About the job

Job summary

Please refer to Job Description

Job description

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.

Position    Regional Estates Contract Administrator 
Location    HMP Leicester
Band    AO
Contract Type    Permanent 

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). The MoJ Property Directorate brings together a property portfolio including Prisons, Probation, and MoJ HQ and Arm’s 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

The Regional Estates Contract Administrator provides support to ensure that the custodial Estates and Facilities Management contract (the TFM contract) is being administered in the region as required under the provisions of the contract, including a strong focus on ensuring governance is taking place with correct documentation, measures, management information and reporting arrangements; and to support efficient and effective contract administration in services delivered to establishments within the region, and supporting the property operational teams.

Reporting to the Regional Contract Administration Manager (RCAM) as line manager, the post holder supports and carries out contract administration for the region. This role is an administrative post based at HMP Leicester.

A minor but important part of the job involves the Contract Administrator contributing alongside other Contract Administrators to supporting coordination arrangements across the wider TFM contract lot comprising several regions and contributing as required to the overall contract management processes.

The Regional Estates Contract Administrator will carry out contract-related work including contract performance, audits and compliance for the Property Services operational teams. There are no line management responsibilities with this role.

Job Description, Duties and Responsibilities

Responsibilities will include the following:

The job holder will be required to carry out the following responsibilities, activities and duties:

• Supporting efficient and effective contract administration for the region and for services delivered to establishments within the region.
• Support the CAM and Area Property Operations Managers (APOMs) in monitoring completion of work, recording accordingly using cloud based I.T systems and excel reporting tools.
• Support the CAM in collating and accurately recording financial information on work instructed, including agreed additional spends for submission to the Contracts Administration Manager and Area Property Operations Manager.
• Support the APOM in maintaining contract related documentation including task order, a risk and compensation event log.
• Provide secretariat support as and when required which will include taking minutes at meetings and distributing agendas.
• Provide assistance in collating returns and supporting information for reporting purposes.
• Organise, produce and maintain accurate records for area of work.
• Act as contact point for communications to the team and prioritise and distribute communications to the appropriate persons.

The duties and responsibilities listed above describe the post as it is at present and is not intended to be exhaustive. The job holder is expected to accept reasonable alterations and additional tasks of a similar level that may be necessary.

Skills and Experience

• Essential to have strong drive and resilience, interpersonal skills and ability to work accurately under pressure.
• Must have good analytical and IT skills.
• Essential to be a team-player who can also work independently.
• It is desirable that the job holder is able to acquire an understanding of the TFM contract, NEC3 (New Engineering Contract) provisions and the associated processes.
• Commercial and financial awareness are key requirements, with training provided to aid development.
• It is desirable that the post holder has experience working with risks and issues in a contract management/contract administration project or other settings.

Behaviours

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

• Working Together
• Seeing the Bigger Picture
• Managing a Quality Service
• Delivering at Pace 

A statement of 250 words is required to demonstrate each behaviour at application. These statements will need to fully demonstrate how you fulfil the required 4 behaviours within the job description using the STAR method (Situation, Task, Action, Result), using your work experience and outline the skills that you have to allow us to evaluate your application. The statements will need to be accompanied by a work history, however only the behaviour statements will be scored and assessed.

If the behaviours do not meet the requirements, or are not provided, candidates will be automatically rejected.

Hybrid Working

Hybrid working enables employees to work partly in their workplace(s) and partly at home. We offer flexible working as a benefit to employees where the business needs allow. The role will be based at HMP Leicester, with occasional travel to properties across England and Wales if required.

Flexible working hours https://www.gov.uk/government/organisations/ministry-of-justice/about/equality-and-diversity

The Property Directorate offers flexible working subject to local agreement.

This post is advertised as Permanent & Full Time.  The unit is supportive of and encourages flexible working and part time and compressed hours candidates will also be considered.

Non-civil service candidates will start on the pay band minimum.

Person specification

Please refer to Job Description

Benefits

Alongside your salary of £22,940, Ministry of Justice contributes £6,102 towards you being a member of the Civil Service Defined Benefit Pension scheme. Find out what benefits a Civil Service Pension provides.

Things you need to know

Selection process details

This vacancy is using Success Profiles (opens in a new window), and will assess your Behaviours and Strengths.https://justicejobs.tal.net/vx/candidate/cms/About%20the%20MOJ

Feedback will only be provided if you attend an interview or assessment.

Security

Successful candidates must undergo a criminal record check. Successful candidates must meet the security requirements before they can be appointed. The level of security needed is counter-terrorist check (opens in a new window).

See our vetting charter (opens in a new window). People working with government assets must complete baseline personnel security standard (opens in new window) checks.

Nationality requirements

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)
• 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)

Working for the Civil Service

The Civil Service Code (opens in a new window) 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 (opens in a new window). The Civil Service embraces diversity and promotes equal opportunities. As such, we run a Disability Confident Scheme (DCS) for candidates with disabilities who meet the minimum selection criteria.