MoJ Property Directorate Role Profile

Overview

The MoJ Property Directorate is a customer focused organisation that exists to enable our customers to perform to their very best. We do this by providing high quality, easy to use services, and working environments that our customers want to work in, which support them to deliver their individual outputs efficiently. Our job is to manage one of the most diverse and complex estates in Government - hosted by the Ministry of Justice (MoJ). As of 2 April 2021, the Prisons Maintenance Group (or PMG) joined MoJ Estates Directorate and the team received a new title, MoJ Property Directorate. This change aligns us with our Profession - the Property Profession - and brings together a property portfolio including Prisons, Probation, and MoJ HQ and Arms Length Bodies. We also provide property services on behalf of the Home Office.

MoJ Property provides specialist services including facilities management, health and safety, fire safety and security, technical design expertise, and sustainability. We also have business management teams who support the entire Directorate and each of our partners is supported by account management teams. We are responsible for a great deal - our portfolio consists of properties valued at £8.5bn for the MoJ alone. We are part of the Government Property Profession (GPP) and through active membership and engagement we will work with the Office of Government Property to develop the maturity of the profession and also encourage our people to join the GPP. We continue to build our capability through training and recruitment, aspiring to be the best that we can be as individuals and as a directorate.

We continue to deliver new ways of working across our portfolio - leading on the scale and pace of activity for central government - proposing ways to achieve, and then providing more dynamic and flexible workspace, while driving down the cost of the estate.

Team Overview

The Contract Administrator provides support to ensure that the custodial Estates and Facilities Management contract (the TFM contract) is being administered in the region as required under the provisions of the contract, including a strong focus on ensuring governance is taking place with correct documentation, measures, management information and reporting arrangements; and to support efficient and effective contract administration in services delivered to establishments within the region, supporting the property operational teams

Reporting to the Regional Contract Administration Manager (CAM) as line manager, the post holder supports and carries out contract administration for the region. This role is an administrative post.

A minor but important part of the job involves the Contract Administrator contributing alongside other Contract Administrators to supporting coordination arrangements across the wider TFM contract lot comprising several regions and contributing as required to the overall contract management processes.

The Contract Administrator will carry out contract-related work including contract performance, audits and compliance, Property Services operational teams. There is no line management responsibilities with this role.

Job Description, Duties and Responsibilities

Responsibilities will include the following:

The job holder will be required to carry out the following responsibilities, activities and duties:

• Supporting efficient and effective contract administration for the region and for services delivered to establishments within the region.

• Support the CAM and APOMs (Area Property Operations Managers) in monitoring completion of work, recording accordingly using cloud based I.T systems and excel reporting tools.

• Support the CAM in collating and accurately recording financial information on work instructed including agreed additional spends for submission to the Contracts Administration Manager and Area Property Operations Manager.

• Support the APOM in maintaining contract related documentation including task order, risk and compensation event log.

• Provide secretariat support as and when required which will include taking minutes and notes at meetings and distributing agendas

• Provide assistance in collating returns and supporting information for reporting purposes that supports the region

• Organise, produce and maintain accurate records for area of work

• Act as contact point for communications to the team. Prioritise and distribute communications to the appropriate person as required

In addition to the above, the central support administrator will be responsible for:

• Provide support to the Central Support Team Manager in terms of collating returns and supporting information for reporting purposes that supports Northern Property Services teams.

• Assist in monitoring projects, liaising with the wider MOJ teams and the providers project management team.

• The duties/responsibilities listed above describe the post as it is at present and is not intended to be exhaustive. The Job holder is expected to accept reasonable alterations and additional tasks of a similar level that may be necessary.

Skills and Experience

• Essential to have strong drive and resilience, interpersonal skills and ability to work accurately under pressure.

• Must have good analytical and IT skills.

• It is desirable that the job holder is able to acquire an understanding of the TFM contract, NEC3 (New Engineering Contract) provisions and the associated processes.

• Commercial and financial awareness are key requirements, with training provided to aid development

• It is desirable that the post holder has had experience of working with risks and issues in contract management/contract administration, project or other settings.

Behaviours

We will assess you against these behaviours during the selection process:

• Working Together

• Seeing the Bigger Picture

• Managing a Quality Service

• Delivering at Pace

Flexible working hours

The Property Directorate offers a flexible working system in many teams. This role is full time, 37 hour working week.

We welcome and encourage applications from everyone, including groups currently underrepresented in our workforce and pride ourselves as being an employer of choice. We are happy to accommodate any reasonable adjustments you may require during the selection process. To find out more about how we champion diversity and inclusion in the workplace, visit: https://www.gov.uk/government/organisations/ministry-of-justice/about/equality-and-diversity

The Property Directorate offers flexible working subject to local agreement.

This post is advertised as Fixed Term & Full Time. The unit is supportive of and encourages flexible working and compressed hours candidates will also be considered. Non-civil service candidates would typically start on the pay band minimum.