Regional Estates Contract Administrator (Ref: 17608)

Job summary

Please refer to Job Description

Job description

Position Regional Estates Contract Administrator
Location National
Band AO
Contract Type Fixed term – up to 12 months, with the possibility of extension

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 £9.3 bn 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 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 by designated Area Property Operations Managers (APOMs) in services delivered to establishments within the region.

Summary

Reporting to the Regional Contract Administration Manager as line manager, the post holder is accountable to the CAM for supporting contract administration for the region and for designated APOM(s).

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

The Contract Administrator will carry out contract-related work on contract performance, audits and compliance, finance, official correspondence, risk management and plans in support of the CAM and APOMs.

There are no line management responsibilities with this role.
The job holder does not need to be operational.

Job Description, Duties and Responsibilities

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 APOMs in monitoring reactive repairs against Planet FME to verify completion rates against submission from the contractor.
• Support the CAM in collating a monthly task list of additional task (non contract) and submit to designated Area Property Operations Managers.
• Support the CAM in collating financial information on agreed additional spends for submission to the Contracts Administration Manager and Area Property Operations Managers.
• Support the CAM in collating requests for additional work, prepare and submit to the Contracts Administration Manager and Area Property Operations Managers.
• Maintain a register to support the recording of all out of hours call out requests and submit to the Contracts Administration Manager and Area Property Operations Managers to ensure that costs associated with out of hours call outs are both identified and challenged at Establishment level.
• Support the CAM and the Area Property Operations Managers in recording any changes relating to tasks and/or assets on Planet FME/CAIP CAFM systems and submit approved notifications of change to the nominated person within the MoJ Property Directorate.
• Ensure with the CAM that systems are implemented that allow for changes to be tracked to ensure that they are actioned within prescribed time limits.
• Support the APOMs in maintaining the task order and compensation event log.

Skills and Experience

• Essential to have strong drive and resilience, leadership and interpersonal skills and ability to work accurately under pressure. (Delivering at Pace)
• Must have good analytical and IT skills. (Managing a Quality Service)
• Essential to have effective team management skills. (Working Together)
• The job holder must have or be able to rapidly acquire excellent understanding of the TFM contract, NEC3 provisions and the associated processes. (Delivering at Pace)
• Commercial and financial awareness are key requirements. (Managing a Quality Service)
• Essential to have experience of managing risks and issues in contract management/contract administration, project or other settings. (Managing a Quality Service)

Application Process

You will be assessed against the Civil service success profiles framework.Sift Behaviours - Please provide examples of how you have met each one of the behaviours listed below. Please refer to the skills and experience criteria listed above.

• Working Together (lead behaviour)
• Managing a Quality Service
• Delivering at Pace

Experience - Please submit an anonymous copy of your CV.

Should we receive a large number of applications, we will sift primarily on the lead behaviour of Working Together.

Candidates Invited to Interview

Please note that interviews will be held virtually.
At interview you will be assessed on the below behaviours and strengths (not shared in advance) from the Success Profiles.

• Working Together (lead behaviour)• Managing a Quality Service
• Delivering at Pace

If you would like to find out more about the role please contact – Donna Aston- Donna.Aston@justice.gov.uk

Person specification

Please refer to Job Description

Behaviours

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

• Working Together
• Managing a Quality Service
• Delivering at Pace

Benefits

Alongside your salary of £25,582, Ministry of Justice contributes £7,411 towards you being a member of the Civil Service Defined Benefit Pension scheme. Find out what benefits a Civil Service Pension provides.

• Access to learning and development
• A working environment that supports a range of flexible working options to enhance your work life balance
• A working culture which encourages inclusion and diversity
• A Civil Service pension with an employer contribution of 28.97%
• Annual Leave
• Public Holidays
• Season Ticket Advance

For more information about the recruitment process, benefits and allowances and answers to general queries, please click the below link which will direct you to our Candidate Information Page.

Link: https://justicejobs.tal.net/vx/candidate/cms/About%20the%20MOJ

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 and Experience.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.

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 : SSCL Recruitment Enquiries Team
• Email : moj-recruitment-vetting-enquiries@resourcing.soprasteria.co.uk
• Telephone : 0345 241 5359

Recruitment team

• Email : moj-recruitment-vetting-enquiries@resourcing.soprasteria.co.uk

Further information

Appointment to the Civil Service is governed by the Civil Service Commission’s Recruitment Principles. If you feel a department has breached the requirement of the Recruitment Principles and would like to raise this, please contact SSCL (Moj-recruitment-vetting-enquiries@gov.sscl.com) in the first instance. If the role has been advertised externally (outside of the Civil Service) and you are not satisfied with the response, you may bring your complaint to the Commission. For further information on bringing a complaint to the Civil Service Commission please visit their web pages: http://civilservicecommission.independent.gov.uk/civil-service-recruitm…

https://jobs.justice.gov.uk/careers/JobDetail/17608?entityId=17608