48733 - MOJ Property Directorate - Deputy Contract Manager

We encourage applications from people from all backgrounds and aim to have a workforce that represents the wider society that we serve. We pride ourselves on being an employer of choice. We champion diversity, inclusion and wellbeing and aim to create a workplace where everyone feels valued and a sense of belonging. To find out more about how we do this visit: https://www.gov.uk/government/organisations/ministry-of-justice/about/equality-and-diversity.

SC level National Security Clearance is required for this role. Central Government policy dictates that applicants for National Security Clearance must be a resident in the UK for these minimum periods:

• CTC - 3 years 
• SC - 5 years 
• DV - 10 years

Overview

The MoJ Property Directorate is a customer focused organisation that exists to enable our customers to perform to their very best.  We do this by providing high quality, easy to use services, and working environments that our customers want to work in, which support them to deliver their individual outputs efficiently.  Our job is to manage one of the most diverse and complex estates in Government – hosted by the Ministry of Justice (MoJ).  As of 2 April 2021, the Prisons Maintenance Group (or PMG) join MoJ Estates Directorate and the team receives a new title, MoJ Property.   This change will align us with our Profession – the Property Profession - and brings together a property portfolio including Prisons, Probation, and MoJ HQ and Arms Length Bodies.  We also provide property services on behalf of the Home Office. 

MoJ Property provides specialist services including facilities management, health and safety, fire safety and security, technical design expertise, and sustainability.  We also have business management teams who support the entire Directorate and each of our partners is supported by account management teams.  We are responsible for a great deal - our portfolio consists of properties valued at £8.5bn for the MoJ alone.  We are part of the Government Property Profession (GPP) and through active membership and engagement we will work with the Office of Government Property to develop the maturity of the profession and also encourage our people to join the GPP. We continue to build our capability through training and recruitment, aspiring to be the best that we can be as individuals and as a directorate. 

We continue to deliver new ways of working across our portfolio – leading on the scale and pace of activity for central government – proposing ways to achieve, and then providing more dynamic and flexible workspace, while driving down the cost of the estate. 

Team Overview

As part of the Facilities Management (FM) team, the role will be to provide leadership from within the FM Team supporting the Contract Managers, manage complex stakeholder relationships, ensure contractual compliance and matrix management of the Contract Management team. Your role will be as contract escalation point for the FM contract operational performance and will include process review with deputy responsibility for contract governance. Working closely with your FM directorate colleagues in the operational space, your work will provide a clear structured approach to contract governance and will require you to address and appropriately manage significant contractual escalations. 

Job Description, Duties and Responsibilities

Responsibilities will include the following: 

• Integral member of the hard and soft contract teams
• Managing a diverse team
• Lead and develop the team outputs, training requirements and ongoing continuous personal development.
• Promote a culture of high performance, driving change and with a track record of high achievement.
• Reports directly into the Contract Manager.
• FM Contract stream deputy for the management of service delivery across a portfolio of properties encompassing residential, office and industrial sites including some specialised sites particular to the role.
• Providing an operational contract point of escalation and escalation support to the Contract Manager for the account stakeholders and adopting a proactive approach to relationship management
• Developing and maintaining effective working relationships with MOJ Commercial colleagues (Commercial and Contract Management Directorate).
• Responsible for proactively resolving contract performance issues across the customer portfolio
• Manage the relationship with the Account Management team.
• Attend monthly management meetings and facilitate and support or deputise with the Contract Manager on the presentation of contractual Management Information reporting to customers.
• Undertake a continuous improvement approach to the account seeking to present and provide innovative solutions and operational improvements.
• Support the overall day-to-day FM contract service delivery as the Contract Management point of escalation to ensure customer expectations are met.
• Ensure FM contract team and Property Directorate team objectives are disseminated and achieved by the FM team on an individual and collective basis
• Understand all FM services required across the customer portfolio
• Ensure that the audit, assurance and validation of service delivery are undertaken, and the outputs managed accordingly
• Support and deputise as lead for managed contract to deliver the wider strategic goals of the Property Directorate
• Ensure FM risk management strategies and risk assessments are in place and the outputs are actioned accordingly 

Expectations of post holder in executing the role

Develop and maintain the following relationships:

• Account Management
• MoJ CCMD
• FM Senior Management Team
• Account FM Team
• The Integrator (Kellog, Brown and Root)
• FM Suppliers
• MoJ SMT

Skills and Experience 

Essential – 

• Problem solving approach with and agile / adaptable attitude with a goal focused outcome
• Strong verbal & written communication skills with a proven track record of managing complex personnel and client relationships
• Clear understanding of contract management risks, priorities and strategies
• FM Contract and supplier management experience 

Highly Desirable -   

• Customer centric approach with a functional approach to the operational integration of contract management within a Total Facilities Management, Integrated Facilities Management and bundled service delivery contracts.
• Understanding of FM contracts and the services to be provided across the customer portfolio
• Excellent customer engagement skills
• Dynamic and resilient with the ability to work in a fast-paced environment
• Excellent commercial awareness and value judgement skills
• Forward thinking with a proactive approach to FM
• Demonstrable persuasive capability
• Record of significant self-development
• Credible experience of managing contractual escalations with clearly defined outcomes
• Experience of working in cross-functional teams with multiple disciplines

Qualifications

• Holding or working towards an appropriate professional accreditation or equivalent (CIPS, APICS, CPSM) – IACCM or IWFM desirable 

Government Property Profession (GPP) Technical Skills

The GPP Framework is aimed at staff working in property or property-related roles and consider property to be their career anchor profession. This usually encompasses posts where professional qualifications and experience are directly relevant to the work being undertaken. However, it is also applicable to those who are currently not qualified property practitioners but wish to make this their profession of choice. Those with a property background at any level are encouraged to register with the GPP, which exists to support property practitioners at all levels. Details of the GPP Career Framework can be found at:  https://www.gov.uk/government/publications/the-government-property-profession-career-framework--2 

This role falls under Workplace & FM at Practitioner level from the GPP career framework and some or all of the following Technical Skills will be tested during the selection process: 

• Contract Management and Partnership – Level 2
• Application of Knowledge and Expertise – Level 3

Behaviours

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

• Communicating and Influencing
• Managing a Quality Service
• Making Effective Decisions
• Working Together 

Flexible working hours

The Property Directorate offers a flexible working system in many teams.

Requests for reduced hours contracts will be considered in line with business needs. 

The Directorate is supportive of and encourages flexible working. Non-civil service candidates would typically start on the pay band minimum.