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) - a property portfolio including Prisons, Probation, MoJ HQ and Arm’s Length Bodies.

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 £9.3bn 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 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 provide more dynamic and flexible workspace, while driving down the cost of the estate.

Team Overview

The Contract Management team are responsible for providing a dedicated contract management resource to the MoJ Property Directorate. As a team, their purpose is to enable full oversight of the new FM contracts - which will result in a better service provided to our customer. The Contract Management team will be responsible for, and not be restricted to, the following:

• Standardisation of how the new FM contracts are managed.

• Each lot/supplier to have a nominated G7 who acts as their point of contact for anything contractual. The team will ensure there are clear owners to the contracts, governance is adhered to, and control of the contracts is managed correctly.

• The team will operate in unison, ensuring each supplier is governed and managed in accordance with agreed governance structures and Terms of References.

• To bridge any gaps between suppliers, operational and commercial teams; to also act as the gel between stakeholders.

• The Contract team will be proactive in their contract management, pro-actively identifying and advising on risk/trends ahead of time.

As part of the senior management team (SMT), the role will be to provide leadership to the Contract Management team, manage complex stakeholder relationships, ensure contractual compliance and conduct process reviews with responsibility for contract governance. Your role will be as senior contract escalation point for the Facilities Management (FM) contract operational performance. Working closely with your SMT colleagues in the operational space, your work will provide a clear structured approach to contract governance and will require you to address and appropriately manage significant contractual escalations.

This post reports directly into the SCS1.

Job Description, Duties and Responsibilities

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

• Manages underperformance to resolution.

• Oversees the realisation of benefits achieved as a result of the

performance management regime or change control.

• Leads mediation and dispute resolution, driving value from the use of

performance metrics and success criteria.

• Implements structured approaches to supplier relationship

management throughout their area of responsibility.

• Manages supplier relationships and contract teams giving day-to-day

oversight of contracts.

• Provides expert advice on relevant regulations and compliance issues.

• Provides practical advice to stakeholders having identified, evaluated,

negotiated and apportioned contract risks.

• Ensures business continuity e.g. security of supply extends during any

transition period and throughout the entire contract life, including procurement and closedown.

• Leads transition management, exit strategy and driving value from the use of performance

• Lead on contract management team support to the Commercial team in contract renegotiations.

• Metrics and success criteria

Contract and Supplier Management

• Lead on effective cost control measures, working closely with Finance and Commercial teams.

• Have clear understanding of contract management risks, priorities and strategies.

• Lead on the management of all contract obligations, ensuring that suppliers meet overarching requirements.

Governance

• Forward thinking with a proactive approach to FM.

• Manage the relationship with the Account Management leads and the senior account representatives including suppliers and Commercial team.

• Ensure that the audit, assurance and validation of service delivery are undertaken, and the outputs managed accordingly.

Customer and Stakeholder Management

• Lead engagement with all key stakeholders, including the customer, suppliers, Finance, Commercial to ensure effective delivery, issue resolution and the facilitation of collaboration between all key stakeholders.

• Providing a senior operational contract point of escalation for the account stakeholders and adopting a proactive approach to relationship management.

• Understand all TFM services required across the customer portfolio.

Service Management

• Service Manager for TFM contracts.

• Considerable understanding of FM and WSM contracts and the services to be provided across the customer portfolio.

Managing People and Resource

• Strategic leadership of the contract management team, managing a diverse team.

• Lead and develop the contract management teams outputs, training requirements and ongoing continuous personal development.

Data Responsibilities

• Data Ownership and Accountability: Take ownership of data within the portfolio ensuring its quality, compliance, and alignment with organisational standards.

• Governance Implementation: Execute and enforce data governance policies within the portfolio, embedding governance practices in day-to-day operations.

• Support for Data Quality and Remediation: Oversee data quality within the portfolio, sponsoring and prioritising remediation initiatives to address any data quality gaps.

• Participation in Governance Forums: Represent the portfolio in data governance councils and boards, ensuring the portfolio’s data needs and compliance status are communicated.

• Operational Risk Identification: Identify and mitigate data risks within the portfolio, working with data stewards to maintain high standards of data integrity and reliability.

• Data Governance Sponsorship: Lead the portfolio’s engagement in data governance, including supporting data improvement initiatives and ensuring adherence to organisational data policies.

• The above points include key contract data such as building data, service matrix, asset data, and FMR data quality.

Other

• Participation/attendance at staff networks (if applicable).

• The duties/responsibilities listed above describe the post as it is at present and is not intended to be exhaustive. The post holder is expected to accept reasonable alterations and additional tasks of a similar level that may be necessary. Significant adjustments may require re-examination under the job evaluation scheme and shall be discussed in the first instance with the post holder.

Skills and Experience

Essential

• Experienced senior contract management professional

• Significant FM Contract and supplier management experience

• Demonstrable persuasive capability

• Record of significant self-development

• Credible experience of managing significant contractual escalations with clearly defined outcomes

• Experience working in cross-functional teams with multiple disciplines.

You should have significant experience in:

• Strategically leading a customer facing team

• People management including mentoring, motivating and development of high

performing teams

• High-level management of key suppliers, particularly with handling escalated

issues and risks and engaging in key decision-making

• Managing complex customer relationships and stakeholder liaison.

Highly Desirable

• Experience of providing board-level oral or written briefings

• Experience of working with NEC Contracts

• Experience implementing continuous improvement methodologies

• Awareness of the Government Property Profession

Qualifications

Support and funding will be provided to achieve the required qualifications and accreditation for this role with an expectation that this will commence within 6 months of taking up post and a commitment of time from the successful candidate will be required to complete this.   

Additional training to keep up to date with developments in the role, and statutory requirements may be required.   

There is mandatory training for all civil servants which must also be completed in a timely manner. 

• CMCP Practitioner.

• CIWFM other commercial or contract management qualifications e.g. IACCM.

• IWFM Level 6 or equivalent experience.

• Property related degree.

• Engineering degree.

• Relevant Government Property framework qualifications.

Government Property Profession (GPP) Competencies

This role sits within the MoJ Property Directorate and is part of the Government Property Function aligned with the Government Property Profession.

The GPP Career Framework is aimed at staff working in property or property-related roles and consider property to be their career anchor profession. This usually encompasses posts where professional qualifications and experience are directly relevant to the work being undertaken. However, it is also applicable to those who are currently not qualified property practitioners but wish to make this their profession of choice.

Those with a property background at any level are encouraged to register with the GPP, which exists to support property practitioners at all levels. Details of the GPP Career Framework can be found at: https://www.gov.uk/government/publications/the-government-property-profession-career-framework--2

This role falls under Facilities Management, Senior Practitioner level in the GPP Career Framework and some or all of the following Technical Skills will be tested during the selection process:

• Commercial Acumen - Expert

• Customer and Client Service - Expert

• Analytical Decision Making - Working

Behaviours

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

Making Effective Decisions

Communicating and Influencing

Managing a Quality Service

Flexible working

The MoJ Property Directorate offers a flexible working system in many teams, subject to local agreement.

Requests for reduced hours contracts will be considered in line with business needs.

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

Directorate is supportive of and encourages flexible working.