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Facilities Management

Area Facilities Manager – Home Office South East & South Central – 47938
£34,818 - £45,426
Croydon

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We encourage applications from people from all backgrounds and aim to have a workforce that represents the wider society that we serve. We pride ourselves on being an employer of choice. We champion diversity, inclusion and wellbeing and aim to create a workplace where everyone feels valued and a sense of belonging. To find out more about how we do this visit: https://www.gov.uk/government/organisations/ministry-of-justice/about/equality-and-diversity.

You should have suitable technical compliance training, e.g. L8, HV/LV.  Travel will be required so a full driving licence is necessary

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).  As of 2 April 2021, the Prisons Maintenance Group (or PMG) join MoJ Property Directorate and the team receives a new title, MoJ Property.   This change will align us with our Profession – the Property Profession – and brings together a property portfolio including Prisons, Probation, and MoJ HQ and Arms Length Bodies.  We also provide property services on behalf of the Home Office (HO).

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 Facilities Management (FM) team that works in collaboration and partnership with our customers and suppliers? We work on a varied portfolio across the MoJ and HO estate, providing FM services to the national probation service, MoJ headquarters and supporting the HO 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 facilities management support.

FM 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 Area Facilities Manager, then joining the MoJ Property FM Team is the place for you.

Area Facilities Managers 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.

Area Facilities Managers report directly to the Regional Facilities Manager (RFM) for their region.  This role is based on the HO Account, although 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.

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
  • 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 RFM’s 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 RFM) to discuss performance, issues and update on work orders
  • Engage with the FM 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 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

Customer Management:

  • Act as the client’s first point of contact
  • 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 RFM’s where necessary
  • Encourage, recognise and share innovative ideas and improvements from customers and other stakeholders

Supplier Management:

  • Develop strong relationships with suppliers
  • Engage with the FM 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 RFM’s
  • 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
  • Where required, 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 MoJ Property are incorporated in plans and activities
  • Proactively support the delivery of government soft landings and programmes
  • Represent the interests of the FM Ops 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 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

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:

  • 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.

Qualifications

  • Working towards associate (SEO/band B) level membership of relevant professional body, e.g. IWFM Level 4 / 5 – Member, RICS FM Pathway or MRICS, with a preference if already held OR equivalent experience.
  • Hold a NEBOSH qualification or be willing to work towards it.
  • You should have suitable technical compliance training, e.g. L8, HV/LV.
  • You should have a full UK Driving License.
  • Membership of the GPP is highly desirable.

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

This role falls under Facilities Management, Practitioner and some or all of the following Technical Skills will be tested during the selection process:

  • Customer Focus – Level 3
  • Application of Knowledge and Expertise – Level 3

Behaviours

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

  • Seeing the Bigger Picture
  • Making Effective Decisions
  • Managing a Quality Service
  • Communicating and Influencing

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

The Property Directorate offers flexible working subject to local agreement.

This post is advertised as Permanent & Full Time.  The unit is supportive of and encourages flexible working and compressed hours candidates will also be considered. Non-civil service candidates would typically start on the pay band minimum.

Additional Information

SC level National Security Clearance is required for this role. Central Government policy dictates that applicants for National Security Clearance must be a resident in the UK for these minimum periods:

  • CTC – 3 years 
  • SC – 5 years 
  • DV – 10 years

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 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

1- To Shared Service Connected Ltd (0845 241 5358 (Monday to Friday 8am – 6pm) or e mail Moj-recruitment-vetting-enquiries@gov.sscl.com);

2- To Ministry of Justice Resourcing (resourcing-services@justice.gov.uk);

3- To the Civil Service Commission (details available here)

The Civil Service embraces diversity and promotes equal opportunities. 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.

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 SSCL Recruitment Enquiries Team.

Working Arrangements & Further Information

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.

Flexible working hours

The Ministry of Justice offers a flexible working system in many offices.

Benefits

The MoJ offers a range of benefits:

The pay structure is being consulted upon and therefore the pay advertised/offered may change depending on the outcome of the consultation.  If you have any concerns, please check what the situation is before accepting any offer. 

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.

Grading Structure Review

The Ministry of Justice is currently undergoing a review of posts which are currently graded at Band A to realign our grading structure with the majority of the wider Civil Service.

Posts advertised at Band A may be graded at either Grade 6 or Grade 7 once the review has taken place.