14309 - Technical Services & Assurance Manager

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.

Overview

HMCTS is a continually changing organisation. Good management, communication skills and collaborate working are critical elements in this being successful. As the senior manager within HMCTS ensuring the FM Service is statutorily compliant and acting as duty holder, the jobholder must understand and disseminate the agreed legal and statutory objectives and provide clear supervision and focus. HMCTS Senior Management Team expects all managers to operate in a culture of openness and honesty, demonstrating a commitment to change through involvement and empowerment, and by delivering results.

The key responsibilities of the role are as follows:

1. The FM Technical Services Manager is accountable for ensuring all element of HMCTS estate comply with the evidence required for the HMCTS governance and assurance statements feeding into representing HMCTS at Ministry of Justice level compliance meetings
2. The main single point of contact for technical advice and guidance to supports the Head of Facilities Management (FM) in technical oversight of all buildings and systems across the HMCTS estate to ensure they are compliant with relevant legislation.
3. The role will support the managers in the FM work-stream in discharging the HMCTS duty holder responsibilities. This role will be responsible for providing technical advice and support of FM operations through the management of internal and external professional advice.
4. The role will act as Duty Holder for the Head of Facilities Management, who accounts directly to the Property Director on matters of safety and compliance.
5. The role will work ensure the appropriate compliance reporting systems are operated and audited across all contracts to ensure property compliance is achieved and maintained
6. Support the FM Operational teams by providing quality technical advice either through internal or external resource.
7. Ensure Planned Preventative Maintenance (PPM) is delivered, monitored and managed to agreed contractual standards by the TFM providers.
8. Ensure the appropriate logging of technical activity through the FM Office function to ensure proactive resolution to technical issues in a controlled and managed way
9. Manage the development of the national asbestos management plan.
10. Following appropriate training and competence assessment act as reserve H&S legal ‘duty holder’ and ‘responsible person’ for electrical systems and water systems (Legionella)
11. Support and advise as required on the development of systems and processes across all contracts to record and manage the compliance of the estate
12. Actively support and deliver training in technical services internally within the FM function. Ensuring internal health and safety competence is achieved and maintained
13. Manage and deliver an appropriate audits of supply chain documentation and systems across non-custodial properties to ensure property compliance is being achieved.
14. Lead on any improvements in the delivery and reporting of property compliance amongst team and supply chain
15. Identify any property compliance risks and manage national risk register
16. Support the Capital Maintenance Plan by reviewing the technical solutions within the forward maintenance plans to ensure they are in line with HMCTS’s objectives and aims, and with legislative compliance. Demand challenge solutions to ensure value for money and provide alternative technical options where required.
17. Build key relationships with stakeholders in supply chain with responsibility for property compliance to ensure a joined up and consistent approach to property compliance.
18. Manage as required external professional technical advice and consultancy support
19. Responsible for ensuring technical performance issues are logged, escalated and resolved in partnership with operational teams
20. Ensure teams understand contractual obligations and processes and deploy appropriately
21. Attend supplier contract performance meetings as required
22. Support the Head of FM in professionalising Facilities Management across the HMCTS estate, and proactively support the implementation of Government Soft Landings (GSL)

Key interactions will be with:

• HMCTS Director of Property
• HMCTS FM Director
• FM Board on technical guidance issues
• Regional Property Managers
• Facilities Managers for support on technical issues
• Contractors and Suppliers
• Asset Managers
• Capital Delivery Team

Key technical skills

1. HNC or Building Engineering qualification to allow the individual competences to act as duty holder, including sufficient, knowledge, training and experience to perform the duty holder role fully, properly and effectively.
2. Qualified at least BIFM Level 4 Certificate/Diploma or equivalent; with progression to Level 5 Diploma.
3. Experience in engineering or building fabric maintenance
4. An experienced property and facilities management professional with in-depth knowledge of asset and risk management strategies
5. A deep understanding of the issues involved in managing a large operational and administrative estate, including customer management and supply chain management
6. Successful experience of leading, motivating and managing in-house and outsourced teams through a period of significant change
7. Experience of managing crisis situations in relation to building management functions
8. Experience of working at a senior level and providing oral and written briefings.

It would be an advantage if the individual had membership of professional technical institute IET, CIBSE or equivalent

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 UK will be required

Key Civil Service Competencies

You will be required to provide evidence of the following key competencies at Level 4

Seeing the Big Picture

• Anticipate economic, social, political, environmental and technological developments to keep activity relevant and targeted
• Identify implications of departmental and political priorities and strategy on own area to ensure plans and activities reflect these
• Create policies, plans and service provision to meet citizens’ diverse needs based on an up-to-date knowledge of needs, issues and relevant good practice
• Ensures relevant issues relating to their activity/policy area are effectively fed into strategy and big picture considerations
• Adopt a Government-wide perspective to ensure alignment of activity and policy
• Bring together views and perspectives of stakeholders to gain a wider picture of the landscape surrounding activities and policies

Making effective decisions

• Demonstrate accountability and make unbiased decisions
• Examine complex information and obtain further information to make accurate decisions
• Speak with the relevant people in order to obtain the most accurate information and get advice when unsure of how to proceed
• Explain clearly, verbally and in writing, how a decision has been reached
• Provide advice and feedback to support others to make accurate decisions

Leading & Communicating

• Display enthusiasm around goals and activities – adopting a positive approach when interacting with others
• Listen to, understand, respect and accept the value of different views, ideas and ways of working
• Express ideas effectively, both orally and in writing, and with sensitivity and respect for others
• Confidently handle challenging conversations or interviews
• Confront and deal promptly with inappropriate language or behaviours, including bullying, harassment or discrimination

Partnering & Collaborating

• Demonstrate interest in others and develop a range of contacts outside own team to help get the job done
• Change ways of working to facilitate collaboration for the benefit of the team’s work
• Proactively seek information, resources and support from others outside own immediate team in order to help achieve results
• Readily identify opportunities to share knowledge, information and learning and make progress by working with colleagues
• Listen attentively to others and check their understanding by asking questions
• Take responsibility for creating a working environment that encourages equality, diversity and inclusion

Building Capability For All

• Take ownership of team and individual development by identifying capability needs and consistently achieving development objectives
• Take responsibility for the quality of own work and seeking opportunities for improvement through continuous learning
• Proactively support the development plans of others
• Take account of the diverse contributions of team members and delegate work to improve capabilities of all
• Encourage and be open to developmental feedback from others

Managing A Quality Service

• Explain clearly to customers what can be done
• Work with team to set priorities, create clear plans and manage all work to meet the needs of the customer and the business
• Ensure that levels of service are maintained – flag up risks or concerns in order to meet customer requirements
• Keep internal teams, customers and delivery partners fully informed of plans and possibilities
• Promote adherence to relevant policies, procedures, regulations and legislation, including equality and diversity and health and safety
• Identify common problems or weaknesses in policy or procedures that affect service and escalate these

Delivering at Pace

• Create regular reviews of what and who is required to make a project/activity successful and make ongoing improvements
• Be interested and positive about what they and the team are trying to achieve
• Take ownership of problems in their own area of responsibility
• Remain positive and focused on achieving outcomes despite setbacks
• Check own and team performance against outcomes, make improvement suggestions or take corrective action when problems are identified
• Set and achieve challenging goals and monitor quality

Closing Date: 30th November 2017 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.