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.

A webinar will be held on: Monday, 8th January 2024 at 10:00 to provide further information and answer queries about the role. Please come along and ask your questions. Register by clicking on the following link: 82782 MoJ Property Directorate - Regional Property Operations Manager East of England - Webinar

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).  This role aligns 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

• The Regional Property Operations Manager (RPOM) on behalf of the Head of Property Operations (HOPO) provides specialist expertise and advice to Prisons & Probations Business Strategy & Change (BSC) leads and other key stakeholders.
• Prison Group Director provides specialist expertise and advice to establishments and other key stakeholders. (In the absence of a central HMPPS Estates Management function estates and property responsibility is devolved to regions).
• The Regional Property Operations Manager works to the HOPO for the Estates contract and lead the Area Property Operations Managers (APOMs) in the region to oversee the portfolio contractor performance and ensure delivery in line with the contract, including due governance and process, with MoJ Property to ensure works and building projects are defined and delivered in line with stakeholder requirements.
• The RPOM provides assurance to HMPPS (His Majesty’s Prison and Probation) and MoJ Property that services are being delivered to agreed standards and oversees the resolution of any regional issues regarding the provision of goods and services. The RPOM will lead APOMs and work with other RPOMs to identify wider or ongoing issues that need to be resolved at contract level involving the HOPO
• This is a specialist role that has responsibility for regional policy, budgetary accountability, service delivery management for Approved Premises/Contact Centre contractors, custodial TFM contract and line management responsibilities covering the Prison and Probation estate

Note: The probation contract includes legislative compliance associated with the maintenance of buildings, equipment and grounds, Health Safety and Fire safety maintenance, small-scale works and building projects, soft services, waste, energy and environmental management , key holding, double waking night cover and catering.

Summary

• The job holder will provide management leadership, vision and strategic direction for regional estates management and ensure effective contract management is delivered.
• The job holder is deemed the senior lead for the care and development of Public Sector Probation buildings and site infrastructure to maximise the asset value of all mechanical, electrical and building elements. This will include:
• Monitoring and assurance of statutory and mandatory compliance activities and overall management of the contractors for HMPPS probation in their region subject to the strategic contract management responsibility of the HOPO for the contract Lot.
• Delivery management for bundled services to ensure consistency at regional and contract level; to support Area Property Operations Managers where issues require to be escalated; and to support and advise the HOPO.
• Monitoring the performance measurement MI of the contractors in their region and identifying, challenging and where necessary bringing any performance issues to the attention of the HOPO and the Contractor for rectification.
• Exercising delegated budgetary authority and manage spend or where budgets are delegated to BSC’s (Business Strategy And Change) and coordinate prioritisation of spend in their Region.
• Contributing to coordination and consistency of contract performance MI across the contract lot.
• Liaison with the Commercial Leads for their Region for the effective commercial contract management of the contract.
• Seeking approval from HOPO for all spend above delegation.
• Line managing the Area Property Operations Managers in their region.
• Reporting to the HOPO as line manager and for overall prioritisation and contractual/performance matters.
• Accountable to the Heads of BSC as lead customer for estates and contract delivery management in the region. Providing specific necessary information and advice.
• In liaison with Ministry of Justice Property Directorate (MoJPD) and the BSC leads the job holder will represent the region’s custodial and non- custodial property needs in regard to the MoJPD’s wider Estates Transformation strategy.
• The job holder will work collaboratively alongside the Region’s Senior

Management Team taking forward any initiative proactively to ensure effective delivery within the estates setting.

• This role requires working unpredictable and unsocial hours and to be on call to provide advice or attend sites at any time.

• This is an operational job with line management responsibilities.

