DIO Senior Estates Facilities Manager Falklands

Job summary

Do you want to work for the Defence Infrastructure Organisation (DIO) and care for the Defence Estate? DIO enables Defence to live, work, train and deploy, all with sustainability in mind. From net carbon zero accommodations to runways for the F35 fighter jets; our outputs are unique in the UK and across the globe!

Learn more about Defence Infrastructure in our Candidate Information Guide attached

The tour length is 2 years with the option to extend for a further 1 year .

This position is advertised at 37 hours per week.

Job description

DIO Permanent Joint Operational Bases (PJOBs), provides Facilities Management through a mixture of delivery solutions on behalf of the customer across Cyprus, Gibraltar, Falkland Islands, and Ascension Island.

This Senior Estate Facilities Manager (SEFM) position is based at Mount Pleasant Complex on the Falkland Islands, within a joint services environment. The delivery of Hard and Soft Facilities Management services on the Falkland Islands is through the Infrastructure Support Provider (ISP) contracts and this position has the responsibility for overseeing this contract for service delivery at Mount Pleasant Complex and all other Ministry of Defence (MOD) locations across East and West Falklands. The position will also be required to manage a team of up to five DIO FM and Business Support staff, and to provide key relationship management across a wide group of internal and external partners to deliver DIO outputs on the MOD estate in support of Military Capability. The role also has line management and mentoring responsibilities for the HEO EFM and Soft FM position. The position is responsible to the DIO Area Manager (Grade 7).

Summary of the Role

A Facilities Manager (FM) plays a significant part in the delivery of services to our customers on a day-to-day basis focussing on the management of all services delivered in buildings, accommodation and workplaces, leading the operational oversight, delivered either directly or through a third-party supplier partner. A Facility Managers key responsibility is to reduce asset down time (by providing proactive asset management advice to Customers), so they fail less often; and when they do fail, they are fixed quickly (in line with Acceptable Level of Performance (ALP)).

To achieve this a Senior Facility Manager will oversee, deliver, and direct all aspects of day-to-day Hard FM services, including contract and supplier management.

This means:

• Leading the engagement with Customers via key governance forums
• Leadership of the Service Delivery Area, to ensure a culture of safety first, delivering value for money and expert advice
• Oversight particularly complex sites and provision of advice and support to site Facilities Managers

And either directly or through FMs:

• Acting as the key customer interface across their Service Delivery Area.
• Support the planning and delivering reactive repairs, maintenance/billable works programmes and soft FM services.
• Providing a visible presence by ensuring excellent customer communications.
• Acting as the escalation point for issues raised and facilitate resolutions for significant operations/service delivery issues.
• Contract manage their key suppliers and monitor supplier’s performance, holding them to account where appropriate (to ALP).
• Monitor that all services meet policies and procedures, assets are safe and legal or have robust mitigations in place, escalating issues as appropriate.
• Undertake FM assurance activities to ensure contracted services are delivered to the KPIs.

If you need to contact Defence Business Services (DBS) regarding this vacancy, please indicate that your vacancy is being handled by Resourcing Team 1. If you experience any technical difficulties with the CS Jobs system, please contact the Support Team at candidate@support.oleeo.com

Person specification

1. Leadership Approximately 15% of time

• Line Management of staff where required.
• Manage the induction and upskilling of FMs.
• Identify relevant development opportunities for self and those that you have line management responsibility for, participate fully in the exchange of knowledge and experience with others, establishing a culture of Learning from Experience.
• Actively display the desired behaviours for Civil Service, MOD, and champion DIO Values and Behaviours.
• Develop the skills and knowledge necessary to fully implement new processes and procedures to facilitate an effective contribution to the business outputs.
• Ensure Financial Propriety for all transactions are maintained, both for self and those that you have line management responsibilities for, to include record keeping and audit requirements.

2. Site Safety & Compliance Approximately 20% of time

• Monitor that all services meet policies and procedures, assets are safe and legal or have robust mitigations in place, escalating issues as appropriate.
• Promote and support the development and implementation of positive health and safety culture and environment across Service Delivery Area.
• Receive and communicate safety alerts, ensuring communication has a clear purpose, understanding and impact, implementing as appropriate.
• Ensure relevant site safety management plans are produced, in place and in date.
• Conduct monthly checks on visible levels of safety practices on site.
• Record and monitor incidents in line with DIO policy and RIDDOR guidelines.

3. Stakeholder Engagement & Customer Service Approximately 20% of time

• Act as a key customer interface and FM subject matter expert across their site(s). Proactively address issues in a timely manner and escalate as appropriate; engaging other parts of DIO as necessary.
• Facilitate the explanation of complex or technical issues in a way that the customer can understand.
• Listen and understand the needs of Customer groups, balancing these within contract deliverables.
• Provide an active presence in Service Delivery Area to develop and maintain effective relationships with customers, suppliers, site users and key stakeholders.
• Conduct the Site Infrastructure Management Meeting (SIMM), and all other governance meetings, ensuring a high level of interaction and support, in accordance with DIO Standard Operating procedures (SOPs) and How to Guides (H2Gs).
• Adhere to and uphold collaborative working practices and principles (ISO44001) between Customers, DIO and Suppliers.
• Ensure sustainability initiatives are considered in all Total FM activities; build and maintain a relationship with Sustainability Managers and Area Utilities Managers (AUMs); advise and work with Stakeholders to use site data to drive sustainable solutions; actively engage in energy and waste management

