JOB DESCRIPTION

Overview

The 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 MoJ Property Directorate 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.

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

Are you looking for a high profile, unique, exciting and challenging opportunity to join an award-winning Property Services (PS) team that works in collaboration and partnership with our customers and suppliers? We work on a varied portfolio across the Ministry of Justice and Home Office estate, providing property services to HM Prison and Probation Service, Ministry of Justice headquarters and supporting the Home Office and its departments such as Border Force within the ports and airports. We provide both Hard and Soft Services across the UK, through our integrated supply chains to provide the best possible property services support.

PS is a challenging environment in which to work, with interdependencies between the customers, suppliers and users of the estate. It requires good leadership, collaboration and excellent drive and determination. The candidate should be a self-starter, good leader, have personal resilience and excellent customer engagement skills. You will be required to deliver at pace and demonstrate effective application of service delivery management, skills, tools and techniques. If you have the passion, enthusiasm and skill to be the best Facilities Manager, then joining the Ministry of Justice Property Directorate PS Team is the place for you.

Area Property Operational Managers (APOMS) are responsible for working directly with clients and suppliers, including on regular site visits, to ensure efficient and effective delivery of hard and soft FM services for their portfolio. This is a key contract management role requiring specialist knowledge, with responsibility for overseeing the delivery of the contract and works projects, for defining projects and for technical and statutory assurance.

APOMs report directly to Regional Property Operational Managers (RPOMs) for their region.

The properties allocated to the role and sometimes the account it focusses on can sometimes be altered over time to meet business demand, providing excellent development opportunities for the post holder.

The post holder will be allocated sites in the East Midlands region and regular travel to sites will be expected weekly.

Job Description, Duties and Responsibilities

Responsibilities will include the following:

Service Management:

• Understand your assets and deliver operational strategies, policies and processes in line with operational requirements to manage the delivery of services, payments and the audit regime

• Manage day-to-day the contracts across a number of sites within a region through MI data and visual inspections of sites, including checking that work carried out by contractors is in accordance with the contract in terms of quality, compliance and specification and were appropriate contractors adhere to local and national security strategies.

• Liaise with the supply chain and other MoJ Property teams to proactively understand issues across the portfolio and facilitate improvements

• Understand the priorities of stakeholders and how they fit into plans and activities

• Consider whether Early Warning Notices (EWNs) and compensation events are required and advise RPOM accordingly. Monitor to ensure they are being addressed and ensure mitigation plans and risk register are in place and maintained.

• Manage issues (including requests for additional spend, elective new works and changes to scope or specification) to resolution and escalate to RPOMs where necessary

• Follow the schedule of visits for each asset (to be agreed with RPOM) to discuss performance, issues and update on work orders

• Engage with the PS supply chain and other MoJ Property teams to ensure legislative and statutory compliance through Health and Safety, business resilience and the provision of fit for purpose accommodation to meet customer needs

• Ensure that you follow fire risk assessment procedures

• Ensure that actions relating to inspections and audits are delivered through the contract.

• Work with the technical team, MI and reporting procedures to enable audit, assurance and validation of service delivery including taking accountability for carrying out site audits to departmentally agreed frequency and managing actions that arise from these to ensure statutory, mandatory and contractual compliance

• Where it applies, manage the transition to the delivery of services to new contracts and operating models.

• Identify the requirement for project works, including contributing to business cases, bids and the procurement process. Oversee the delivery of works projects on sites within your portfolio.

• Ensure that waste management/recycling, energy management and biodiversity sustainability strategies are in place and adhered to by contractors.

• Liaise with MoJ Property on the planning and delivery of new builds, refurbishments and change of use across the sites, adhering to statutory planning and legislation.

Customer Management:

• Act as the client’s first point of contact. Report MI data on contract performance.

• Engage through site visits, regular communication and running or attending client engagement meetings as appropriate

• Understand the wider strategic needs and priorities of clients and how they are incorporated into plans and activities

• Manage supplier issues and complaints to resolution, escalating to RPOMs where necessary

• Encourage, recognise and share innovative ideas and improvements from customers and other stakeholders

• Where required, work with the supplier to contribute to the preparation of site contingency and emergency plans and ensure implementation. Support operational emergencies by providing technical management assistance and support.

