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.

Job Description, Duties and Responsibilities

• Responsibilities will include the following:

• Organise, produce and maintain accurate and well-presented work within their team / unit / group.

• Responsible for maintaining administrative processes within specified timescales for their area of work.

• Prepare Senior Leader reports enabled by accurate project data entry, maintenance of spreadsheets and databases, routinely quality assuring them - this can include restricted or confidential information.

• Daily management of the CEMAR system, ensuring all notices, including RFQ’s, Task Orders, EWNs etc. are being raised efficiently and accurately and ensuring the timely closure of notices.

• Responsible for validating the monthly Payment Applications which flows from the CEMAR system, ensuring this is reconciled against the Project Tracker.

• Responsible for producing (including drafting/presenting) Change Board submissions, ensuring deadlines are met. Play an active role in monitoring projects, liaising with the PMO and the Service Providers project management team.

• Coordinate and manage the final account process for all projects upon completion, ensuring that the financial data is accurate.

• Support in taking minutes/notes from the weekly project’s progression calls and writing them up to a high standard and following up on actions.

• Provides a first line of response to stakeholders, supply chain and delivery colleagues.

• Act as first point of contact for general administrative support as and where required. This may involve chasing up outstanding information, updating, and closing cases on the tracking system, retrieving files/ information and interrogating databases to obtain information.

• Act as contact point for all communications to the team. Prioritise and distribute communications to the appropriate person or relevant department.

• Prepare paperwork for checking by manager, conducting initial checks as required.

• Act as I-Procurement and Quantum Point of Contact requisitioner.

• Maintaining, logging and processing documents for the unit within given timeframe.

• Manage the functional mailbox(s) action any issues and where needed log the request in the relevant folder/spreadsheets.

• Manage and progress the daily PD Vetting Requests, ensuring that all requests are processed, and all queries are actioned within the required SLA, ensuring accurate data entry to the PD Vetting tracker to allow all vetting requests to be tracked and reported.

• Establish and maintain good collaborative relationships, with the service providers and other stakeholders.

Skills and Experience

Essential

• A good working knowledge of the Microsoft Office Products e.g. Excel and PowerPoint.

• Good communication skills and the ability to communicate at all levels of the organisation.

• Excellent written and oral communication skills.

• Building effective relationships with a range of stakeholders by various forms of communication.

• Tenacity and drive, with a proven ability to resolve problems swiftly and deftly. Ability to exercise significant judgement to analyse situations and develop new approaches, factoring in awareness of the estate’s strategy, and a thorough understanding of the relevant organisation’s strategy.

• Demonstrate commitment to the organisation’s values and behaviours, equal opportunities and diversity, service regulatory frameworks and requirements, responsibilities under Health and Safety, risk management and security, and

protection of information.

Qualifications

Further Opportunities-

• Opportunities exist to develop skills and gain qualifications in the area.

• Opportunities to undertake Business and Administration/HR Apprenticeships.

Behaviours

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

• Changing and Improving

• Communicating and Influencing

• Working Together

• Delivering at Pace

Flexible working hours

The Property Directorate offers a flexible working system in many teams.

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

This is a full-time role.

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 Directorate is supportive of and encourages flexible working.

Non-civil service candidates will start on the pay band minimum.