MoJ Property Directorate – Computer Aided Facilities Management (CAFM & Compliance Administration Support)

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.

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 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.

Team Overview

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 solutionsMonthly/quarterly completion of Compliance reports including monitoring the completion of the trackers on a daily basisContinuous improvement of the tracking and reporting of Compliance and CAFM dataWork 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 skillsCommunication skills and ability to communicate to a senior audience, adapting style appropriatelyAttention 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

Highly Desirable

Ability to work with minimal supervision, taking responsibility for outcomesAwareness of Government Property Profession

Qualifications

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

Behaviours

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.