Assistant Workplace Manager

Job summary

The Government Property Agency is the largest property holder in government, with more than £2.1 billion in property assets and over 55% of the government’s office estate.

We are transforming the way the Civil Service works by creating great places to work, leading the largest commercial office programme in the UK, working towards halving carbon emissions from government offices, and achieving greater value for taxpayers. And we are looking for innovative, solutions-focused people to join our team.

Representing the best covenant in the UK – His Majesty’s Government – we are leading significant transformational programmes such as the Government Hubs Programme, Whitehall Campus Programme and Net Zero Programme. We are also delivering cost- effective property services such as asset management, lifecycle replacement and workplace services.

Innovation and progress underpin our behaviours. We foster a culture of lifelong learning, where curiosity and self-improvement are encouraged. Our four core values are at the heart of everything we do. They shape our culture and guide how we work, lead and grow together:

• Striving for excellence- We always aim to deliver great results
• Empowering through respect- We insist on fair treatment for all, always
• Acting with integrity- We consistently do the right thing
• Succeeding together- We rely on each other to achieve success

We are committed to representing the communities we serve by making Equality, Diversity, and Inclusion (EDI) part of everything we do. Our strong emphasis on EDI is not just about driving inclusion across our organisation, it is also about ensuring our services meet the needs of government departments and the civil servants who use our spaces. To ensure that we are always recruiting and retaining a diverse mix of talent, we are particularly inviting applications from candidates who are disabled, ethnically or gender diverse, and people who identify as being part of the LGBTQ+ community.

Join our dynamic and diverse team that leads with purpose, improving sustainability, nurturing social value, driving inclusivity and flexibility, and kickstarting economic growth.

We are driven by purpose, and you can be part of it too: where you make a meaningful impact; where you influence; where your voice really matters; where you help to shape our future direction.

Job description

The Assistant Workplace Manager is a pivotal position within the Workplace Service Delivery (WSD) Team, supporting and reporting directly to WSD senior management colleagues and other management teams within the GPA client management chain.

The post-holder will cover GPA properties in the North East of England, Scotland and Northern Ireland so a willingness to travel across the region, and possible further afield to attend meetings with colleagues, to meet business needs is a requirement of the role.

It is envisaged the role will require a minimum of two (2) days attendance at a nominated GPA building each week though the role requires a degree of flexibility by the post-holder to meet GPA business needs.

The post holder will be the single point of contact within the WSD for the production of management and other key data (e.g., KPI performance, risk management, financial management, supplier performance and complaints management), supporting senior management and maintaining the GPA reputation amongst our clients, building users and all other key stakeholders. They will work collaboratively with the GPA’s internal colleagues, Clients, Building Users, Performance Partner, Hard FM, Soft FM and Physical Security service providers and GPA stakeholders across their allocated portfolio of GPA properties / Clients.

The role may also oversee the delivery of low value resource projects and provide information to help define and deliver capital projects. Effectively manages the supplier partners to ensure service delivery standards and performance is in line with the expected standards, ultimately driving our great places to work agenda from the front.

Key aspects of the role are:

• Driving exceptional client experience and operational excellence;
• Utilising data to directly influence the quality of FM services we deliver to our clients across our portfolio of buildings to meet the GPA’s "great places to work" agenda;
• Working collaboratively with suppliers and internal and external key stakeholders to deliver change, improvements and efficiencies to deliver best practice services to all our clients;
• Maintaining client relationships and GPA reputation by collaborating effectively with expert teams across Health & Safety, Security, Engineering, Sustainability and Social Value to maintain and exceed all contractual and statutory compliance levels, ensuring complete customer satisfaction;
• Contributing toward the delivery of client-funded or low-value projects by contributing vital information that shapes our future capital projects (e.g., Government Soft Landings across new projects).

The role suits someone who thrives in a dynamic environment, has strong relationship-building skills, and is dedicated to driving a best-in-class workplace experience from the front.

Key Responsibilities

This Assistant Workplace Manager role will include the following key responsibilities:

• Responsible for supporting senior management teams with the production of supplier performance data used to manage contractual performance and compliance;
• Responsible for understanding and delivering and/or supporting operational processes required to manage the delivery of FM services, supplier payments and internal / external audit regimes;
• Responsible for ensuring appropriate internal governance procedures are implemented in procuring and authorising spend to ensure appropriate value for money and contract delivery;
• Responsible for resolving customer issues and complaints, escalating when appropriate to the Workplace Manager.
• Responsible for managing client expectations against the GPA Service Offer, maintaining communications via digital CRM systems (Salesforce) and via collaboration with a wide network of GPA dedicated Client Managers;
• Responsible for the proactive management of supplier performance across all FM services, using digital reporting systems / data to measure statutory and contractual compliance and performance against KPIs;
• Liaising with the wider GPA stakeholders as required to seek / offer advice and guidance;
• Reviewing and updating, as required, contractual service details for each property via agreed variation/scheduling and commercial process; ensuring data accurately reflected on relevant systems; and
• Responsibility for all reasonable and authorised requests to support the business needs of the regional management team, GPA senior leadership team or other key GPA stakeholders.