Job Description, Duties and Responsibilities

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

• Accountable to HOPO for leading regional team including managing the transition to the new contract and operating model, identifying continuous improvement and delivering corporate requirements.
• Responsible for the custodial contract supported in the region by Area Property Operations Managers (APOMs) and for overseeing contractor performance ensuring delivery in line with the contract, including due governance and process, and with MoJPD for ensuring works and building projects are defined and delivered in line with stakeholder requirements.
• Responsible for assurance to HMPPS Probation and MoJPD that services are being delivered to agreed standards and for overseeing the resolution of any regional issues regarding the provision of services and providing leadership to the APOMs and working with other RPOMs to identify wider or ongoing issues that need to be resolved at contract level involving the Service Manager.
• Accountable and responsible for the care and development of Probation Service buildings and site infrastructure to maximise the asset value of all mechanical, electrical and building elements). This will include:
• Monitoring and assurance of statutory and mandatory compliance against the contract and delivery management for Works and FM services to ensure consistency at regional and contract level;
• Supporting the Area Property Operations Managers where issues require to be escalated; and
• Supporting the Service Manager in exercising overall strategic control and contract management responsibility.
• Accountable to Probation BSC and MoJPD to provide a regional overview on estates and property issues. The job holder will manage competing pressures whilst maximising asset value, physical security requirements and maintaining optimum operational requirements, including taking account of Health and Safety and Fire Safety advice and providing estates/maintenance guidance to H&S Advisor.
• Accountable for developing and co‐ordinating Regional and National initiatives such as the FMR (Forward maintenance Register) for the Estates related services in the custodial estate.
• Accountable for developing and co‐ordinating Regional strategies and policies to implement national organisational required outcomes.

Manage the regional estates function and business unit which includes line management of a team with significant budgetary and statutory accountability.

• Accountable for ensuring the contractor produces and delivers a fit for purpose Regional Maintenance Strategy for Public Sector Prisons, ensuring the maintenance and development of the HMPPS custodial estate within the region.
• Accountable for ensuring all associated risks of building work in a live custodial setting are effectively managed to ensure both HMPPS expectations are met in respect of mitigating operational risk and MoJPD expectations of programming, project timescale are delivered.
• Accountable or ensuring that the maintenance work is well planned and delivered by contractors and is effectively managed to achieve the forward maintenance plan and estates management strategy.
• Work, where required, on complex and specialist issues with contractor and MoJPD with support of Area Property Operations Managers and the HOPO, ensuring implementation of any Estates related remedial actions and engaging with enforcing authorities where necessary to prevent re‐occurrences both locally, regionally and at contract level.
• Validate regional performance data through appropriate checks; and analyse regional performance data and review contract KPIs.
• Responsible for collating and reviewing regional and APOM input and contributing on a quarterly basis to update report coordinated by HOPO for MoJPD contract management oversight purposes, reflecting any material changes to the contract or performance, any remedial action/recovery plans that have been put in place and changes to the contract plan.
• Provide advice and support to establishments and the Prison Group Director to inform decision making about contract and estates related issues within overall strategy coordinated by the HOPO
• For minor works within delegated authority ensure that all relevant specialist contract information is available for bidding purposes for contract. Act as 'managing agent' and supervise performance and payment agreements once contract awarded. Carry out Technical evaluations of tenders and enter into competitive dialogue where appropriate.
• Scrutinise, consider and approve business cases, the specification provided by the contractor, and associated contract documentation to allow the procurement and delivery of specialist capital and maintenance services.
• Prioritise and approve all funding bids for onward progression to MoJPD for major maintenance, essential maintenance and development schemes.
• Accountable for supporting competition processes, providing all necessary information both to the MoJPD Asset Management Unit and relevant project teams.
• Provide performance data as required by using MoJPD to supplement data gathered by CAFM systems integrator Concept.
• Accountable for the management, prioritisation and allocation of financial resources to deliver the Regional Strategies including sustainability and maintenance.
• Accountable for ensuring all HMPPS/MoJPD Financial policies are complied with and that appropriate governance is in place.

Various ongoing Estates functions outside the TFM contract

• In coordination with other RPOMs (and the Service Manager where appropriate) provide regional contribution/act as Point of Contact for topics including:
• Historic Estate (ePIMS, Quadrennial)
• Estates Planning, Perambulation Reports, Land Disposal
• MoJPD Transformation strategy
• Responses to HQ policy initiatives
• Working Groups (MoJPD)
• Major Project (Delivery, Management, Liaison, Access Management)
• Post Project Evaluation
• Closure Programme
• Management Information Returns (Regular Returns, Waste, Cell

Certificates, Physical Security)

    o   Compliance Audits

• CPIG/HSE Enforcement Actions, DDA
• Local Maintenance Bidding, Allocation Management, Capital

