17762 - Area Facilities Manager - Wales
Location: Flexible but there will need to be regular travel throughout Wales.
The key purpose of the role:
This role is specific to the HMCTS properties including other Arm’s Length Bodies properties. The Area Facilities Manager is responsible for property and FM related activities across an area (several clusters) including day-to-day management of the Facilities Managers and FM operations. The post holder will be a key day-to-day client-side contact for the service providers through term contract arrangements. The role provides the Single Point of Contact for Cluster Managers, and is responsible for managing HMCTS’s property and FM services across all of HMCTS serviced premises and buildings within a specified area comprising c30 to 40 sites.
As an integral member of the HMCTS’ Property Directorate the role will be responsible for operational management, across an HMCTS area, for the services which will include (but are not limited to) repairs, PPM, routine maintenance, catering, cleaning, portering, waste, and security. The post holder will also support the Regional Facilities Managers to ensure that the property and FM services are statutorily compliant through proper inspection and maintenance.
Responsible to the Regional Facilities Manager, the post holder will play a key role in the supervision of operational delivery of an HMCTS wide service. They will also be responsible for overseeing service quality in designated areas of responsibility.
The role will support the Regional Facilities Manager with the management of day-to-day provision, maintenance and improvement requirements for all property and FM within the area as defined within the HMCTS Estate and Court Reform to meet business requirements to an agreed service level. They will ensure the service quality in designated areas of responsibility. The role will ensure resources are put in place to manage the FM element of property disposals and enabling works under the Estates Reform Programme
The role requires an understanding of HMCTS’s business objectives and supports the Regional Facilities Manager in ensuring that the FM strategy and 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.
They will be able to demonstrate a successful track record in managing people, properties and relationships
Key interactions will be with:
- HMCTS Regional colleagues
Regional Facilities Managers
Facilities Managers
Contractors and Suppliers
Asset Managers
Capital Delivery Tea
Key responsibilities:
As the HMCTS area representative for Facilities Management, to advise the Regional Facilities Manager and HMCTS Operational staff on day-to-day matters relating to Facilities Management.
Overall responsibility for;
- The day-to-day management of HMCTS PD Facilities Managers and FM services in a specified area, ensuring they are fit for purpose and provide a safe working / visiting environment
- Ensuring that any delegated budget management and financial processes and protocols are adhered to.
- The implementation of a culture of service excellence.
Will be responsible for:
- Supervising the delivery of high quality, safe, effective FM services;
- Delivering the area FM strategy;
- Line management and supervision of the Facilities Managers
- Liaising with Operational colleagues regarding asset maintenance and improvement
- Supporting the management of estate initiatives such as rationalisation, and capital and maintenance spend in the area
External and Internal relationship management
Internal relations;
- Support and demonstrate 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 Regional Facilities Manager
- Confidently engage with internal stakeholders and colleagues at all levels
External relations;
Take responsibility for the management of the external service providers relating to FM in the area including the Total Facilities Management (TFM) Contract and chairing of any local contractor meetings
- Understand the services provided by the contractor (at an operational level) to work effectively with contractors to deliver a high quality, safe and effective FM service
- Understand and apply the principles of performance monitoring and contractor supervision
- Basic understanding of the contract documentation in terms of scope for services, specifications, service level agreements and contract management needs
- Act as single point of contact for Cluster Managers on asset management, capital maintenance and other property matters
Supervision of properties & their occupation
- Work in partnership with HMCTS’ contractors and customers to develop and manage contingency planning
- Understanding of the business needs of HMCTS in the area to support effective delivery of FM, asset management and capital maintenance services
- Understanding, knowledge and application of FM, FM services and their delivery.
- Ability to manage a diverse range of users and users demands to provide effective and timely service delivery to our customers
- Supporting the Regional Facilities Manager by working proactively with them and stakeholders to ensure associated capital maintenance plans that support business delivery within an agreed programme of works, timeframe and budget are successfully delivered.
- To monitor customer service levels in conjunction with the HMCTS Property and wider HMCTS operation in improving customer service across the HMCTS estate, reporting issues and trends to the Regional Facilities Manager.
Team Supervision
- Supervise and coach members of own area team
- Responsible for the line management of a team of Facilities Managers 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
- Reporting to the Regional Facilities Manager
- Responsible for the direct line management of the Facilities Managers
- Responsible for the day-to-day operational supervision 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. Travel to site across the Region will be required.
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 from internal and external sources
- Recognise scope of own authority for decision making and empower team members to make decisions.
- 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 departmental strategy
- Recognise, respect and reward the contribution and achievements of others
- 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 from 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.
Building Capability for All
- Identify and address team or individual capability requirements and gaps to deliver current and future work
- Value and respond to different personal needs in the team using these to develop others and promote inclusiveness
- Continually seek and act on feedback to evaluate and improve their own and team’s performance
- Proactively manage own career and identify own learning needs with line manager, plan and carry out work-place learning opportunities
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
- Work with team to set priorities, goals, objectives and timescales.
- 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
- Successfully manage, support and stretch self and team to deliver agreed goals and objective
- 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 appropriat
- 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
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.
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 salary sacrifice arrangements for childcare vouchers, and voluntary benefits such as retail vouchers and discounts on a range of goods and services.
- 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.
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.
30/05/2018, 23:55 hours.
Closing Date: 30th May 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.
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.
Candidate Information
You may be required to provide statements describing your skills and experience relevant to each of the selection criteria. We recommend that you structure any examples as Situation, Task, Action and Result. For more information about the recruitment process and answers to general queries, please click the below link which will direct you to our Candidate Information Page.
Link: https://justicejobs.tal.net/vx/candidate/cms/About%20the%20MOJ
In the event of a large number of applications, we reserve the right to undertake the following processes:
- An automated online test where a benchmark must be passed to progress;
- A sift on the lead selection criteria. If this happens, the lead criteria will be the first one listed in the advert.
During the selection process, you may be asked to undertake an additional assessment (such as written test). If this is applicable you will be notified of this when you are invited to interview.
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
Interview stage assessments
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.