19207 - Facilities Manager North West

Facilities Manager – HMCTS Customer Directorate

Location: Flexible but there will need to be regular travel throughout your specified area.

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

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

The key purpose of the role:

This role is specific to the HMCTS properties including other Arm’s Length Bodies properties. The Facilities Manager is responsible for managing Property and Facilities Management (FM) related activities for a specified area. The post holder will be the primary point of contact for courts and the service providers through term-contract arrangements, assisting with access as well as managing the performance on site.

The FM service encompasses both hard and soft service provision. This includes general repairs, PPM and routine maintenance, catering, cleaning, portering, waste, and security in addition to a number of other standardised FM activities. The post holder will also support the Area Facilities Manager to ensure that the property and FM services are statutorily compliant through proper inspection & maintenance.

Responsible to the Area Facilities Manager, the post holder will play a key role in the communication and planning of capital maintenance programmes within the area. They will also be responsible for ensuring the Court and Operational Managers are aware of, and engaged in decision making around matters relating to Asset Management (e.g. lease matters, and landlord and third-party issues) in designated areas of responsibility.

To be successful in this role, you will need to demonstrate the following skills: -

Essential

FM Experience

Desirable

Knowledge of FM Contracts

Possess or are studying for an FM qualification

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. 

The role will support the Area Facilities Manager with the monitoring and supervision of day-to-day provision, maintenance and improvement requirements for all property and FM within the region as defined within the HMCTS Estate. The role will also be responsible for day-to-day stakeholder engagement in regard to the localised area of responsibility.

The role requires an understanding of HMCTS’s business objectives, and will support the Area Facilities Manager in ensuring that the FM strategy and contracts continue to meet the requirements of HMCTS.

The role holder will ideally have a technical hard or soft service qualification, relevant career experience or a suitable management qualification. A suitable H&S qualification (e.g. IOSH Managing Safely) would be desirable.

They will be able to demonstrate a successful track record in managing services, properties and relationships in a multi-site environment

Key interactions will be with:

• HMCTS Regional colleagues
• Regional Area Facilities Managers
• Area Facilities Managers
• Contractors and Suppliers
• Project sponsors
  

Key responsibilities:

As the HMCTS monitoring representative for Facilities Management, to advise the Area Facilities Manager and HMCTS Regional staff on day-to-day matters relating to Facilities Management.

Overall responsibility for;

• The day-to-day management of HMCTS properties and FM services in a specified area, ensuring they are fit for purpose and provide a safe operating environment
  • The implementation of a culture of service excellence.
    

Will be responsible for monitoring the delivery of:

• High quality, safe, effective FM services;

External and Internal relations

Internal relations;

• Support 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 Management issues, escalating any issues that can’t be dealt with to the Area Facilities Manager
• Confidently engage with internal stakeholders and colleagues at all levels
  

External relations;

• Take day-to-day responsibility for understanding and management of the external service partner FM provision, Total Facilities Management (TFM), in the region and managing the performance issues effectively
• Understanding and communicating asset management matters at a local level.
• Understand the principles of performance management and sub-contractor control. A clear understanding of capital maintenance works and the management of TFM service providers within a NEC3 framework environment.
• An understanding of the contract framework in terms of scope of services, specifications, service level agreements and contract management outputs
  

Supervision of properties & their occupation

• Management of FM requirements and service deliverables
• Ability to liaise closely with users and manage users demands.
• Supporting the Area Facilities Manager by working proactively with them and stakeholders to ensure agreed programmes of work are delivered within, time and budget parameters
• To monitor customer service levels in conjunction with the HMCTS Property and wider HMCTS operations in improving customer service across the HMCTS estate, reporting issues and trends to the Area Facilities Manager.
  

Accountability

• Reporting to the Area Facilities Manager
• Responsible for the day-to-day management of the TFM 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.

Key Civil Service Competencies

You will be required to provide evidence of the following key competencies at Level 3

Changing and Improving

• Find ways to improve systems and structures to deliver with more streamlined resources
• Regularly review procedures or systems with teams to identify improvements and simplify processes and decision making
• Be prepared to take managed risks, ensuring these are planned and their impact assessed.
• Actively encourage ideas from a wide range of sources and stakeholders and use these to inform own thinking
• Be willing to meet the challenges of difficult or complex changes, encouraging and supporting others to do the same.

Making effective decisions

• Make decisions when they are needed, even if they prove difficult or unpopular
• Identify a range of relevant and credible information sources and recognise the need to collect new data when necessary form internal and external sources
• Explore different options outlining costs, benefits, risks and potential responses to each
• Invite challenge and where appropriate involve others in decision making to help build engagement and present robust recommendations.

Leading and Communicating

• Take opportunities to regularly communicate and interact with staff, helping to clarify goals and activities and the links between these and the Departmental strategy
• Communicate using appropriate styles, methods and timing, including digital channels, to maximise understanding and impact
• Promote the work of the Department and play an active part in supporting the Civil Service values and culture
• Convey enthusiasm and energy about their work and encourage others to do the same.

Collaborating and Partnering

• Establish relationships with a range of stakeholders to support delivery of business outcomes
• Actively seek input form a diverse range of people
• Deal with conflict in a prompt, calm and constructive manner
• Encourage collaborative team working within own team and across the Department
• Invest time to generate a common focus and genuine team spirit

Managing A Quality Service

• Make effective use of project management skills and techniques to deliver outcomes, including identifying risks and mitigating actions
• Develop, implement, maintain and review systems and service standards to provide quality, efficiency and value for money
• Establish mechanisms to seek out and respond to feedback from customers about service provided
• Develop proposals to improve the quality of service with involvement from a diverse range of staff, stakeholders or delivery partners

Delivering at Pace

• Show a positive approach in keeping their own and the team’s efforts focused on the goals that really matter
• Take responsibility for delivering expected outcomes on time and to standard, giving credit to teams and individuals as appropriate
• Plan ahead but reassess workloads and priorities if situations change or people are facing conflicting demands
• Regularly monitor own and team’s work against milestones or targets and act promptly to keep work on track and maintain performance

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.

Closing Date: 18th July 2018 at 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@sscl.gse.gov.uk Please quote the job reference.