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).  The MoJ Property Directorate brings together a property portfolio including Prisons, Probation, and MoJ HQ and Arm’s 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 Administration Manager (CAM) ensures that work 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. The Contract Administration Manager (CAM) will report to the Admin and Assurance Hub Manager and work within the contract administration management team as well as the East and West Midlands contract management teams.

Job Description, Duties and Responsibilities

Responsibilities will include the following:

• Managing contract administration to enable efficient processes to be operated consistently across the region including ensuring that all necessary governance and delegations are in place.  

• Day to day working closely with Regional Property Operations Manager (RPOM) and Area Property Operations Managers (APOMs) to ensure that in operating processes all necessary governance (e.g. assurance and checks) are consistently carried out and that deadlines are met

• Management of the contract management system, CEMAR, ensuring all notices, including Task Orders, Early Warning Notices (EWNs) etc. are being raised efficiently and accurately and ensuring the timely closure of notices. Responsible for validating monthly payment applications which flows from the CEMAR system.

• Ensure Management Information (MI) data is being provided and maintained and Key Performance Indicators (KPI) data is up to date and readily available  

• Monitor EWN’s to ensure they are being addressed and ensure mitigation plans and risk register including early warning matters are in place and maintained.  

• Monitor devolved budgets in accordance with the financial procedures outlined in the budget delegation to the RPOM and APOMs and reporting of budgets and spend. 

•  Collaboration and liaison with other parties within MOJ including finance and commercial and attend meetings when required  

• Management of contract administration and administration support (through line managed business administrators) for the region including management of contract administration performance and individual‐ based coaching, development and performance management.  

• Responsible for producing reports and collating returns as requested by the Head of Property Services Regional Support Team, RPOM and centrally within MOJ Property.

• Responsible for producing Change Board submissions, ensuring deadlines are met. Play an active role in monitoring projects, liaising with the Minor Capital Project Management office (PMO) and the providers project management team.

Expectations of post holder in executing the role

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. Significant adjustments may require re-examination under the Job Evaluation Scheme and shall be discussed in the first instance with the job holder.

• You seek and analyse information to inform decisions based on the best available evidence.

• You convert resources into results in the most efficient and economical way.

• You are confident to lead a team and can effectively manage team dynamics to drive forward a shared goal. You take into consideration everyone’s individual needs and create a genuine team spirit.

Skills and Experience

Essential -

• The job holder must have or be able to rapidly acquire excellent understanding of the Team’s key contracts. (Managing a Quality Service)

• Commercial and financial awareness are key requirements. (Managing a Quality Service)

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

• Essential to have effective team management skills. (Communicating and Influencing)

• Essential to have experience of managing risks and issues in contract management/contract administration, project or other settings. (Managing a Quality Service)

• Must have good analytical and IT skills. (Making Effective Decisions)

Highly Desirable

• Ability to work with minimal supervision, taking responsibility for outcomes

• Awareness of Government Property Profession

Please note that whilst we don’t assess or score ‘desirable’ criteria, we may consider evidence provided that demonstrates meeting the desirable elements of the role, only after essential criteria is assessed and where there is a need to differentiate between closely scored candidates. 

Behaviours

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

• Managing a Quality Service (lead behaviour)

• Making Effective Decisions

• Leadership

• Communicating and Influencing

Application process

You will be assessed against the Civil service success profiles framework.

Please refer to the essential criteria above, which sets out how these will be assessed.

Sift

Behaviours - Please provide a 250-word example of how you have met the following lead behaviour:

• Managing a Quality Service (lead behaviour)

• Making Effective Decisions

• Leadership

• Communicating and Influencing

Experience - Please provide an anonymised CV

Should we receive a large number of applications, we will sift primarily on the lead behaviour of Managing a Quality Service.

Candidates invited to Interview

Please note that interviews will be carried out remotely via MS Teams.

During the interview, we will be assessing you on the Behaviours listed below and Strengths (not shared in advance) from the Success Profiles framework:

• Managing a Quality Service (lead behaviour)

• Making Effective Decisions

• Leadership

• Communicating and Influencing

If you’d like further information about the role, please contact Nicky Turner - nicky.turner@justice.gov.uk