32574 - Facilities Management Lead – Interim Contract Management Specialist

Please note, the salary ranges are:

• Inner London: £60,295 to £76,000
• Outer London: £56,421 to £76,000
• National: £52,119 to £72,000

This position is available for external applicants as well as existing civil servants on level transfer or promotion. New recruits to the Civil Service joining MoJ are expected to join at the band minimum. For an exceptional applicant and under exceptional circumstances, managers have discretion to set starting salaries above the pay range minimum.

Enhanced pre-employment checks by way of security clearance apply to this post and there is a requirement to obtain security clearance for the post holder prior to being appointed. The required level of security clearance will be stated in the offer of employment letter

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.

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 a 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.

Overview

HMCTS is a continually changing organisation. Strong leadership is a critical element in this being successful. As a leader and manager within HMCTS the jobholder must provide clear direction and focus and visibly champion the changes which deliver greater efficiencies. HMCTS Senior Management Team expects all leaders to operate in a culture of openness and honesty, demonstrating a commitment to change through involvement and empowerment, and by delivering results.

Key Purpose of the Role

• This role is specific to the HMCTS properties including other Arm’s Length Bodies properties. The Facilities Management (FM) Lead is responsible for overseeing all property and FM related activities across HMCTS estate including property and FM operations, projects, initiatives and service providers through term contract arrangements. The role is responsible for managing HMCTS’s property and FM services of all of its service premises and buildings across all HMCTS properties, comprising c.370 sites.
• The role has specific and general responsibilities:

Specific Role Responsibilities:

• Responsible for managing the FM supplier contract at a detailed level including set-up the processes and embedding of commercial and contract management (CM) processes – such as reporting, meeting, key-performance indicator analysis, supplier management tasks, teams conforming to good CM techniques, holding the supplier to account, payment and deduction mechanisms, ensuring training and development of the teams in CM is successful, developing the incentive and innovation processes with the supplier, holding challenging conversations around supplier performance, and ensuring supporting teams in commercial and financial functions work with the FM function in an optimal ‘one team’ approach.

General Role Responsibilities include:

• As a key member of the HMCTS’ Property Directorate the role will be responsible for relationship management of the supplier under the FM contract. The FM Lead will manage the contract to ensure the operational management of FM services across HMCTS is delivered to time, quality and budget. The services will include but are not limited to revenue related projects, repairs, planned and routine maintenance, pest control, cleaning, portering and waste management. The role will ensure that the property and FM services are statutorily compliant through proper inspection and maintenance and
• Responsible for ensuring resources are allocated to manage interfaces in FM between revenue and capital projects, and contribute to managing the interfaces where they are a component of larger projects
• Responsible to the Deputy Director of FM, the post holder will play a key role in the strategic development of an HMCTS wide service and act as an “expert advisor” for some dedicated services, changing and writing policy as required.
• The role will manage a team of Facilities and Security Managers who will ensure the FM and Security services are supplied by third parties are coordinated, integrated and performing to a ‘one-team’ approach. The team will initially be structured in agreement with the Security Lead.
• They will also manage the budgets for these services in order to achieve service and financial objectives, relevant performance targets and compiling business cases to support longer term strategic service developments. They will also be responsible for service quality and development in designated areas of responsibility, some of which will be HMCTS wide.
• The role will be responsible for provision, maintenance and improvement requirements for all property and FM within the region as defined within the HMCTS Estate and Court Reform to meet business requirements to an agreed service level. The role will also be responsible for stakeholder management in regard to the regional estate.
• The role will ensure the resources are put in place to manage the FM element of property disposals and enabling works under the Estates Reform Programme
• The role requires a sound understanding of HMCTS’s business objectives and supports the Deputy Director of FM in ensuring that the FM strategy and FM contracts continue to support the requirements of HMCTS.
• The role holder will ideally have a technical hard or soft service qualification, or a suitable management qualification. The person will be able to demonstrate recent successful commercial and line management experience. In addition, the individual will have commercial and contract management expertise in a facilities management environment – demonstrable evidence of managing contracts at a best in class level and through a change period is important.

Key interactions will be with:

• HMCTS Reform Programme
• HMCTS HQ and Regional colleagues
• FM Deputy Director
• Security Lead
• Regional, Area and Local Facilities Managers
• Contractors and Suppliers
• MoJ Commercial and Contract Management Department

As the HMCTS senior representative for Facilities Management, to advise the Deputy Director of FM and HMCTS Regional staff on all matters relating to Facilities Management.              