Supplier Management:

• Develop strong relationships with suppliers

• Engage with the supply chain to ensure that contracts provide satisfactory delivery and to drive value for money in accordance with business targets

• Conduct weekly interfaces with suppliers to escalate issues and scrutinise performance

• Manage issues to resolution and escalate where necessary to RPOMs

• Encourage, recognise and share innovative ideas and improvements from both suppliers and other stakeholders

People & Resource Management:

• Independently monitor your progress and work towards fulfilling objectives within your own development plan

• Ensure that you are fully compliant with your mandatory learning, competencies and skills & behaviours required to discharge your role

• Effectively manage all delegated spend within agreed internal governance procedures

• Adhere to the appropriate governance procedures in procuring and authorising spend to ensure appropriate value for money and contract delivery

• Contribute data and information to enable the development of cyclical or ad-hoc business planning or business case development

Wider Initiative Involvement:

• Understand why and how the wider strategic priorities of the Property Directorate are incorporated in plans and activities

• Proactively support the delivery of government soft landings and programmes

• Represent the interests of the PS team and the wider Property Directorate within the Government Property Profession

• Ensure that your behaviours reflect government and departmental requirements for diversity and inclusion

• Play an active role in staff diversity & inclusion (D&I) networks and/or attend D&I events

• Actively participate in client unit, Property directorate, wider MoJ and industry networks to share best-practice

• Where required, provide data and information in relation to litigation claims.

Skills and Experience

Essential -

You should have strong experience in property and FM disciplines and be able to demonstrate compliance with statutory, regulatory and professional requirements in previous roles.

You should have experience in:

• Commercial and financial disciplines

• People management including mentoring, motivating and development

• Asset management, maintenance and contract & supplier management

• Managing complex customer relationships and stakeholder liaison

• Managing multi-project programmes of maintenance or capital investment

Highly Desirable -

Experience with project management processes is highly desirable.

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. 

Qualifications and Accreditation

• Hold or be willing to work towards MIWFM or CIWFM, MRICS or CEng accreditation.

• IWFM qualification at Level 3-4 or equivalent experience.

• Hold a NEBOSH (National Examination Board Occupational Safety Health) - National General Certificate OR be willing to work towards it.

• Commercial Training - Completed the National Engineering and Construction Contracts Accredited Training (NEC) and have OR be able to rapidly acquire excellent understanding of the TFM contract, NEC3 provisions and the associated processes. Government Commercial Function Foundation Training will be required training once in post.

• You should have suitable technical compliance training, e.g. L8, HV/LV, Asbestos, Legionella, Fire Safety & CPFSI (Crown Premises Fire Safety Inspectorate), Construction Design Management awareness (training to keep this up-to-date will be provided and must be refreshed every 2 years.)

• The postholder will be expected to join the Government Property Profession.

Where required, support and funding will be provided to achieve the above 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.

Licences

Full UK Driving Licence is required - APOMs are required to attend sites across their Portfolio Area in the course of their duties on a daily basis that would not be practical to be reached by foot or by public transport.

Government Property Profession (GPP)

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

The GPP 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, Practitioner level in the career framework, and some or all the following Technical Skills may be tested during the selection process:

• Customer and Client Service - Practitioner (assessed throughout the assessment process)

• Property Professional Expertise - Practitioner (assessed throughout the assessment process)

Assessment Criteria

Sift

Success Profile - Behaviours

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

• Making Effective Decisions (Lead Behaviour)

• Communicating and Influencing

• Managing a Quality Service

• Changing & Improving

You will also be required to submit an anonymous copy of your CV.

In the result of a large number of applications the panel may carry out a sift on the lead behaviour of Making Effective Decisions, they may then complete a full sift or continue to interview.

Interview

Behaviours -

• Making Effective Decisions (Lead Behaviour)

• Communicating and Influencing

• Managing a Quality Service

• Changing & Improving

You will be assessed with a technical question surrounding your knowledge with compliance.

You will be assessed with using strengths which aren’t shared prior to interview.

For any enquiries please contact - Amelia.Bugler@justice.gov.uk.