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General Information

Salary
The national salary range is £25,582 London salary range is £30,109. Your salary will be dependent on your base location
Working Pattern
Full Time, Part Time, Part Time/Job Share
Vacancy Approach
External
Location
National
Region
National
Closing Date
28-May-2026
Post Type
Fixed Term, Detached Duty, Loan
Civil Service Grade
AO
Number of jobs available
3
Reserve List
12 Months
Job ID
17608

Descriptions & requirements

Job description

Position    Regional Estates Contract Administrator 
Location    National
Band    AO
Contract Type    Fixed term – up to 12 months, with the possibility of extension

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 £9.3 bn 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 by designated Area Property Operations Managers (APOMs) in services delivered to establishments within the region. 

Summary

Reporting to the Regional Contract Administration Manager as line manager, the post holder is accountable to the CAM for supporting contract administration for the region and for designated APOM(s). 

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

The Contract Administrator will carry out contract-related work on contract performance, audits and compliance, finance, official correspondence, risk management and plans in support of the CAM and APOMs.

There are no line management responsibilities with this role. 
The job holder does not need to be operational. 

Job Description, Duties and Responsibilities 

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 in monitoring reactive repairs against Planet FME to verify completion rates against submission from the contractor. 
•    Support the CAM in collating a monthly task list of additional task (non contract) and submit to designated Area Property Operations Managers. 
•    Support the CAM in collating financial information on agreed additional spends for submission to the Contracts Administration Manager and Area Property Operations Managers. 
•    Support the CAM in collating requests for additional work, prepare and submit to the Contracts Administration Manager and Area Property Operations Managers.
•    Maintain a register to support the recording of all out of hours call out requests and submit to the Contracts Administration Manager and Area Property Operations Managers to ensure that costs associated with out of hours call outs are both identified and challenged at Establishment level. 
•    Support the CAM and the Area Property Operations Managers in recording any changes relating to tasks and/or assets on Planet FME/CAIP CAFM systems and submit approved notifications of change to the nominated person within the MoJ Property Directorate. 
•    Ensure with the CAM that systems are implemented that allow for changes to be tracked to ensure that they are actioned within prescribed time limits. 
•    Support the APOMs in maintaining the task order and compensation event log. 

Skills and Experience 

•    Essential to have strong drive and resilience, leadership and interpersonal skills and ability to work accurately under pressure. (Delivering at Pace)
•    Must have good analytical and IT skills. (Managing a Quality Service)
•    Essential to have effective team management skills. (Working Together)
•    The job holder must have or be able to rapidly acquire excellent understanding of the TFM contract, NEC3 provisions and the associated processes. (Delivering at Pace)
•    Commercial and financial awareness are key requirements. (Managing a Quality Service)
•    Essential to have experience of managing risks and issues in contract management/contract administration, project or other settings. (Managing a Quality Service)

Application Process

 
You will be assessed against the Civil service success profiles framework.
 
Sift
 
Behaviours - Please provide examples of how you have met each one of the behaviours listed below. Please refer to the skills and experience criteria listed above.

•    Working Together (lead behaviour)
•    Managing a Quality Service 
•    Delivering at Pace 

Experience - Please submit an anonymous copy of your CV.

Should we receive a large number of applications, we will sift primarily on the lead behaviour of Working Together. 

Candidates Invited to Interview

Please note that interviews will be held virtually. 
At interview you will be assessed on the below behaviours and strengths (not shared in advance) from the Success Profiles. 

•    Working Together (lead behaviour)
•    Managing a Quality Service 
•    Delivering at Pace 

If you would like to find out more about the role please contact – Donna Aston- Donna.Aston@justice.gov.uk


Additional Information

Working Arrangements & Further Information

The MoJ offers Hybrid Working arrangements where business need allows. This is an informal, non-contractual form of flexible working that blends working from your base location, different MoJ sites and / or from home (please be aware that this role can only be worked in the UK and not overseas). All employees will be expected to spend a minimum of 60% of their working time in an office, subject to local estate capacity.

