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. 

 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 MoJ, providing FM services to the National Probation Service (NPS), MoJ Headquarters. We provide both Hard and Soft Services across the UK, through our integrated supply chains to provide the best possible facilities management (FM) 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 MoJ Property PS Team is the place for you.

Property Operational Managers (POMS) are responsible for working directly with clients and suppliers, to ensure efficient and effective delivery of hard and soft FM services for their portfolio. Key activities for the role include:

• Managing customer and stakeholder relationships

• Issue resolution

• Collaboration with the integrator, FM supply chain and other MoJ Property teams

• Supplier management and monitoring.

• Regular site visits along with client engagement meetings, compliance management and project management.

POM’s work to the Area Property Operational Manager (APOM). SC level security clearance is required for this role.

Job Description, Duties and Responsibilities

Responsibilities will include the following:

Service Management:

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

• Routinely identify and manage risks to resolution escalating to APOM as appropriate

• Liaise with the FM 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

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

• Ensure you understand your assets, to allow you to provide better and more specific customer service

• Follow the schedule of visits for each asset (to be agreed with APOM) 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

• Work with the APOM & technical team, 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

Customer Management:

• Act as the client’s first point of contact within a dedicated number of properties (3)

• 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 APOM where necessary

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

Supplier Management:

• Develop strong relationships with FM provider and 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 APOM

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

Stakeholder & 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

• Where required, contribute data and information to enable the development of cyclical or ad-hoc business planning or business case development

Project Management

• Deliver a range of small scale project works (to the value of £50K), FM Routine Works (to the value of £10k)

• Applying governance processes and managing spend within budget delegations

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 MoJ Property within the Government Property Profession

• Ensure that your behaviours reflect government and departmental requirements for diversity and inclusion (D&I)

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

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

Skills and Experience

Highly Desirable-

• Experience in property and facilities management disciplines and be able to demonstrate compliance with statutory, regulatory and professional requirements in previous roles. Including: Asset management, maintenance and contract and supplier management

• Managing customer relationships and stakeholder liaison

• Delivery maintenance projects

Use of various digital platforms including but not limited to Microsoft Office, Power BI and SharePoint

Full UK Driving Licence

Desirable and/or Willing to work towards -

Experience in FM service delivery suitable technical compliance awareness - Asbestos, Legionella, Fire Safety, Construction Design Management awareness

Professional Development

This role provides an ideal opportunity to launch a career in the Government Property Profession. The post holder will gain the necessary grounding in Facilities Management Operations in the Ministry of Justice for progression to the next grade including the necessary qualifications. There will likely be opportunities to take on projects or responsibilities on sites under supervision to build relevant skills and experience for progression. Any promotion will be subject to availability of roles and a successful application through fair and open competition.

The postholder is encouraged to take up opportunities for training and support such as mentoring which are on offer from the MoJ Property Directorate team, the Ministry of Justice People Group and from the Government Property Profession.

Development Opportunities

• There may be opportunities to take on responsibilities for a site under supervision of the APOM subject to suitability / need etc

• There may be opportunity to take on small projects subject to availability, priorities, performance rather than the above.

• This is your role, and you will be trained with the expectation for you to progress.

Qualifications & Accreditation you can achieve in this post

Support and funding will be provided to achieve the required qualifications and accreditation for this role 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. There is mandatory training for all civil servants which must also be completed in a timely manner.

• Member level or higher accreditation with the Institute of Workplace & Facilities Management (IWFM) (RICS or CEng accreditation may be supported as an alternative for applicable candidates).

• For this accreditation an IWFM qualification at Level 3-4 or equivalent experience will be required and training or apprenticeship options will be available for this where needed. A NEBOSH General Certificate or IOSH qualification is required in the role and if not already held the post holder will be expected to join a course to complete this.

• The role requires suitable technical awareness to maintain statutory levels of health & safety compliance - Regular training (every 2 years) is required in Asbestos, Legionella, Fire Safety and Construction Design Management awareness (training to keep this up-to-date which will be provided. Other specific awareness may be needed.

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 Career 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, Working Knowledge level in the GPP Career Framework and some or all of the following Technical Skills will be tested during the selection process:

• Property Professional Expertise - Working Knowledge

• Stakeholder Engagement - Working Knowledge

• Health and Safety, Compliance and Inclusion - Working Knowledge

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.

Flexible working requests will be considered in line with business needs.

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 would typically start on the pay band minimum.