35212 - MoJ Estates Directorate - Account Management Support Officer – Home Office Account

£21,170 - £30,324 (Salary will depend on location)
1
12 Months
National
National
NATIONAL
EO
D
Permanent
Full Time
Administration / Corporate Support, Estates, Procurement and Contracts Management

We welcome and encourage applications from everyone, including groups currently underrepresented in our workforce and pride ourselves as being an employer of choice. 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

Background

The MoJ Estates Directorate manages property and facilities management interests on behalf of the Ministry of Justice (MoJ) including Her Majesty’s Prison and Probation Service (HMPPS), Home Office (HO), Crown Prosecution service (CPS), Department for Education (DfE), Ministry of Housing, Communities and Local Government (MHCLG), Department for International Trade (DIT), Department for Exiting the EU (DExEU) and a number of Arm’s Length Bodies (ALBs). It comprises a diverse range of assets that include: prisons, training centres, operational buildings, approved premises and an office estate that supports the wider operational activities.

The Estates Directorate forms one of the biggest estate ‘clusters’ in Whitehall consisting of over 2,000 properties with operating budgets in excess of £1bn, a trail blazer for future clusters and the one Public Estate Agenda

About the team

MoJ Estates Directorate operating model provides Account Management that is aligned to each government department and the various bodies they comprise. The Home Office Account Management team provide services as set out in the Memorandum of Understanding. Key team objectives are to:

  • collaborate with the Home Office business to support the delivery of their services providing an effective and value for money estate management function;
  • provide a consistent strategic oversight across the shared estate, identifying estate opportunities and savings to the business for sign off;
  • provide effective oversight and management of existing Facilities Management contract performance, encompassing the effective delivery of capital and resource maintenance activity;
  • provide timely reporting on the performance of the estate services;
  • provide a safe work environment for all staff and customers which meets health and safety requirements;
  • manage estate related information, performance reporting and estate related communications to customers, Government Property Agency, Cabinet Office and other relevant Government bodies;
  • provide advice, guidance and monitoring of performance to support a sustainable estate to meet Government estates targets.

Purpose of the role

The Account Management Support Officer is responsible for providing central programme management and administrative support to the Home Office Account Management team, which comprises Account Managers, Business Partners, Project Sponsors and the Sustainability Team.

Deliverables/Responsibilities

  • Provide programme management and administrative support to a geographically dispersed team, supporting the successful delivery of Estates services in accordance with the Memorandum of Understanding.
  • This will include maintenance of a central risk register and issue log; collation of performance reporting and dashboards from teams within the Estates Directorate (ED); check and challenge meetings with Project Sponsors; production of slides, submissions and briefings where necessary.
  • Manage stakeholders/suppliers; liaising with the team and suppliers to manage service levels, escalate queries and provide feedback where necessary.
  • Manage Performance Data sheets (PDS) on behalf of Facilities Management (FM) colleagues for minor works in accordance with agreed process.
  • Maintain a central library of information relating to estates services and guidance for Home Office (HO). Monitor the estates system to ensure it reflects the up to date guidance and communications.
  • Represent the HO account management team on continuous improvement working groups where necessary.
  • Commission regular data returns from stakeholders to ensure compliance with official requirements.
  • Organise rooms for meetings and staff events. Take minutes where required.
  • Act as a single point of contact for Home Office account management IT system (METIS), providing data and reporting for purchase orders where required.
  • Regular collaboration with other parts of Estates Directorate to ensure HO account management team is delivering in accordance with best practice.
  • Regular use of collaboration tools such as BT Meet Me, Office 365, Skype for Business and Office Teams; utilising these as the main communication tools.
  • Monitor and manage the Requisitioner mail box and action requests in a timely fashion, responding to routine enquiries or forwarding emails to the appropriate team member.
  • Collate information and processing applications for security clearance, liaising with Corporate Security and the contractor as necessary to ensure that the clearance is received in time for the start of the project (SAA contract only).
  • Monitor and manage Performance Management Office Team central email account.

Essential Criteria

  • Ability to use evidence to make decisions
  • Good written and oral communication skills
  • Ability to present information in a clear and concise fashion

Desirable Criteria

  • Knowledge of Office 365 including Excel, Word, Powerpoint, Teams and Outlook.

Additional Information

  • The post holder must hold or obtain CTC security clearance or higher.
  • The role may require occasional travel for training courses and staff events.
  • The unit is supportive of and encourages flexible working practices.

Behavior’s

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

    1. Changing and Improving
    2. Communicating and Influencing
    3. Working Together
    4. Managing a Quality Service

          Flexible working hours

          • The Estates Directorate offers flexible working subject to local agreement.
          • Requests for reduced hours contracts will be considered in line with business needs.

          Working Arrangements & Further Information

          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.

          Flexible working hours

          The Ministry of Justice offers a flexible working system in many offices.

          Benefits

          The MoJ offers a range of benefits:

          Annual Leave

          Generous allowances for paid holiday starting at 25 days per year, and rising as your service increases. 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.

