Overview
Are you looking for a high profile, unique, exciting and challenging opportunity to join an award‑winning Property Services (PS) team that works in collaboration and partnership with our customers and suppliers? We work on a varied portfolio across the Ministry of Justice and Home Office estate, providing property services to HM Prison and Probation Service, Ministry of Justice headquarters and supporting the Home Office 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 property services support. PS 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 engagement skills. 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 Manager, then joining the Ministry of Justice Property Directorate PS Team is the place for you.
Responsibilities
- Understand your assets and deliver operational strategies, policies and processes in line with operational requirements to manage the delivery of services, payments and the audit regime.
- Manage day‑to‑day the 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 and that appropriate contractors adhere to local and national security strategies.
- 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 Early Warning Notices (EWNs) and compensation events are required and advise RPOM 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 escaleate to RPOMs where necessary.
- Follow the schedule of visits for each asset (to be agreed with RPOM) to discuss performance, issues and update on work orders.
- Engage 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 needs.
- Ensure that you follow fire risk assessment procedures.
- Ensure 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 compliance.
- Where it applies, manage the transition to the delivery of services to new contracts and operating models.
- Identify 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.
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 appropriate.
- Understand the wider strategic needs and priorities of clients and how they are incorporated into plans and activities.
- Manage supplier issues and complaints to resolution, escalating to RPOMs where necessary.
- Encourage, recognise and share innovative ideas and improvements from customers and other stakeholders.
- Where 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 suppliers.
- Engage with the supply chain to ensure that contracts provide satisfactory delivery and to drive value for money in accordance with business targets.
- Conduct weekly interfaces with suppliers to escaleate issues and scrutinise performance.
- Manage issues to resolution and escaleate where necessary to RPOMs.
- Encourage, 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 plan.
- Ensure that you are fully compliant with your mandatory learning, competencies and behaviours required to discharge your role.
- Effectively manage all delegated spend within agreed internal governance procedures.
- Adhere to the appropriate governance procedures in procuring and authorising spend to ensure appropriate value for money and contract delivery.
- Contribute 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 activities.
- Proactively support the delivery of government soft landings and programmes.
- Represent the interests of the PS team and the wider Property Directorate within the Government Property Profession.
- Ensure that your behaviours reflect government and departmental requirements for diversity and inclusion.
- Play an active role in staff diversity & inclusion (D&I) networks and/or attend D&I events.
- Actively participate in client unit, Property directorate, wider MoJ and industry networks to share best‑practice.
- Where required, provide data and information in relation to litigation claims.
The GPP Framework
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, Practitioner level in the career framework, and some or all the following Technical Skills may be tested during the selection process:
Technical Skills
- Customer and Client Service – Practitioner
- Property Professional Expertise – Practitioner
- Stakeholder Engagement – Practitioner
- Health and Safety, Compliance and Inclusion – Practitioner, If we receive a large number of applications, we will carry out an initial sift on the lead criteria of the technical question above.
Candidates invited to interview – please note that interviews will be carried out remotely via MS Teams. During the interview, we will be assessing you on Technical and Strengths from the Success Profiles framework.
Interview Assessment
- Property Professional Expertise (GPP Framework)
- Stakeholder Engagement (GPP Framework)
- Health and Safety, Compliance and Inclusion (GPP Framework)
Additional Information – Working Arrangements
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). All employees will be expected to spend a minimum of 60% of their working time in an office, subject to local estate capacity. Some roles will not be suitable for hybrid working. 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 role: all successful candidates will be appointed to the nearest viable office nearest to their home postcode and on its respective pay scale. This will be at either a HQ building (subject to desk allocation, a Justice Collaboration Centre (JCC) or a Justice Satellite Office (JSO) – see map). For current MoJ employees, your base location will need to be changed to the nearest viable office (to your home postcode), either at a HQ building, JCC or JSO within the National Office Network and moved to its location's respective pay scale (any legacy arrangements/locations will need to be amended).
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.
MoJ candidates who are on a specialist grade, will be able to retain their grade on lateral transfer. All candidates who are currently in receipt of Mark Time / Pay Protection should ensure they are familiar with the new policy on permanent and temporary promotion which can be found on the employee intranet.
Benefits and Support
- Annual Leave – 25 days on appointment, increasing 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 directly 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; further information can be found on GOV.UK for childcare support and other benefits. Paid paternity, adoption and maternity leave, and free annual sight tests for employees who use computer screens.
About the MoJ Property Directorate
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). The MoJ Property Directorate brings together a property portfolio including Prisons, Probation and MoJ HQ and Arm's Length Bodies. 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 £9.3bn 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.
Veterans
A great place to work for veterans – the “Making the Civil Service a Great Place to work for veterans” initiative includes a guaranteed interview scheme to those who meet the minimum criteria to provide eligible former members of the Armed Forces with opportunities to secure rewarding jobs. For further details about the initiative and eligibility requirements visit https://www.gov.uk/government/news/making-the-civil-service-a-great-place-to-work-for-veterans.
Recruitment Process and EEO Statement
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 Transformative Business Services (0345 241 5359 – Monday to Friday 8am – 6pm) or via email at moj‑recruitment‑vetting‑enquiries@resourcing.soprasteria.co.uk;
- To Ministry of Justice Resourcing team (resourcing‑management‑office@justice.gov.uk);
- To the Civil Service Commission (details available from the Commission).
As a Disability Confident employer, MoJ is 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.
