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). Our remit brings together 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, Security, Technical Design expertise and Sustainability. Additionally, we have dedicated business management teams supporting the entire Directorate and each of our partners is supported by Account Management teams. 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 aim 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. Our approach involves proposing effective solutions, offering dynamic and flexible workspaces, and significantly reducing the cost of the estate.

Please note that external candidates will be offered Fixed Term contracts for 12 months with the possibility of an extension (subject to funding), existing Civil Service employees will be onboarded on secondment terms and conditions.

If you are a civil servant on a permanent contract and you are successful, we will discuss with your current line manager to put in place a loan or secondment from your current position. If you are currently a lower grade than the one you have applied for, you will be given a Temporary Responsibility Allowance.

Team Overview

The Mobilisation Team sits in the Property Transformation Programme, which is part of the MOJ Property Directorate:

• The team is responsible for planning and delivering the mobilisation of new Total facilities Management / Workplace Services Management contracts, and demobilisation of the current FM contracts.

• The team will drive forward and deliver a robust phase TFM /WSM mobilisation and demobilisation of the current FM contracts.

• The team is responsible for planning and delivering the mobilisation of new facilities management contracts, carefully aligning to the demobilisation of the current contracts.

• The team will drive forward the work, including inputting to the Invitation to Tender, to ensure we design and deliver a robust mobilisation.

• The FM Technical Leadership Support Officer will be managed by FM Technical & Social Value Lead and will not have line management responsibilities.

Job Description, Duties and Responsibilities

• Support the Mobilisation team in rolling out new processes and systems.

• Ensure all agreed processes/methodologies are delivered with national consistency and that appropriate management information is provided.

• Support the Mobilisation in monitoring and reporting on TFM/ WSM contractual events.

• Responsible for logging contract variations, KPI’s and monitoring progress of workflow.

• Responsible for delivering and managing all processes and procedures required to log, allocate and monitor contract variations.

• Responsible for the escalation of any contractual activity that falls outside of agreed resolution dates.

• Responsible for the recording and appropriate allocation of all contract variations to the TFM /WSM contracts or FM supply chain as demand requires.

• Ensure actions agreed at meetings and workshops are logged and monitored.

• Escalation of key issues to the Senior Mobilisation Manager in charge of FM Technical & Social Value, working collaboratively to develop solutions.

• Ensure the Mobilisation teams are aware of and meeting the dependencies of other PTP workstreams including responding to requests for data and information in a timely manner.

• Prepare guidance and best practice and look for improvements to Mobilisation/Demobilisation processes and procedures.

• Oversee annual, quarterly, monthly and ad hoc data requests, both internal and external to the Directorate and ensure these are completed in a timely manner.

• Provide a go-to service for queries related to areas of responsibility inside and outside the mobilisation teams in the programme seeking to assist colleagues with issues and requests, and signpost to resources where necessary.

Expectations of post holder in executing the role

• The ability to prioritise and manage a workload, manipulate and analyse complex information, present information and recommendations and make effective decisions.

• Post Holders are expected to display a commitment to continuous improvement, leading change, and improving performance. All those appointed to new roles in the team must be wholeheartedly committed to these principles and evidence this in their application.

• Post holders must provide clear direction and focus, visibly championing the changes which deliver greatest efficiencies.

Skills and Experience

• Communication - verbal and written.

• Organisational skills

• Planning skills

• Conflict management skills

• Negotiating skills

• Influencing skills

• Leadership skills

• Business acumen/cultural understanding skills

• Have technical knowledge of managing risk and project lifecycles.

• Competent user of IT incl. Microsoft Project

Desirable

• Experience of working in an FM / mobilisation administrative role in a customer-focussed environment

• IT proficient with the ability to learn and adapt to different technologies and software packages.

• Excellent communication, organisational and prioritisation skills

• Experience of working with senior management team and / or performing a secretariat role.

Government Property Profession (GPP) Technical Skills 

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

The following Technical Skills (and levels) will be tested during the selection process:

• Customer & Client Service (Working)

• Analytical Decision Making (Working)

• Sustainable Practice (Working)

• Commercial Acumen (Working)

Flexible working hours

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 will start on the pay band minimum.