          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.
          • For any moves across the Civil Service may have implications on your ability to carry on claiming childcare vouchers
          • Paid paternity, adoption and maternity leave.
          • Free annual sight tests for employees who use computer screens.

          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 direct 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.

          Working for the Civil Service

          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

          1-      To Shared Service Connected Ltd (0845 241 5358 (Monday to Friday 8am - 6pm) or e mail Moj-recruitment-vetting-enquiries@gov.sscl.com);

          2-      To Ministry of Justice Resourcing (resourcing-services@justice.gov.uk);

          3-      To the Civil Service Commission (details available here)

          The Civil Service embraces diversity and promotes equality of opportunity.

          There is a guaranteed interview scheme (GIS) for candidates with disabilities who meet the minimum selection criteria.

          Grading Structure Review

          The Ministry of Justice is currently undergoing a review of posts which are currently graded at Band A to realign our grading structure with the majority of the wider Civil Service.

          Posts advertised at Band A may be graded at either Grade 6 or Grade 7 once the review has taken place.  

          Interview dates are to be confirmed.

          07/07/2020, 23:55 hours.

          If you require any assistance please call 0845 241 5359 (Monday to Friday 8am - 6pm) or e mail Moj-recruitment-vetting-enquiries@gov.sscl.com Please quote the job reference - 35212.
          Counter-Terrorism Check (CTC)

          To apply for roles in MOJ you will need to confirm your employment history for at least 3 years prior to the date of application so that pre-employment checks (BPSS) can be undertaken. If you have spent significant time abroad (a total of 6 months in the past 3 years) you would be required to give a reasonable account of the reasons why. 

          For some roles you will be required to successfully complete National Security Vetting at Counter Terrorism (CTC), Security Clearance (SC) or Developed Vetting (DV) level as a condition of appointment. To meet CTC/SC/DV requirements you will normally need to have been resident in the UK for at least 3/5/10 years prior to the date of application (The level of checks that are required are stated in the advert).

          If you do not meet the above requirements, you may still be considered if, for example:

          • You've been serving overseas with HM Forces or in some other official capacity as a representative of HM Government
          • You were studying abroad
          • You were living overseas with parents

          In such cases you will need to be able to provide referee cover for the period(s) of residence overseas. The duration of overseas residence and the country of abode will also be taken into account.

          Success Profiles will enable a fairer and more inclusive method of recruitment by enabling us to assess the range of experiences, abilities, strengths, behaviours and technical/professional skills required for different roles. This flexible approach to recruitment focuses more on finding the right candidate for the specific role. To find out more about Success Profiles to support your application please click here for further guidance.

          In the event that we receive a large volume of applications we reserve the right to conduct the sift based on one lead behaviour. The chosen lead behaviour for this campaign is Working Together.
          if you feel that your application has not been treated in line with the Civil Service Recruitment Principles, please contact SSCL (Moj-recruitment-vetting-enquiries@gov.sscl.com) in the first instance

          We have provided detail of the assessment stages and areas being assessed to help you prepare for completing your application form, and to advise of what will be assessed following this, if you successfully pass the application stage.


          Application form stage assessments

          Behaviours
          Working Together - 250 word limit
          A sift based on the lead behaviour, Working Together, may be held if a large number of applications are received. If a large number of applications remain after the initial sift, your application will be progressed to a full sift, where all behaviours will then be considered.

          Interview stage assessments

          There is 1 interview stage for this vacancy.
          Behaviours
          Changing and Improving
          Communicating and Influencing
          Working Together
          Managing a Quality Service
          Strengths may also be assessed at interview but these are not shared in advance.

          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. Allowing veterans to continue to serve their country, and to bring highly skilled individuals with a broad range of experience into the Civil Service in an environment, which recognises and values your previous service in the Armed Forces.
          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

          Redeployment Interview Scheme

          Civil Service departments are expected to explore redeployment opportunities before making an individual redundant. The MoJ are committed, as part of the Redeployment Interview Scheme, to providing opportunities to those who are 'at risk of redundancy'.

          MoJ are able to offer an interview to eligible candidates who meet the minimum selection criteria, except in a limited number of campaigns. Candidate's will not be eligible for the Redeployment Interview Scheme if they are applying on promotion.

          This job is broadly open to the following groups:

          · UK nationals

          · nationals of the Republic of Ireland

          · nationals of Commonwealth countries who have the right to work in the UK

          · nationals of the EU, Switzerland, Norway, Iceland or Liechtenstein and family members of those nationalities with settled or pre-settled status under the European Union Settlement Scheme (EUSS) (opens in a new window) https://www.gov.uk/settled-status-eu-citizens-families

          · nationals of the EU, Switzerland, Norway, Iceland or Liechtenstein and family members of those nationalities who have made a valid application for settled or pre-settled status under the European Union Settlement Scheme (EUSS)

          · individuals with limited leave to remain or indefinite leave to remain who were eligible to apply for EUSS on or before 31 December 2020

          · Turkish nationals, and certain family members of Turkish nationals, who have accrued the right to work in the Civil Service

          Further information on nationality requirements (opens in a new window) https://www.gov.uk/government/publications/nationality-rules

          This Vacancy is closed to applications.