4. Contract Management & Decision Making Approximately 10% of time

• Contract manage key suppliers and monitor performance, escalating or cascading where appropriate.
• Be the escalation point for issues raised and facilitate resolutions for significant operational/service delivery issues, using available data to inform decision making.
• Review and update all site risks monthly, ensuring they are documented on the SPRITe Risk Register and have mitigation plans in place.
• Ensure Hard and Soft FM assurance activities are being undertaken to ensure contracted services are delivered to the KPIs.
• Provide FM expertise to commercial decisions and ensure all required approvals and authorisations are in place prior to additions or changes to the contracts, utilising the appropriate digital and data tools.
• Provide support when requested to emerging DIO and other government departments’ (OGD) activities to include Hard and Soft FM Contract re-lets, requests for infra specific information (Parliamentary Questions/Freedom of Information) and advice and support to/for VIP visits.

5. Programme Management & Delivery Approximately 30% of time

• Plan and deliver maintenance and minor works programmes
• Manage the Safe and Legal reactive remedials as identified in statutory inspections and planned maintenance, Safety Notices through the Priority Based Fund (PBF) Programme.
• Review and monitor progress of Safe and Legal PBF works against projected in year delivery, highlighting any programme issues as appropriate and provide related reports as required.
• Work closely with all stakeholders to resolve programme issues, agree required rectification plans, reporting progress and escalating as appropriate.
• Support the development of the CIDP and advice the Billable work team of key Safe and Legal projects.

6. Other Approximately 5% of time

• Technology & Innovation - utilise all available IT systems and infrastructure to deliver required services, implementing new digital solutions where available and highlighting opportunities for technological improvements.
• Technology & Innovation - Understand the emerging needs of the Customer and strive to implement more agile solutions to meet their needs.
• Technology & Innovation - Actively and engage with and accept new technology and innovation, championing their application across Service Delivery Area.
• Technology & Innovation - Ensure that all corporate Governance documentation and electronic communication is stored correctly against MOD policy, within Regional SharePoint.
• Undertake any other tasks reasonably expected of the role to support Defence and wider government objectives.

Licences

Driving licence- due to the need to drive to remote sites

Languages

Fluency in spoken and written English language

Behaviours

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

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

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

• Leadership
• Communicating and Influencing
• Delivering at Pace

Technical skills

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

• EM 1.11(BIFM) – EM Processes and Principles
• EM 1.3 (BIFM 7) – Property Portfolio Management

Benefits

Alongside your salary of £46,040, Ministry of Defence contributes £13,337 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%
• Most sites have free car parking, Sports & Social Clubs, Gym, on site shops and subsidised canteens
• Cost of Living Allowance (COLA), free accommodation, free utilities, one free return flight to the UK once per year after first 12 months in post, one free respite flight to Chile or the UK per 12 months in post, Operation Deployment Allowance. Single applicants will be provided with free accommodation and meals in additional to COLA and ODA.

Discover My Benefits:

Please follow the link to visit the Discover My Benefits site which showcases the benefits and discounts offered when working as a civilian for the MOD. https://discovermybenefits.mod.gov.uk/civilian/

This post offers full relocation allowances subject to availability. Cost of Living Overseas Allowances is payable based on personal circumstances and marital status.

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.

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, Experience and Technical skills.

Please ensure that at the application and interview stages of the campaign you review the Success Profiles Framework to assist you in the demonstration of your skills and experience.

Your suitability for the role will be assessed using the Success Profile elements that have been chosen for this campaign. Each element will be scored accordingly, and the successful candidate will be appointed on merit.

Applications will be sifted on all Success Profile elements, but in the event of a high number of applications, an initial sift will be conducted on the personal statement and CV.

In this instance the remaining elements will be tested at interview.

At application you will be assessed against the following:

Behaviours:
• Leadership
• Delivering at pace.

Experience:
• Personal statement.

Technical:
• EM 1.11(BIFM) – EM Processes and Principles
• EM 1.3 (BIFM 7) – Property Portfolio Management

At interview you will be assessed against the following:

Behaviours:
• Leadership
• Communicating and Influencing
• Managing a Quality Service
• Delivering at Pace
• Working Together

Technical:
• EM 1.11(BIFM) – EM Processes and Principles
• EM 1.3 (BIFM 7) – Property Portfolio Management

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.

As a result of the changes to the UK immigration rules which came into 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.

The role currently being advertised has not been assessed as business critical and 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 mitigation's can be put in place to manage any potential, perceived or actual conflicts of interest from the first day of employment.

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 Notice sets out how we will use your personal data and your rights.

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 : Daren (Dot) Larmour
• Email : Daren.Larmour100@mod.gov.uk
• Telephone : Telephone: MOD: 94130 6672 CIV: +500 76672

Recruitment team

• Email : DBSCivPers-ResourcingTeam1@mod.gov.uk

Further information

Please see further information attachment

Attachments

Further Information - External (1) Opens in new window (docx, 34kB)Defence Civil Service Offer (7) Opens in new window (pdf, 1562kB)Estate_Management Opens in new window (pdf, 169kB)