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Property

MoJ Property Directorate – Portfolio Performance Co-ordinator – 60606
£30,451 – £38,373
National

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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.

Estates Directorate Role Profile

Position: Portfolio Performance Co-ordinator

Location: National

Band: HEO      

Contract Type: Permanent

Overview

The Estates 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 – this is hosted by the Ministry of Justice, and includes the estate of the Home Office, Prisons, Probation, Courts and Tribunals, MoJ HQ and Arm’s Length Bodies.

We provide specialist services including facilities management, health & safety, fire safety and security, technical design expertise, and sustainability. We also have business management teams who work in support of the entire Directorate. 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 work closely with our cluster partners and the Government Property Agency, encouraging healthy collaboration and driving a professional service delivery approach. We strive for professional membership in our Directorate, encouraging our people to join the Government Property Profession.

We continue to deliver new ways of working across the estates cluster – 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

The Programmes and Portfolio’s Office (PPO) is the central management and control point for the MoJ Property Directorate within the Project Delivery Unit for Prisons, Probation, and HMCTS including maintenance, investment and reform priorities.

The PPO provides assurance across investment and maintenance programmes and projects to ensure that projects are being delivered to time, cost and, quality. The PPO also leads on reporting, the management of program level risk and ensures that benefits are delivered as prescribed by the business case.

Job Description, Duties and Responsibilities

Responsibilities will include the following:

  • Taking ownership and responsibility for the reporting of Probation portfolios of projects including finance reporting, statistical data gathering, review and analysis of sustainability data and payment of estates / project related services.
  • Producing and presenting data, monthly reports and graphical analysis to aid with visual presentation of output and advice including presentations to senior managers and relevant governance boards.
  • Liaising with stakeholders and developing professional relationships to aid with the successful management of the portfolios.
  • Providing feedback on issues as they arise, escalating within the management chain where necessary.
  • Production and co-ordination of monthly update reports. Receiving and leading in the co-ordination of updates from colleagues. 
  • Working with colleagues to improve the quality and accuracy of reporting information on projects, recording changes, and activities against milestones to provide full and regular updates on all projects to stakeholders, customers and senior managers.
  • Creation of project files to enable successful management of project records, by way of change management and Project Detail Sheets (PDS’s).
  • Support the Head of Cost Benchmarking, to include process requests, identifying the course of action and workflow processes necessary to deliver clients the accurate and insightful information on Cost Benchmarking. Such requests may include benchmarking identification, reasonable adjustments if applicable and cost benchmarking reporting.
  • They also provide assistance with the benchmarking data collation on behalf of Property, Strategy and Project Delivery colleagues.

Expectations of post holder in executing the role

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 have an overview of project delivery and stakeholder management skills and an awareness of the typical risks and issues faced and able to identify when it is appropriate to escalate any issues to the Head of Programmes and Portfolios.

To provide assistance, reporting and progression of requests received within the team liaising with team members as required.

To ensureprojects within the Probation portfolios are delivered to time, cost and quality; providing assurance to the Portfolio Manager and Head of Programmes and Portfolios.

The ability to prioritise and manage a workload, analyse complex information, present recommendations and make effective decisions are strong elements of this role.

Skills and Experience

Essential

  • Provide staff cover for the programme during office hours amongst the team.
  • Taking ownership and responsibility for set tasks on a daily rota basis, including, benchmarking process, benchmark reporting, data gathering, review and analysis of wider project data (including sustainability and project delivery timescales) and project related services.
  • Delivering graphical analysis to aid with visual presentation of benchmarks, output and advice.
  • Reporting on benchmarking targets for the Property Directorate
  • Take, prepare and circulate minutes from meetings when asked to do so.
  • Participate in team meetings, highlighting concerns and issues experienced as appropriate.
  • Reviewing benchmarking information contained within project contracts against those stipulated on behalf of Property colleagues.
  • Monthly Reporting of Estates benchmarking, checking all relevant documentation has been received and approvals are in place.

 Highly Desirable

  • Advanced Excel skills
  • Advanced Power BI skills
  • Financial management experience
  • Ability to work with minimal supervision, taking responsibility for outcomes
  • Awareness of Government Property Profession

Qualifications

Further Opportunities

  • Opportunities exist to develop skills and gain qualifications

Government Property Profession (GPP) Competencies – 

The GPP Competency 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 Competency Framework can be found at https://www.gov.uk/government/publications/government-property-profession-competency-framework.

Behaviours

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

  • Changing and Improving
  • Seeing the Big Picture
  • Making Effective Decisions
  • Working Together

Flexible working hours

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

Location for the post is flexible and can be based at any MoJ location in England and Wales. The role is flexible and hours in the office are decided based on the current demands of the PPO. 

The Directorate is supportive of and encourages flexible working. Please note that candidates will start on the band minimum.

Salary

The national salary range is £30,451 - £34,105, London salary range is £34,262 - £38,373. Your salary will be dependent on your base location

Additional Information

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.

Benefits

The MoJ offers a range of benefits:

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.

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 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

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.