DIO - Facilities Manager

Job summary

Do you want to work for the Defence Infrastructure Organisation (DIO) and play a key role in keeping our country safe through caring for the Defence estate and those that depend on it? DIO manages the Defence Estate, one of the UK’s largest and most diverse property portfolios, enabling the armed forces and Defence civilians to live, work, train and deploy. From net carbon-zero accommodation to runways for the F35 fighter jets, our outputs are unique in the UK and across the globe!

This position is advertised at 37 hours per week.

Job description

Regional Delivery is a large, complex, and geographically dispersed operation within the DIO covering circa 58,000 assets, across over 500 sites and 275,000 Ha of freehold and leasehold estate in the UK and a further 580,000 Ha overseas, with a multitude of £multi-million contracts to manage. We deliver soft and hard facilities management services including building, maintaining, and servicing the majority of MODs built assets in the UK and overseas and managing the MODs training estate, tenanted estate and USVF Built estate.

The Facilities Manager (FM) plays a significant part in the delivery of services to our customers on a day-to-day basis focusing on the management of all services delivered in buildings, accommodation, and workplaces, leading the operational oversight, delivered through an Industry Partner.

More specifically, the Soft FM role oversees the delivery, and support day to day soft FM services, including contract and supplier management. This includes:

• Acting as the key customer interface across their sites.
• Supporting the planning of soft FM services, including Business Continuity and Contract Amendment.
• Developing a collaborative working environment, ensuring excellent customer communications.
• Acting as the escalation point for issues raised and facilitate resolutions for operations/service delivery issues.
• Contract manage the Industry Partner and monitor their performance.
• Ensure that services meet all policies and procedures, assets are safe and legal or have robust mitigation in place, escalating issues as appropriate.
• Undertake soft FM assurance activities to ensure contracted services are delivered to the KPIs.

Person specification

Mandatory Licences

The Central Region is geographically large, and the successful candidate will be site based with a requirement to travel to different locations to fulfil the role successfully and effectively, including occasional national travel. A full UK Driving licence will be required as public transport is not available. Some overnight stays may be required.

Desirable Qualifications/Memberships

- A recognised qualification in Facilities Management at a minimum of Level 4 or willingness to work towards IWFM qualification (desirable but not essential)

- Membership of a relevant professional body e.g. IWFM, GPP or equivalent (desirable but not essential)

Stakeholder Management

Creates and maintains collaborative working relationships with key stakeholders, providing information, advice and guidance on DIO processes and contracts in support the successful delivery of their objectives. Attends and contributes to stakeholder meetings, identifying and recording areas for DIO action, advising on what is achievable and what isn’t within DIO contract and Army funding regulations. Back-briefs and escalates issues through Senior FM. Acts as liaison between clients, contractors and other DIO departments. Ensures Industry Partners deliver the contracted service to support client requirements, defending contractor actions and decisions if appropriate. Advises stakeholders on complaints & compliments processes and escalation procedures where necessary.

Contract Management

Supervises the delivery of core services ensure the delivery of a safe and compliant estate, challenging and resolving or escalating areas of non-compliance where found. Completes workflow actions required within contract timescales. Manages and maintains contract documentation, to ensure that they remain relevant and manages the action of all Requests for Contract Action (RCAs), early warnings, defects and compensation events and escalation process when and where required. Attends and/or chairs monthly Site Infrastructure Monthly Meetings (SIMMs). Identifies, manages and records risks associated with works delivery and undertakes risk mitigation. Provides information to Senior FM and/or higher HQ when requested.

Assurance

Undertakes joint inspections with the contractor as directed by DIO Performance Manager. Undertakes assurance checks of contracted services to ensure quality, timeliness (and VFM where applicable) of delivered tasks as directed, including issue resolution and/or escalation when required. Reports findings to Senior FM and relevant stakeholders. Makes recommendations for improvements to service delivery. Participates in and contributes to contractor’s 3rd party audits and CORE Team audits as required. Maintains adequate and appropriate record keeping supporting audit or information retrieval.

Licences

The Central Region is geographically large, and the successful candidate will be site based with a requirement to travel to different locations to fulfil the role successfully and effectively, including occasional national travel. A full UK Driving licence will be required as public transport is not available. Some overnight stays may be required.

Behaviours

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

• Delivering at Pace
• Communicating and Influencing
• Making Effective Decisions
• Working Together
• Managing a Quality Service
• Changing and Improving

We only ask for evidence of these behaviours on your application form:

• Delivering at Pace
• Communicating and Influencing
• Making Effective Decisions

Benefits

Alongside your salary of £37,720, Ministry of Defence contributes £10,927 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%

Where business needs allow, some roles may be suitable for a combination of office and working from home as part of a non-contractual hybrid working arrangement. All office-based employees will be expected to spend a minimum of 60% of their working time in office, subject to site capacity and any required workplace adjustments. Requirements to attend other locations for official business, or work in another MOD workplace, will also count towards this level of office attendance. Applicants can request further information regarding how this and other flexible working arrangements may work in their team from the Vacancy Holder (see advert for contact details). Defence Business Services cannot respond to any questions about working arrangements.