Overall responsibility for;

• All HMCTS properties and FM services, ensuring they are fit for purpose, provide a safe environment and satisfy all statutory and legal regulations.
• Ensuring that budget management and financial processes and protocols are adhered to.
• Assurance in regard to service costs data (e.g. for variations etc).
• The creation and maintenance of a culture of service excellence.
• Managing the performance of the supplier of the Facilities Management Service

Will be responsible for the delivery of:

• High quality, safe, effective FM services;
• The regional FM strategy;
• Asset maintenance and improvement; and
• Management of estate initiatives, such as rationalisation

External and Internal relationship management              

Internal relations;

• Lead and own collaborative relationships across the region to make sure that HMCTS Facilities Management is continuously aligned to and supports our vision for the future
• Be visible to staff and internal stakeholders and regularly undertake activities to engage and build trust with people involved in priority areas
• Give clarity and clear explanations on Facilities, Capital Maintenance and Asset Management issues
• Confidently engage with internal stakeholders and colleagues at all levels

External relations;

• Take overall responsibility for the management of the external service provider relating to FM in the regions including the Facilities Management Contract and chairing of the strategic partnership board (or its equivalent)
• Understanding the services provided by the contractor (at a strategic and operational level) to work effectively with Security and other suppliers to deliver a high quality, safe and effective FM service
• Understand the principles of performance monitoring and have the ability to define and implement appropriate systems and procedures.
• Understanding of the contract type and relevant contract law (supported by HMCTS’s Commercial and Legal Departments).
• Knowledge of the contract documentation (terms and conditions) and contract management requirements

Management of properties & their occupation                

The role will assume senior leadership of the management of properties, through:

• Awareness of service costs data and the impact that service variations have on budgets whilst ensuring customers’ needs are met (e.g. for variations etc).
• Understanding and application of risk management techniques and contingency planning.
• Understanding of the business needs of HMCTS to support and implement excellent delivery of Facilities Management service.
• Understanding, knowledge and application of, Security and FM services and their delivery.
• Understanding of the need to forecast future demand.
• Ability to manage and influence a diverse range users and users demands to lead on the provision of an effective and timely service delivery to the customer and stakeholders.
• Working with HMCTS Operational teams to develop and deliver their capital / revenue maintenance and FM strategy in line with the aims of the HMCTS Estate Strategy.
• Working proactively with stakeholders to influence and develop associated plans that supports business delivery within an agreed programme of works, timeframe and budget.
• To lead delivery and monitor customer service levels in conjunction with the HMCTS FM and wider HMCTS operation in improving customer service across the HMCTS estate
• Instigate dashboard reporting of progress and meaningful management information for regular scrutiny and interaction within HMCTS
• Work with other directorates within HMCTS and other government departments to understand best practice for facilities management and reporting and to implement this

Team leadership             

The role will:

• Lead, coach and mentor members of own team and wider Security and FM colleagues and develop capabilities in line with business needs – including how to deal with asset, capital, facilities management and security challenges / problems
• Responsible for the line management of regional FM and security management teams that will be geographically dispersed, and the management of any people issues in the team in line with HMCTS/MoJ HR policies
• Lead by example, role modelling ethics, integrity, impartiality and the elimination of bias by building diverse teams and promoting a working environment that supports the Civil Service values and code

Accountability

The role will:

• Report to the Deputy Director of FM
• Responsible for the direct line management of the Regional Security and Facilities Managers and their teams
• Responsible for the strategic and operational management of the FM contract

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.

Application Process:

To apply for this position please completed the online application form, ensuring you submit the following two application documents:

1.            An up-to-date copy of your CV which details your experience and achievements

2.            A 750-word statement of suitability which demonstrates your suitability against the Specific and General Role Responsibilities outlined above

Should you be successful at the application stage, you will be invited for a face-to-face interview

At interview you will be tested against the following Success Profile behaviours (Level 4):

• Seeing the Bigger Picture
• Making Effective Decisions
• Changing and Improving
• Working Together
• Managing a Quality Service
• Delivering at Pace

Further information on Success Profiles and the required standards for this post (Level 4) can be found at:

https://www.gov.uk/government/publications/success-profiles

Terms & Conditions:

Fixed Term Appointment

This appointment will be made on a fixed term basis, due to the time limited nature of the Reform Programme.

For existing civil servants, whilst the role itself is time limited, at the end of the fixed term period, you will retain your permanent status but will be placed on the re-deployment register. Successful appointment on promotion will secure this grade on a permanent substantive basis.

Secondments and loans will be considered on an individual basis.

Flexible working options

HMCTS offers a flexible working system in many of its offices.

Job Sharing and Reduced Hours

All applications for job sharing or reduced hours will be treated fairly and on a case by case basis in accordance with the MoJ’s flexible working policy and equality policy.

Excess Fares and Relocation Allowances

This job is not eligible for relocation allowances but excess fares may be considered in accordance with MoJ’s excess fares allowance policy.