MoJ Property Directorate - Property Operations Manager (Facilities Management) 1x Home Office 1x Probation

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) joined MoJ Estates Directorate and the team receives a new title, MoJ Property Directorate. This change aligns 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 Property Directorate is a customer service organisation that exists to enable our customers to perform to their best. We do this by providing working environments in which our customers want to work, and which support them in delivering their outputs efficiently, and by providing high quality, easy to use services. We manage one of the most diverse and complex estates in Government, hosted in MoJ, including the estates of the Home Office, Prisons, Probation, MoJ HQ and Arm’s Length Bodies (ALBs).

We provide specialist services including facilities management, health & safety, fire safety and security; technical design expertise and sustainability, our cluster partners are supported by account management teams and we have business management teams supporting the overall Directorate. 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 continue to deliver new ways of working across the estates cluster – leading on the scale and pace of activity on this for central government – providing more dynamic and flexible workspace while reducing the cost of the estate.

Property Operations Managers (previously known as Facilities Managers) are responsible for working directly with clients and suppliers, to ensure efficient and effective delivery of hard and soft facilities management services for their portfolio. They report into Regional Property Operations Managers (RPOMs). Key activities for the role include:

Managing customer and stakeholder relationshipsIssue resolutionCollaboration with the helpdesk supplier, facilities management supply chain and other MoJ Property teamsSupplier management and monitoring.

Regular site visits along with client engagement meetings, compliance management and project management.

Job Description, Duties and Responsibilities

Responsibilities will include the following:

Service Management

Manage day-to-day the facilities management contracts across a number of sites within a region through MI data and visual inspections of sites, including checking that work carried out by contractors is in accordance with the contract in terms of quality, compliance and specification.Liaise with the 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.Consider whether NEC3 contract arrangements are required and advise RPOMS accordingly. Monitor to ensure they are being addressed and ensure mitigation plans and risk register are in place and maintained.Manage issues (including requests for additional spend, elective new works and changes to scope or specification) to resolution and escalate to RPOM where necessaryFollow the schedule of visits for each asset (to be agreed with RPOM) to discuss performance, issues and update on work ordersEngage with the PS 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 needsEnsure that you follow fire risk assessment proceduresEnsure that actions relating to inspections and audits are delivered through the contract.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 complianceIdentify the requirement for project works, including contributing to business cases, bids and the procurement process. Oversee the delivery of works projects on sites within your portfolio.Ensure that waste management/recycling, energy management and biodiversity sustainability strategies are in place and adhered to by contractors.Liaise with MoJ Property on the planning and delivery of new builds, refurbishments and change of use across the sites, adhering to statutory planning and legislation.Where it applies, manage the transition to the delivery of services to new contracts and operating models.

Customer Management

Act as the client’s first point of contact. Report MI data on contract performance.Engage through site visits, regular communication and running or attending client engagement meetings as appropriateUnderstand the wider strategic needs and priorities of clients and how they are incorporated into plans and activitiesManage supplier issues and complaints to resolution, escalating to RPOMs where necessaryEncourage, recognise and share innovative ideas and improvements from customers and other stakeholdersWhere required, work with the supplier to contribute to the preparation of site contingency and emergency plans and ensure implementation. Support operational emergencies by providing technical management assistance and support.

Supplier Management

Develop strong relationships with facilities management suppliersEngage with the supply chain to ensure that contracts provide satisfactory delivery and to drive value for money in accordance with business targetsConduct weekly interfaces with suppliers to escalate issues and scrutinise performanceManage issues to resolution and escalate where necessaryEncourage, 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 planEnsure that you are fully compliant with your mandatory learning, competencies and skills & behaviours required to discharge your roleManage any delegated spend within agreed internal governance proceduresAdhere to the appropriate governance procedures in procuring and authorising spend to ensure appropriate value for money and contract deliveryContribute 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 the Property Directorate are incorporated in plans and activitiesProactively support the delivery of government soft landings and programmesRepresent the interests of the PS team and the wider Property Directorate within the Government Property ProfessionEnsure that your behaviours reflect government and departmental requirements for diversity and inclusionPlay an active role in staff diversity & inclusion (D&I) networks and/or attend D&I eventsActively participate in client unit, estates directorate, wider MoJ and industry networks to share best-practiceWhere required, provide data and information in relation to litigation claims.

Skills and Experience

Essential

You should have experience in property and facilities management disciplines and/or experience of developing close relationships with stakeholders and customers.

Highly Desirable

Commercial and financial disciplinesExperience with project management processes or managing investment programmesAbility to work with minimal supervision, taking responsibility for outcomesAwareness of Government Property Profession

Qualifications

Working towards or willing to work towards associate 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 or be willing to work towards a NEBOSH or National Examination Board Occupational Safety Health – National Certificate in Construction Health and Safety qualification OR be willing to work towards it.Completed the National Engineering and Construction Contracts Accredited Training and have OR be able to rapidly acquire excellent understanding of the TFM contract, NEC3 provisions and the associated processes.You should have or be willing to work towards suitable technical compliance training, e.g. L8, HV/LV.You should have a full UK Driving License.Membership of the GPP is highly desirable or can be obtained on joining.

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 Workplace Facilities Management and some or all of the following Technical Skills will be tested during the selection process:

Customer and Client Service – WorkingProperty Profession Expertise - Working

Behaviours

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

Working TogetherManaging a Quality ServiceCommunicating and InfluencingMaking Effective Decisions

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 is Full-time, 37 hours per week and is based in the South West/South Central regions.

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 Directorate is supportive of and encourages flexible working. Non-civil service candidates would typically start on the pay band minimum.