Allocations Operational Support (Incidents) o Asset Replacement in line with strategies (e.g. Catering) o Investigations/Enquiries o Security Vetting

• Regional PFMe Oversight (Principal Users) o Recruitment/Boards
• HR Issues (Oracle/Industrial Relations)
• Contingency Planning o PQs and FOI requests 
• Estates related data not defined within the contract, for

MoJPD, HMPPS, and other agencies including Building Research

Establishment, NAO and enforcement and supervisory bodies 

• Develop regional contingency plans in conjunction with contractor, APOM and \HOPO and be available to be part of the regional BSC leads command team in the event of an emergency/incident.
• Manage HMPPS properties where tenancy and lease agreements to and from third parties are in place. Ensure compliance with occupier liability procedures e.g. landlord/tenancy enforcement.
• Provide establishments with support in emergency situations/incidents and work with contractors to co‐ordinate resources to provide mutual aid to support of business continuity.

Other management tasks including: 

• Provide professional supervision, coaching and mentoring of staff to enable their self‐development and succession arrangements.
• Provide leadership and management of the Function.
• Will have the skills to apply all Human Resources (HR) related policies and practices.
• May be required to provide line management for the Regional H&S and Fire Safety Advisor and team.
• Manage devolved budgets in accordance with the financial procedures outlined in the budget delegation exercising delegated budgetary authority and managing spend or where budgets are delegated to governors, coordinate prioritisation of spend in their Region.
• Responsible for the management of all staff within their area. This includes staff performance, development and annual appraisal through to sickness absence management.
• Ensure all HMPPS standards and KPIs are implemented and managed within the relevant work area.
• Ensure all national and local policies and procedures are implemented and compliant e.g. National Security Framework (NSF), Local Security Strategy (LSS), Finance Manual.
• Attend as directed any relevant boards/meetings and actively contribute, either as chair or team member.
• Provides leadership and direction to managers and staff within their defined work area through briefings, building informal and formal relationships and effective communication.
• Produce relevant reports as required and ensure all correspondence is replied to within agreed timescales.
• Liaise and form good relationships with internal and external stakeholders.
• Manage resources to deliver the activities within the defined work area and contribute to the mid‐to‐long term business planning process.
• Ensure the defined work area and associated activities comply with Health and Safety legislation.
• Provide assurance that all risk assessments are undertaken, and staff are made aware of their personal responsibility towards ensuring Health and Safety compliance.

The duties/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. Significant adjustments may require re-examination under the Job Evaluation Scheme and shall be discussed in the first instance with the job holder.

Skills and Experience

• Essential to have strong commercial and financial awareness, drive and resilience, effective team management leadership and interpersonal skills and ability to work accurately under pressure.

• Essential to have relevant Project Management and contract management experience.

• Must have experience in managing a diverse geographically spread estate portfolio preferably with custodial characteristics.

Qualifications

• Must have relevant technical or trade experience and qualification.
• Must have industry recognised qualification equivalent to the BTEC Advanced Diploma in Maintenance Management covering building technology, contract and measurement procedures, mechanical technology and electrical technology.
• Essential to hold National Examination Board Occupational Safety Health National Certificate in Construction Health and Safety.
• Must have completed the National Engineering and Construction Contracts Accredited Training and have or be able to rapidly acquire excellent understanding of the contract, NEC3 provisions and the associated processes.

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 Facilities Management Practitioner and the following Technical Skill will be tested during the selection process:

• Customer Service – Level 4

Behaviours

We will assess you against some or all of these behaviours during the selection process:

• Changing and Improving
• Leadership
• Communicating and Influencing
• Working Together
• Developing Self and Others
• Managing a Quality Service
• Delivering at Pace

Flexible working hours

MoJ Property offers a flexible working system in many teams.

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

MoJ Property offers flexible working subject to local agreement.

This post is advertised as Permanent & Full Time, part-time applicants will be considered     under job share arrangements. The unit is supportive of and encourages flexible working and compressed hours candidates will also be considered. Non-civil service candidates would typically start on the pay band minimum. 

Allowances

This post may attract an allowance.

Person specification

Please refer to Job Description

Benefits

Alongside your salary of £54,358, Ministry of Justice contributes £15,165 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, Strengths, Experience and Technical skills.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 security 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.