This role will continuously evolve to meet the changing needs of the GPA and our Clients but will include:

• Supporting key functions across the region (e.g., management of client / contract spend data, maintaining change control registers);
• Monitoring and updating contractual change control (CCR) registers, ensuring all contract variations, risk notices, contract notices and other contractual documentation is recorded accurately within the GPAS digital repositories;
• Monitoring group email accounts;
• Audit preparation and tracking progress against agreed actions; and
• Tracking progress and escalating new and emerging operational risks to senior management team/s.

Person specification

Essential:

You will be:

• An experienced property and/or workplace service management professional with knowledge of asset management, client management, contract management and customer excellence.
• An experienced supplier management background covering all aspects of facilities management (i.e., Soft FM, Maintenance and Physical Security services).
• Analytical mind-set with the ability to assimilate a wide range of data sources to inform decision making.
• Be effective at using data to inform decision-making to drive value and contractual / statutory compliance.
• Good interpersonal, communication and presentational and team working skills.
• An ability to perform under pressure and to self-prioritise to ensure milestones and deadlines are met.
• Persuasive influencer who is able to confidently and articulately make an argument in support of a position.
• Must be willing and able to travel within the geography of the Region (and occasionally nationally) to deliver the duties and attend management meetings visiting sites not easily accessible by public transport.
• Must be willing to undertake security vetting to SC level.

Desirable:

• Innovative mind-set with the ability to see opportunities and how to exploit them to deliver best value.
• Experience of working in cross-functional teams and in a matrix management structure.
• Working knowledge of project management, asset management and be adept at using IT packages.
• A basic understanding of leading and/or supporting workplace-related services (hard and soft FM, operational security, ICT services, hospitality, community engagement) ideally with a basic level of commercial understanding in industry and the ability to get the best out of all stakeholders.
• A basic awareness of AI and how these benefits can be leveraged across the FM environment.

Experience & Technical Skills

Essential criteria:

• Strong interpersonal skills and experience of collaborating and influencing a range of stakeholders to gain buy-in.
• Ability to manage their own workload, working to tight timescales, assessing demands and managing priorities to meet deadlines.
• Ability to demonstrate personal resilience, and flexibility in a challenging client / customer facing role.
• Experience in the use of digital tools for communication and reporting of performance.
• Experience of working in a contract management environment.
• Experience of supplier performance management.

Desirable criteria:

• Knowledge of estates or facilities management. Sound knowledge of Health & Safety management and information. Knowledge of digital reporting systems e.g. Power BI & Planon, working knowledge of PPM and statutory compliance activities.

Qualifications and Accreditations

Essential criteria:

• Member of IWFM or equivalent.
• A willingness to train to become IOSH or NEBOSH accredited.

Desirable criteria:

• An appropriate professional qualification or ability to demonstrate equivalent experience that would facilitate admission to a professional body (e.g. RICS, IET, IWFM, CIBSE etc).

Behaviours

We'll assess you against these behaviours during the selection process:

• Managing a Quality Service
• Making Effective Decisions
• Changing and Improving
• Delivering at Pace

Technical skills

We'll assess you against these technical skills during the selection process:

• Customer Perspective
• Commercial Acumen
• Property Market Knowledge
• Innovation

Benefits

Alongside your salary of £36,000, Government Property Agency contributes £10,429 towards you being a member of the Civil Service Defined Benefit Pension scheme. Find out what benefits a Civil Service Pension provides.

• Learning and development tailored to your role
• An environment with flexible working options
• A culture encouraging inclusion and diversity
• A Civil Service pension with an employer contribution of 28.97%
• Generous annual leave

Things you need to know

Artificial intelligence

Artificial intelligence can be a useful tool to support your application, however, all examples and statements provided must be truthful, factually accurate and taken directly from your own experience. Where plagiarism has been identified (presenting the ideas and experiences of others, or generated by artificial intelligence, as your own) applications may be withdrawn and internal candidates may be subject to disciplinary action. Please see our candidate guidance (opens in a new window) for more information on appropriate and inappropriate use.

Selection process details

This vacancy is using Success Profiles (opens in a new window), and will assess your Behaviours, Strengths, Experience and Technical skills.

We encourage applications from people from all backgrounds and aim to have a workforce that represents the communities and wider society that we serve. We pride ourselves on being an employer of choice. We champion diversity, inclusion and well-being and aim to create a sense of belonging in a workplace where everyone feels valued. The Civil Service is committed to attract, retain and invest in talent wherever it is found. To learn more please see the Civil Service People Plan and the Civil Service D&I Strategy.

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.

The Civil Service also offers a Redeployment Interview Scheme (RIS) to civil servants who are at risk of redundancy, and who meet the minimum requirements for the advertised vacancy.

