting.
• 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, ensuring lessons learned are formally captured and integrated back into the delivery process.
• Optimise interfaces between project data and core University systems such as SAP and Planon to ensure data integrity and reduce 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.
• Lead the strategic evolution of the PMO team to remain 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 recognises the unique abilities, backgrounds and beliefs of all. Even if your past experience does not match perfectly, your contribution is valuable and we encourage you to apply.

Essential Criteria

• Relevant professional accreditation in Portfolio or Programme Management (P3O Practitioner, MSP, APM PPQ) or 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 asset lifecycle, capital planning and financial reporting.
• 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.
• 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, able to prepare and present high‑quality strategic reports to non‑specialist audiences.
• Ability to work as a senior member of a multidisciplinary management team.

Benefits

• Minimum of 41 days annual leave, pro rata, with purchase options.
• Flexible working opportunities, including hybrid working for some roles.
• Generous pension scheme.
• A range of discounts on travel, food and shopping.
• Access to a variety of staff networks and development schemes.
• Family‑friendly policies including paid time off for parenting and caring, menopause support, and fertility support.
• Recognition awards and learning and mentoring schemes.

Discounts and Rewards

Additional discounts and rewards for staff available through the University’s benefits programme.

Equal Opportunities

We are an EEO organisation and a Disability Confident Leader. 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.