Some roles will not be suitable for Hybrid Working. Similarly, Hybrid Working will not suit everyone’s circumstances. Arrangements will be discussed and agreed with the successful candidate(s) and subject to regular review.

For nationally advertised role: all successful candidates will be appointed to the nearest viable office nearest to their home postcode and on its respective pay scale.  This will be at either a HQ building (subject to desk allocation, a Justice Collaboration Centre (JCC) or a Justice Satellite Office (JSO) – See Map. All employees will be expected to spend a minimum of 60% of their working time in an office, subject to local estate capacity). 

For current MoJ employees, your base location will need to be changed to the nearest viable office (to your home postcode), either at a HQ building, JCC or JSO within the National Office Network and moved its location’s respective pay scale (any legacy arrangements/locations will need to be amended).

Some of MoJ’s terms and conditions of service are changing as part of Civil Service reform. The changes will apply to staff joining MoJ who are new to the Civil Service. Staff joining MoJ from other civil service employers will transfer onto the new MoJ terms if they are already on 'modernised' terms in their current post or onto 'unmodernised' MoJ terms if they are on 'unmodernised' terms at their current post. Details will be available if an offer is made.

MoJ candidates who are on a specialist grade, will be able to retain their grade on lateral transfer.

All candidates who are currently in receipt of Mark Time / Pay Protection should ensure they are familiar with the new policy on permanent and temporary promotion which can be found on the employee intranet.

Flexible working hours

The Ministry of Justice offers a flexible working system in many offices. Standard full time working hours are 37 hours per week. MoJ welcomes part-time, flexible and job-sharing working patterns, where they meet the demands of the role and business needs. All applications for part-time, flexible and job-sharing working patterns will be considered in accordance with the MoJ’s Flexible Working policy.

Benefits

The MoJ offers a range of benefits:

Annual Leave

Annual leave is 25 days on appointment and will increase to 30 days after five years’ service.

There is also a scheme to allow qualifying staff to buy or sell up to three days leave each year. Additional paid time off for public holidays and 1 privilege day. Leave for part-time and job share posts will be calculated on a pro-rata basis.

Pension

The Civil Service offers a choice of pension schemes, giving you the flexibility to choose the pension that suits you best.

Training

The Ministry of Justice is committed to staff development and offers an extensive range of training and development opportunities.

Networks

The opportunity to join employee-run networks that have been established to provide advice and support and to enable the views of employees from minority groups to be expressed direct to senior management. There are currently networks for employees of minority ethnic origin, employees with disabilities, employees with caring responsibilities, women employees, and lesbian, gay, bisexual and transgender employees.

Support

  • A range of ‘Family Friendly’ policies such as opportunities to work reduced hours or job share.
  • Access to flexible benefits such as voluntary benefits, retail vouchers and discounts on a range of goods and services.
  • For moves to or from another employer or moves across the Civil Service this can have implications on your eligibility to carry on claiming childcare vouchers. You may however be eligible for alternative government childcare support schemes, including Tax Free Childcare. More information can be found on www.GOV.UK or Childcare Choices. You can determine your eligibility at https://www.childcarechoices.gov.uk/.
  • Paid paternity, adoption and maternity leave.
  • Free annual sight tests for employees who use computer screens.

Working for the Civil Service

The Civil Service Code sets out the standards of behaviour expected of civil servants.

We recruit by merit on the basis of fair and open competition, as outlined in the Civil Service Commission's recruitment principles. Should you feel that the recruitment process has breached the recruitment principles you are able to raise a formal complaint in the following order

As a Disability Confident employer, MoJ are committed to providing everyone with the opportunity to demonstrate their skills, talent and abilities, by making adjustments throughout all elements of the recruitment process and in the workplace. MoJ are able to offer an interview to disabled candidates who meet the minimum selection criteria, except in a limited number of campaigns.

For more information on applying for a role as a candidate with a disability or long-term condition, please watch our animated videos.

