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Facilities Management

MOJ Property Directorate – Regional Facilities Manager(Home Office) – 46070
£43,958 - £63,500
National

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We welcome and encourage applications from everyone, including groups currently underrepresented in our workforce and pride ourselves as being an employer of choice. 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

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

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 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 Arm’s 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. 

Team Overview 

Are you looking for a high profile, unique, exciting and challenging opportunity to join an award-winning facilities management team that works in collaboration and partnership with our customers and suppliers? We work on a varied portfolio across the MoJ and Home Office (HO) estate, providing facilities management 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.

Facilities management (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 and team management. 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 Management leader, then joining the MoJ Property FM Team is the place for you. 

Job Description, Duties and Responsibilities 

This is an exciting opportunity to work in a high performing, customer service focussed FM Team within the MoJ Property.  The team is responsible for project management, contract management and technical and health & safety services to MoJ Property portfolio.  The breadth of services and diversity of the property portfolio ensure the working day is filled with new leadership challenges and interesting facilities management service delivery activities. This role supports the HO properties, however the portfolio to be managed and the account focus can change in line with operational requirements providing excellent personal development opportunities.

The Regional Facilities Manager is responsible for:

  • Delivering in line with departmental and Government estate strategies (including the Strategic Asset Management Plan and Government Estate Strategy) whilst ensuring operational, project and customer management services are provided efficiently and effectively within their team.
  • Management and maintenance of various complex customer and stakeholder relationships, issue resolution, operational compliance oversight and service delivery strategic alignment.
  • Leading a team of Area Facilities Managers (AFM’s) and Facilities Mangers (FM’s). They provide operational support by acting as a senior point of escalation as well as supporting personal and professional development.
  • Accountable for their team budget and report directly to the Senior Operations Manager (SOM) on the account. 

If this sounds like the job for you, then we look forward to your application and we would be pleased to have you as part of our team. 

Responsibilities will include the following: 

Service Management: Work closely with the SOM to strategically lead AFM’s and FM’s within your team in the efficient and effective provision of hard and soft services, reactive and planned maintenance and projects for your portfolio

  • Ensure that all services deliver operational strategies, policies and processes in line with operational requirements to manage the delivery of services, payments and the audit regime
  • Ensure that outputs comply with risk management strategies and routinely identify and manage risks to resolution
  • Liaise with the integrator, FM supply chain and other MoJ Property teams to proactively understand and resolve issues across the portfolio, facilitating improvements and proposing contractual changes where necessary
  • Facilitate the coordination of priorities from varying stakeholders to gain a better understanding of the landscape surrounding plans and activities
  • Act as senior point of escalation within the team for all service delivery issues, including requests for additional spend, elective new works and changes to scope or specification, managing to resolution or escalating to the SOM where necessary
  • Ensure you and your team understand your assets to allow you to provide better and more specific customer service
  • Visit sites when required, particularly to follow up on escalations and performance issues
  • Satisfy legislative and statutory requirements through Health and Safety, business resilience and the provision of fit for purpose accommodation to meet customer needs
  • Ensure that you and the team follow fire risk assessment procedures
  • Work with the technical team and MI and reporting staff to enable audit, assurance and validation of service delivery

Customer Management: Work with the SOM to develop and maintain strong relationships with senior customers

  • Act as the client’s secondary point of contact and attend client governance meetings representing the department or supporting the SOM
  • Co-ordinate plans and activities so that they reflect the wider strategic priorities and needs of clients
  • Act as senior point of escalation within the team for supplier issues and complaints, managing to resolution or escalating to the SOM where necessary
  • Encourage, recognise and share innovative ideas and improvements from customers and other stakeholders

Supplier Management: Oversee operational supplier monitoring and management within the team

  • Develop strong relationships with suppliers & support AFM’s and FM’s with supplier relationship management
  • Oversee engagement with the supply chain within the team to ensure that contracts provide satisfactory delivery and drive value for money in accordance with business targets
  • Liaise regularly with the integrator & FM supply chain to understand, scrutinise and maintain/ improve performance of supply chain and participate in supplier performance meetings
  • Act as senior point of escalation within the team for all supplier issues, managing to resolution or escalating to the SOM where necessary
  • Oversee service level governance of suppliers
  • Encourage, recognise and share innovative ideas and improvements from both suppliers and other stakeholders

People & Resource Management: Act as a key member of the FM operational leadership team & take accountability for all delegated spend

  • Line Manage AFM’s and FM’s within your team, coordinating development plans and monitoring progress
  • Independently monitor your progress and work towards fulfilling objectives within your own development plan
  • Ensure that all team members are fully compliant with mandatory learning, competencies and skills & behaviours required to discharge their role
  • Ensure that the team effectively manages all delegated spend within agreed internal governance procedures
  • Ensure the implementation of and adherence to appropriate governance procedures in procuring and authorising spend to ensure appropriate value for money and contract delivery
  • Take responsibility for the development of any cyclical or ad-hoc business planning or business case development

Wider Initiatives: Support & represent the FM Ops team in initiatives beyond your day-to-day responsibilities

  • Support the SOM in influencing the strategic priorities of the MoJ Property by coordinating different perspectives and priorities from internal and external stakeholders
  • Ensure that plans and activities across FM reflect the wider strategic priorities of the Estates Directorate and that the team understand their role in this process
  • Proactively support the delivery of government soft landings and programmes
  • Aid SOM’s with the professionalisation of FM across central government and represent the Directorate within the Government Property Profession (GPP)
  • Promote diversity, inclusion and equality of opportunity as priorities within your team
  • Play an active role in staff Diversity and inclusion networks and events, supporting your team to do so as well
  • Actively participate in client unit, wider MoJ Property 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: 

  • Strategically leading a customer facing FM Team
  • People management including mentoring, motivating and development
  • Asset management, maintenance and contract & supplier management
  • High-level management of key suppliers, particularly with handling escalated issues and risks and engaging in key decision-making
  • Managing complex customer relationships and stakeholder liaison
  • Managing multi-project programmes of maintenance or capital investment

Experience with project management processes is highly desirable. 

Highly Desirable

  • Experience with project management processes.

Qualifications

You should hold, be working towards or have equivalent experience to:

  • an appropriate professional qualification, e.g. IWFM Level 6, RICS, IET, BIFM, CIBSE
  • a NEBOSH qualification

It is highly desirable to hold, be working towards or have equivalent experience to:

  • a project/programme management qualification, e.g. PRINCE 2

You should have suitable technical compliance training, e.g. L8, HV/LV.

You should hold 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, Senior Practitioner and some or all of the following Technical Skills will be tested during the selection process: 

  • Contract Management and Partnership – Level 4
  • Customer Focus – Level 4
  • Application of Knowledge and Expertise – Level 4 

The Government Property Profession equivalent grade to this role is a ‘Senior Practitioner’. The requirements for this role align to the GPP framework which can be found here.

Behaviours

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

  • Seeing the Big Picture
  • Leadership
  • Communicating and Influencing
  • Managing a Quality Service 

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. 

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. 

Additional Information

This role requires SC level security clearance. 

Additional Information

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:

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.

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 any moves across the Civil Service may have implications on your ability to carry on claiming childcare vouchers
  • Paid paternity, adoption and maternity leave.
  • Free annual sight tests for employees who use computer screens.

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.

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 equality of opportunity.

There is a guaranteed interview scheme (GIS) for candidates with disabilities who meet the minimum selection criteria.

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.