Projects

• Support BMs across the South West region with managing operational impact scoping, planning and progress tracking for projects.

• Attend sites (where possible) for pre-start project meetings to scope operational impact and planning, including closing of Estates.

• Liaise/ act as SPOC for the South West with MOJ APOMs, RPOM and Suppliers PMs throughout the duration of planned projects.

• Manage regional estates related projects, acting as an intermediary between the MOJ property directorate, HMPPS Estates, Regional Head of Corporate Services and local stakeholders, such as ACOs, BMs and SAOs.

• Be aware of Regional Estates Strategy and track progress/ support management of large projects, such as refurbishments and office moves etc.

Maintenance

• Support regional BMs by overseeing work order escalations (level 3 escalations, backlogs, significant service failures etc).

• Act as SPOC for any regional estates and facilities management queries/ issues.

Meetings

• Meet with APOMs, Regional Account Managers from the MOJ Property Directorate and Regional Lead for Health, Safety and Fire either weekly, fortnightly or monthly (Dependant on need) to collate work flow tracking, to offer support to the region.

• On a weekly/ bi-weekly basis meet with Head of Corporate Services, providing updates on Facilities Management performance and any regional estates issues.

• Meet with appropriate regional Business Managers to offer Estates and Facilities support in PDUs with on-going need.

• Attend the Well-Being Subgroup of the People Board to maintain the resource and capital funding bid lists.

• Frequently liaise with Communications & Engagement Officer and Regional Equalities Manager for Estates, Equality & Engagement Meetings.

• Attend monthly SWSC HMPPS Estates Working Group Pre- meet, with Head of Corporate Services and Regional Health and Safety lead- managing/ updating a dedicated tracker of FM issues, including a ‘Highlight Report’ where pressuring Estates and Facilities concerns can be escalated.

• Attend Monthly SWSC HMPPS Estates Working Group meeting to represent SW region, delivering concerns communicated via the Highlight Report.

• Attend monthly/ bi-monthly PDU BUG (building user group) meetings.

MOJ Property Directorate

• Work with the APOMS and RPOMS alongside local BMs to monitor/ manage critical work order issues and projects, keeping a log of concerns within a dedicated tracker.

• Compile South West FM tracker issues into Area Estates Working Group Highlight report for SWSC HMPPS Estates Working Group meeting.

• Work with the Regional Property Account Manager and Strategic Account Manager to advocate for the service in matters of lease agreements renewals/ amendments, projects, property exits and acquisition etc particularly focusing on the operational impacts and needs.

• Work with Regional Property Account Manager and Strategic Account Manager to investigate and source resolution/ clarification around any questions and considerations outside of the Estates BM and APOM/ RPOM remit.

• Submit and review desired work (outside of normal FM maintenance/ resource budget) to RPOMs/ Strategic Property Account Manager for future project consideration/ prioritisation.

Health & Safety

• Liaise with the Regional H&S Lead on matters where consideration is required.

• Support with H&S pieces of work in place of BSC i.e. actions on Sphera that are regional rather than PDU specific.

• Review of outstanding Phase Audit actions, to offer support to complete the outstanding action.

• Support regional H&S matters contributing to Regional Estates Strategy.

Informal Tenures

• Support regional BMs with setting up new Informal Tenures, via Calders.

• Manage invoices and budget.

• Liaise with FBP for each financial year's budget- raising necessary PRFs for new PO.

Co-location Agreements

• Obtain and manage agreement information and numbers of non-operational HMPPS staff using Probation operational buildings, to assess and review capacity issues and forward planning.

• Liaise with regional BMS to review 3^rd party agency agreement compliance and any increase in numbers of 3^rd party agency professionals attending Probation buildings and using workspace.

Portfolio Discussion Board/ Property transfer scheme

• Act as an intermediary between MOJ APOMS/ RPOM and regional BMS to support in managing the possible changeover- current contract ending.

Other

• Review local business plans for Estates works and changes- advise on funding streams and take recommended work to Head of Corporate Services for approval.

• Consider/ review the condition and composition of our region's sites on staff wellbeing and diverse needs. Completing necessary work to make improvements (where possible), alongside the Regional Equalities Manager.

• Contribute Regional Estates updates to comms and regional Intranet Corporate Services page.

• Explore underspend funding in September/ October each year- submitting a request to Strategic Property Account Manager for planned maintenance work funding.

• Track any AED funded works for the region.

• Have good knowledge of estates policies and national guidance, including other documentation, such as the Probation Design Guide.

• Act as a regional SPOC for regional processes such as OccupEye, Matrix Room Booking, Probation Finder queries, and Sustainability Projects.

• Work with IT and Digital teams on new demands, telephony issues, and escalations (where required).

• Contribute to governance procedures by working with the Regional Estates Board secretariat.