You will be able to request reasonable adjustments to the recruitment process within the application form. If you need additional help completing the application form, please contact the TBS Recruitment Enquiries Team.

Diversity & Inclusion

The Civil Service is committed to attract, retain and invest in talent wherever it is found. To learn more please see the Civil Service People Plan and the Civil Service Diversity and Inclusion Strategy.

A Great Place to Work for Veterans

The "Making the Civil Service a Great Place to work for veterans" initiative includes a guaranteed interview scheme to those who meet the minimum criteria to provide eligible former members of the Armed Forces with opportunities to secure rewarding jobs. Allowing veterans to continue to serve their country, and to bring highly skilled individuals with a broad range of experience into the Civil Service in an environment, which recognises and values your previous service in the Armed Forces.
For further details about the initiative and eligibility requirements visit: https://www.gov.uk/government/news/making-the-civil-service-a-great-place-to-work-for-veterans

Redeployment Interview Scheme

Civil Service departments are expected to explore redeployment opportunities before making an individual redundant. The MoJ is committed, as part of the Redeployment Interview Scheme, to providing opportunities to those who are 'at risk of redundancy'.

MoJ is able to offer an interview to eligible candidates who meet the minimum selection criteria, except in a limited number of campaigns. Candidates will not be eligible for the Redeployment Interview Scheme if they are applying on promotion.

Civil Service Nationality Rules

This job is broadly open to the following groups:

  • UK nationals
  • nationals of the Republic of Ireland
  • nationals of Commonwealth countries who have the right to work in the UK
  • nationals of the EU, Switzerland, Norway, Iceland or Liechtenstein and family members of those nationalities with settled or pre-settled status under the European Union Settlement Scheme (EUSS) (opens in a new window) https://www.gov.uk/settled-status-eu-citizens-families
  • nationals of the EU, Switzerland, Norway, Iceland or Liechtenstein and family members of those nationalities who have made a valid application for settled or pre-settled status under the European Union Settlement Scheme (EUSS)
  • individuals with limited leave to remain or indefinite leave to remain who were eligible to apply for EUSS on or before 31 December 2020
  • Turkish nationals, and certain family members of Turkish nationals, who have accrued the right to work in the Civil Service

Further information on nationality requirements (opens in a new window) https://www.gov.uk/government/publications/nationality-rules

Reserve list

A reserve list may be held for up to 12 months from which further appointments may be made for the same or similar roles.

Contact Information

MoJ:

If you require any assistance please call 0345 241 5359 (Monday to Friday 8am - 6pm) or e mail moj-recruitment-vetting-enquiries@resourcing.soprasteria.co.uk

Please quote the job reference 17608

HMPPS

If you require any assistance please call 0345 241 5358 (Monday to Friday 8am - 6pm) or e mail moj-recruitment-vetting-enquiries@resourcing.soprasteria.co.uk

Please quote the job reference 17608

Application form stage assessments

Behaviours
A sift based on the lead behaviour, Working Together, may be held if a large number of applications are received. If a large number of applications remain after the initial sift, your application will be progressed to a full sift, where all behaviours will then be considered.
Behaviours Application Form Question Word Limit
250
Working Together
Managing a Quality Service
Delivering at Pace
Experience
We will assess your experience for this role via the following methods
CV or Work History
Evidence of Experience
CV or Work History

Interview stage assessments

Interview Dates
not expected before 19th June 2026
Behaviours
Working Together
Managing a Quality Service
Delivering at Pace
Strengths
Strengths will be assessed but these are not shared in advance. To learn more about Strengths and how they are assessed please click here.
Level of security checks required
Counter Terrorism Check (CTC)

Use of Artificial Intelligence (Al)

Artificial Intelligence can be a useful tool to support your application, however, all examples and statements provided must be truthful, factually accurate and taken directly from your own experience. Where plagiarism has been identified (presenting the ideas and experiences of others, or generated by artificial intelligence, as your own) applications may be withdrawn and internal candidates may be subject to disciplinary action.  Please see our candidate guidance for more information on appropriate and inappropriate use.