This vacancy is part of the Great Place to Work for Veterans (opens in a new window) initiative.

The Civil Service welcomes applications from people who have recently left prison or have an unspent conviction. Read more about prison leaver recruitment (opens in new window).

Please note - At this time GPA are unable to offer any Visa Sponsorship to candidates as we do not currently hold a visa sponsorship licence. Please do not apply for permanent roles with GPA if you will require your employer to take on the sponsorship of your current or any future visas.

Sift

The sift is due to take place week commencing 19th January 2026.

As part of the application process, you will be asked to include a CV and a 500-word personal statement. The personal statement should then align with the person specification.

Interview

GPA policy is for interviews to be held face to face, with virtual interviews only by absolute exception. The date and location will be confirmed if you are invited to interview. If you feel this will be a problem for you, please contact recruitment@gpa.gov.uk to discuss prior to submitting your application.

At interview, applicants will be scored against 4 behaviours - Managing a Quality Service, Making Effective Decisions, Changing & Improving, and Delivering at Pace.

Interview questions will be a blend of Behaviour, Experience, Strength and Technical (core skill) questions.

Further Information

This role is full time only. Applicants who wish to work an alternative pattern are welcome to apply however your preferred working pattern may not be available and you should discuss this with the vacancy holder before applying.

A reserve list may be held for a period of 12 months from which further appointments can be made.

Any move to GPA from another employer will mean you can no longer access childcare vouchers. This includes moves between government departments. You may however be eligible for other government schemes, including Tax Free Childcare; for further information visit the Childcare Choices website.

Reasonable Adjustment

If a person with disabilities is put at a substantial disadvantage compared to a non-disabled person, we have a duty to make reasonable changes to our processes.

If you need a change to be made so that you can make your application, you should:

Contact Government Recruitment Service via gparecruitment.grs@cabinetoffice.gov.uk as soon as possible before the closing date to discuss your needs.

Complete the ‘Assistance required’ section in the ‘Additional requirements’ page of your application form to tell us what changes or help you might need further on in the recruitment process. For instance, you may need wheelchair access at interview, or if you’re deaf, a Language Service Professional.

If successful and transferring from another Government Department a criminal record check may be carried out.

In order to process applications without delay, we will be sending a Criminal Record Check to Disclosure and Barring Service on your behalf.

However, we recognise in exceptional circumstances some candidates will want to send their completed forms direct. If you will be doing this, please advise Government Recruitment Service of your intention by emailing Pre-EmploymentChecks.grs@cabinetoffice.gov.uk stating the job reference number in the subject heading.

Please note: in addition to the standard pre-employment checks for appointment into the Civil Service, all candidates must also obtain National Security Vetting at Security Check (SC) clearance level for this vacancy. You will normally need to meet the minimum UK residency period as determined by the level of vetting being undertaken, which for SC is 5 years UK residency prior to your vetting application. If you have any questions about this residency requirement, please speak to the vacancy holder for this post.

For further information on National Security Vetting please visit the Demystifying Vetting website.

New entrants are expected to join on the minimum of the pay band.

Applicants who are successful at interview will be, as part of pre-employment screening, subject to a check on the Internal Fraud Database (IFD). This check will provide information about employees who have been dismissed for fraud or dishonesty offences. This check also applies to employees who resign or otherwise leave before being dismissed for fraud or dishonesty had their employment continued. Any applicant’s details held on the IFD will be refused employment.

A candidate is not eligible to apply for a role within the Civil Service if the application is made within a 5 year period following a dismissal for carrying out internal fraud against government.

If you are experiencing accessibility problems with any attachments on this advert, please contact the email address in the 'Contact point for applicants' section.

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.The Civil Service also offers a Redeployment Interview Scheme to civil servants who are at risk of redundancy, and who meet the minimum requirements for the advertised vacancy.

Diversity and Inclusion

The Civil Service is committed to attract, retain and invest in talent wherever it is found. To learn more please see theCivil Service People Plan (opens in a new window) and the Civil Service Diversity and Inclusion Strategy (opens in a new window).

Apply and further information

This vacancy is part of the Great Place to Work for Veterans (opens in a new window) initiative.The Civil Service welcomes applications from people who have recently left prison or have an unspent conviction. Read more about prison leaver recruitment (opens in new window).Once this job has closed, the job advert will no longer be available. You may want to save a copy for your records.

Contact point for applicants

Job contact :

• Name : Liam Hawthorn
• Email : Liam.Hawthorn@gpa.gov.uk

Recruitment team

• Email : gparecruitment.grs@cabinetoffice.gov.uk

Further information

If you feel your application has not been treated in accordance with the Recruitment Principles and you wish to make a complaint, in the first instance, you should contact HR@gpa.gov.uk
If you are not satisfied with the response you receive from the Department, you can contact the Civil Service Commission:
Click here to visit Civil Service Commission

Attachments

GPA Skills and Specialisms Opens in new window (pdf, 259kB)