Area Property Operations Manager - London

Location: Region Specific – Greater London

Band: SEO

Contract Type: Permanent

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). 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.

Team 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.

Responsibilities

• Service Management
• 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.
• 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 elevate to RPOMs where necessary.
• Follow the schedule of visits for each asset 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.
• 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 elevate issues and scrutinise performance.
• Manage issues to resolution and elevate 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 skills & 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.

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:
• Commercial and financial disciplines
• People management including mentoring, motivating and development
• Asset management, maintenance and contract & supplier management
• Managing complex customer relationships and stakeholder liaison
• Managing multi-project programmes of maintenance or capital investment

Highly Desirable

• Experience with project management processes is highly desirable.

Qualifications and Accreditation

• Hold or be willing to work towards MIWFM or CIWFM, MRICS or CEng accreditation.
• IWFM qualification at Level 3-4 or equivalent experience.
• Hold a NEBOSH (National Examination Board Occupational Safety Health) – National General Certificate OR be willing to work towards it.
• Commercial Training - Completed the National Engineering and Construction Contracts Accredited Training (NEC) and have OR be able to rapidly acquire excellent understanding of the TFM contract, NEC3 provisions and the associated processes.
• Government Commercial Function Foundation Training will be required training once in post.
• You should have suitable technical compliance training, e.g. L8, HV/LV, Asbestos, Legionella, Fire Safety & CPFSI (Crown Premises Fire Safety Inspectorate), Construction Design Management awareness.
• The postholder will be expected to join the Government Property Profession.

Equality and Inclusion

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.