28135 - Property Support Officer

Property Support Officer – HMCTS Customer Directorate

We’re looking for an exceptional candidate to join the Property Directorate in the role of Property Support Officer.

HMCTS is transforming radically how the courts and tribunal services are delivered across England and Wales. One of the most complex and ambitious transformations across the Government, the reform will modernise the court estate, updating and replacing its technology, speeding up and streamlining working practices, refurbishing buildings to reduce maintenance costs and most importantly provide improved services for our customers.

The programme includes modernising the court estate, updating and replacing its technology, speeding up and streamlining working practices, refurbishing buildings to reduce maintenance costs and provide much improved services for service users, especially vulnerable witnesses and victims. Effective staff engagement at a time of such meaningful change will be critical to success; maintaining a positive and lasting connection between HMCTS management and its staff.

Skills and Qualifications:

You will be able to demonstrate

• IT literacy, competent in Office applications (Office 365 experience is desirable, but training can be provided)

• The ability to make decisions using relevant information, knowledge base and documented processes

• Interpersonal skills to aid collaboration with team members, liaising with suppliers, stakeholders, Property Directorate Management and Facilities teams.

• The ability to work with and prepare reports

• The ability to problem solve and anticipate problems, ideally providing a solution or preparation of potential issues

• Knowledge and understanding of IT systems used within HMCTS is desirable

This is an exciting opportunity to work on a Programme that will genuinely have a fundamental impact on the way we undertake justice in our country.

Background

Her Majesty’s Court and Tribunals Service is an agency of the MoJ and provides the supporting administration for the judiciary across England and Wales. It delivers services to the public directly in court and tribunal buildings, remotely via business centres and some limited services via the internet.

There are high expectations of all staff regardless of the job they do and good performance is expected from everybody. The organisation is continuously adopting new or better ways of working to ensure that it focuses on just that which is essential.

HMCTS has a once in a generation opportunity to transform the entire Courts and Tribunals Service through the HMCTS Reform Programme, enhancing the provision of a world-class justice system, in a manner that provides an improved user experience at reduced cost to the taxpayer. This will contribute to consolidating the UK’s position at the forefront of an increasingly competitive international legal market as well as ensuring access to justice for all.

The programme includes modernising the court estate, updating and replacing its technology, speeding up and streamlining working practices, refurbishing buildings to reduce maintenance costs and provide much improved services for service users, especially vulnerable witnesses and victims. Effective staff engagement at

this time of such significant change will be critical to success; maintaining a positive and lasting connection between HMCTS management and its staff.

An effective courts and tribunals service is fundamental to our democracy, underpinning the rule of law. This is an opportunity to work in a role that will support and enable a major transformation programme, designed not just to give our courts and tribunals a sustainable and affordable future, but improve how we deliver justice.

The key purpose of the role:

The post holder provides the Facilities Management Team with administrative support to ensure services are appropriately delivered. This role will undertake a variety of administrative duties including support on financial, contract and data management.

Key responsibilities:

As part of the HMCTS Property Support Office, you will be responsible for transactional and administrative processes for the Facilities Management Team as well as the wider Property Directorate as required.

Transactional Support:

• Process task orders on behalf of the Facilities Management Team
• Liaising with finance and regional staff to resolve any issues
• Managing all agreed processes to ensure national consistency and appropriate management information is provided
• Coordinating communications between the customer, supply chain and team members as required

General administrative duties:

• Assisting with meeting coordination, room bookings and administration
• Responding to internal requests for information
• Collection and analysis of data and information
• Collation of Monthly Facilities Management Board reports
• Logging and maintenance of key contractual processes such as Defects, Compensation Events & Early Warning Notices
• Collation of periodic reports following Audits on behalf of Facilities Management Team
• Support for recruitment and onboarding for Facilities Management Team
• Booking and administration for training courses

Records management:

• Maintain, administer and update various Facilities Management databases
• Monitor and maintain logs including contractual processes such as Defects, Compensation Events & Early Warning Notices
• Completing various forms associated with the financial system and other processes

Skills and Qualifications:

• Knowledge of standard administration processes, systems and technology (such as Microsoft suite of office products)
• Attention to detail, accuracy and ability to work to tight deadlines
• Good interpersonal skills to aid collaboration with team members, suppliers, stakeholders, Property Directorate and Facilities Management Teams.
• Good verbal and written communication skills
• Ability to resolve issues quickly

Accountability

Reports to the Property Support Manager

Other duties

The post holder is required to work in a flexible way and undertake any other duties reasonably requested by line management which are commensurate with the grade and level of responsibility of this post.

Civil Service Behaviours:

In the Civil Service we use Success Profiles to outline expected behaviours and we will use these as part of our wider assessment during the interview process. For this role, the following behaviours and the standards expected are below:

Changing and Improving

• Review ways of working and suggest improvements, including how to make full use of new digital technologies.
• Learn new procedures and help colleagues to do the same.
• Query any issues that arise from changes in a suitable way.
• Respond in an effective and appropriate manner when emergencies arise.

Making Effective Decisions

• Use guidance, analyse relevant information and ask colleagues for input to support decision making.
• Identify and deal with any errors or gaps in information before making a decision.
• Consider the diverse needs of those affected by decisions and how it will impact them.
• Provide advice and feedback to support others in making accurate decisions.
• Ask others to clarify decisions when confused and query any issues that arise constructively.

Managing a Quality Service

• Gain a clear understanding of customers’ needs and expectations.
• Plan, organise and manage your own time to deliver a high-quality service which gives taxpayers a good return for their money.
• Act to prevent problems by identifying issues, reporting them and providing solutions.
• Keep customers and all colleagues up to date with progress.
• Show customers where to access relevant information and support that will help them to use services more effectively.

Delivering at Pace

• Always work with focus and pace to get the job done on time and to a high standard.
• Follow the relevant policies, procedures and rules that apply to the job.
• Use own knowledge and expertise to organise work.
• Keep focused on delivery and take responsibility for the quality of work produced.
• Keep a consistent level of personal performance.
• Keep managers and stakeholders updated on how work is progressing.