The post does not offer relocation expenses.

External recruits who join the MOD who are new to the Civil Service will be subject to a six-month probation period.

Please Note: Expenses incurred for travel to interviews will not be reimbursed.

Please be advised that the Department is conducting a review of all pay related allowances which could impact on those allowances that the post currently being advertised attracts.

Any move to MOD 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. Determine your eligibility at https://www.childcarechoices.gov.uk/.

The Ministry of Defence is committed to providing a safe and healthy working environment for its staff which includes educating them on the benefits of not smoking, protecting them from the harmful effects of second-hand smoke and supporting those who want to give up smoking. Under the Smoke-Free Working Environment policy, Smoking and the use of all tobacco products (including combustible and chewing tobacco products) will not be permitted anywhere in the Defence working environment however some exemptions are in place, please refer to local guidance. The policy is Whole Force and includes all Defence personnel, contractors, visitors and other non-MOD personnel. All applicants seeking, considering, or accepting employment with the Ministry of Defence should be aware of this policy and that it is already in place at a number of Defence Establishments.

MOD Recruitment Satisfaction Survey – We may contact you regarding your experience to help us improve our customer satisfaction. The survey is voluntary and anonymous. You may however be given the opportunity to provide additional information to help us improve our service which includes the collection of some personal data as defined by the United Kingdom General Data Protection Regulation (UK GDPR). The MOD Privacy Policy Notice sets out how we will use your personal data and your rights.

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 and Experience.

Candidates will be required to provide a Personal Statement. (250 words)

Candidates will be required to provide CV details to include job history; qualification details and previous skills and experience.

At sift, you will be assessed against your CV and Personal Statement and the following:

Behaviours:

• Delivering at Pace

• Communicating and Influencing

• Making Effective Decision

At interview, you will be assessed against the following:

Behaviours:

• Working Together

• Managing and Quality Service

• Changing and Improving

For those who are successful in making it through to the interview stage, interviews will be held face to face on a date TBC.

The Civil Service embraces diversity and promotes equality of opportunity. There is a Disability Confident Scheme (DCS) for candidates with disabilities who meet the minimum selection criteria. If you need to advise us that you need additional help or reasonable adjustments for the recruitment process, please contact: DBSCivPers-Resourcingteam3@mod.gov.uk .

As a result of the changes to the UK immigration rules which came in to effect on 1 January 2021, the Ministry of Defence will only offer sponsorship for a skilled worker visa under the points based system, where a role has been deemed to be business critical. This role does not meet that category and we will not sponsor a visa. It is therefore NOT open to applications from those who will require sponsorship under the points based system.

Should you apply for this role and be found to require sponsorship, your application will be rejected and any provisional offer of employment withdrawn.

The Ministry of Defence requires all candidates who are successful at interview to declare any outside interests. These declarations will be discussed with successful candidates following the interview process and before a formal offer of employment is made, as some outside interests may not be compatible with MOD civilian roles. This will not, in the majority of cases, prevent employment in MOD, but it is a measure that must be taken to ensure that appropriate mitigations can be put in place to manage any potential, perceived or actual conflicts of interest from the first day of employment.

The Ministry of Defence adopts a zero-tolerance approach to unacceptable behaviours, which includes bullying, harassment, sexual harassment, discrimination, and victimisation. You will not be eligible and will not be considered for this post if you have been dismissed from a role for such unacceptable behaviours within the last five years. This will also apply if you resign or otherwise leave a role but, because of an adverse decision, would have been dismissed for gross misconduct had you continued in that employment. Pre-employment checks will be carried out.

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.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 : Laurence Allsop
• Email : Laurence.Allsop370@mod.gov.uk

Recruitment team

• Email : DBSCivPers-Resourcingteam3@mod.gov.uk

Further information

Please ensure you read the attached candidate information document prior to completing your application. If you are dissatisfied with the service you have received from DBS, or believe that DBS has failed to follow the recruitment process in line with the Civil Service Commission principles of selection for appointment on merit on the basis of Fair and Open competition, you can raise a formal complaint by writing to DBS at the following address: Defence Business Services, Scanning Hub, Room 6124, Tomlinson House, Norcross Lane, Blackpool, FY5 3WP. If after raising your complaint with DBS you remain dissatisfied you can complain directly to the Civil Service Commission at the following address: Civil Service commission, Room G/8, 1 Horse Guards Road, London, SW1A 2HQ Or by email: info@csc.gov.uk.

Attachments

DIO Candidate Information Guide Opens in new window (pdf, 1963kB)Defence Civil Service Offer Opens in new window (pdf, 1562kB)Candidate Information Opens in new window (docx, 32kB)Defence Internal Brief notice Opens in new window (docx, 43kB)