MoJ Property Directorate – Computer Aided Facilities Management (CAFM & Compliance Administration Support) – 58060
£25,118 – £30,324
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.
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 Estates 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.
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.
The job holder will support the Prison Maintenance Group (PMG) by working as the customer facing element of a national team, providing Computer Aided Facilities Management (CAFM) and Compliance process support for all staff, including support to staff at sites for CAFM issues. The role encompasses supporting all CAFM user issues in HMPPS remotely located, the role holder will operate with significant autonomy. Reporting to a Manager and working collaboratively within the team, the role necessitates flexibility in working patterns and some travel. The role holder will not have line management responsibility.
Job Description, Duties and Responsibilities
Responsibilities will include the following:
- Provision of a range of CAFM and Compliance user support services to the group.
- Responsible for identifying, capturing, reporting and monitoring risks and issues at local level, offering advice to senior management on how risk can be managed or resolved.
- Provide training, coaching and mentoring to enhance the user experience – and improve effectiveness of front-line users in CAFM and the Compliance trackers.
- Identify failings in service and opportunities for service improvements that directly enhance the user experience, working closely with Digital and MRI colleagues.
- Ensuring requirements are captured that reflect the needs of the business and of users and that solutions are offered.
- A major contributor in the development, review and testing of updates to the CAFM system and roll out arrangements.
- Deployment of practical and procedural knowledge and skills gained through on the job experience and underpinned by structured learning.
- Key advisor to the PMG senior management team, ensuring compliance with all relevant CAFM requirements
- Will work closely with the PMG Compliance team to manage trackers and produce reports raising any risks
- Locally manage and assist in the resolution of all CAFM/Compliance matters.
- Local management and delivery of CAFM associated ICT requests
- Deliver the audit compliance ICT induction package to all users.
- First stage of escalation for all CAFM and Compliance system related requests, problems and incidents.
- Assist in the investigation of specific issues that prevent the delivery of services, facilitating open communication and discussion between stakeholders.
- Liaise with managers and business area to ensure service level agreements are not breached without stakeholders being given the opportunity of planning for deterioration in service.
- Undertake constant monitoring of the level of customer satisfaction of CAFM, and manage customers’ queries and complaints to resolution, working with MRI and Digital on system updates
- Provide advice and guidance to users on the CAFM and Compliance reports and data, including its functionality
- Locally manage and assist in the resolution of all CAFM incidents.
- Accountable for maintaining audit related databases.
- Undertake constant monitoring of audit data to help identify common trends across each establishment covered.
- Act as a national point of contact for all staff on all CAFM and audit related requests, problems and incidents.
- The duties/responsibilities listed above describe the posts it is at present and is not intended to be exhaustive. The job holder is expected to accept reasonable alterations and additional tasks of a similar level that may be necessary.
- Create and interpret monthly CAFM reports for the Directorate, generating reasons for data trends and solutions
- Monthly/quarterly completion of Compliance reports including monitoring the completion of the trackers on a daily basis
- Continuous improvement of the tracking and reporting of Compliance and CAFM data
- Work with the Head of National Compliance to assess and manage the training requirement in the group, delivering training solutions for users.
Expectations of post holder in executing the role
- Drive and resilience.
- Prioritisation skills
- Communication skills and ability to communicate to a senior audience, adapting style appropriately
- Attention to detail
Skills and Experience
- Good communication skills and the ability to communicate at various levels of the organisation
- Good guidance and negotiation skills
- The job holder must have or be able to rapidly acquire excellent understanding of the organisation’s ICT and Information systems including the CAF system
- Must have a responsible approach to remote working and be prepared to work under minimal supervision.
- Good working knowledge of Microsoft Office
- Ability to work with minimal supervision, taking responsibility for outcomes
- Awareness of Government Property Profession
There is no requirement for qualifications for this 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
We will assess you against these behaviours during the selection process:
- Making Effective Decisions
- Managing a Quality Service
- Delivering at Pace
- Working Together
- Changing and improving
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 role will be based at HMP Stocken, Prisons FM Business Unit, or at Full Sutton Compliance Team Office
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 Permanent & Full Time, part-time applicants will be considered under job share arrangements. 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.
The national salary range is £25,118 - £26,901, London salary range is £28,313 - £30,324. Your salary will be dependent on your base location
Working Arrangements & Further Information
The MoJ offers Hybrid Working arrangements where business need allows. This is an informal, non-contractual form of flexible working that blends working from your base location, different MoJ sites and / or from home (please be aware that this role can only be worked in the UK and not overseas). Some roles will not be suitable for Hybrid Working. Similarly, Hybrid Working will not suit everyone’s circumstances. Arrangements will be discussed and agreed with the successful candidate(s) and subject to regular review.
For nationally advertised roles, the successful candidate(s) will be appointed to a MoJ office location, which may include their nearest Justice Collaboration Centre or Justice Satellite Office. This will be discussed and agreed on the completion of pre-employment checks.
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.
The MoJ offers a range of benefits:
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.
The Civil Service offers a choice of pension schemes, giving you the flexibility to choose the pension that suits you best.
The Ministry of Justice is committed to staff development and offers an extensive range of training and development opportunities.
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.
Staff on fixed term appointments must have been recruited through fair and open competition.
- 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 UKor 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
- To Shared Service Connected Ltd (0845 241 5358 (Monday to Friday 8am – 6pm) or e mail Mojemail@example.com);
- To Ministry of Justice Resourcing team (firstname.lastname@example.org);
- 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.
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