22606 - Contract Support

### Salary
The national salary range is £42,914 - £46,182 London salary range is £49,325- £53,081 Your salary will be dependent on your base location

Job description

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) - a property portfolio including Prisons, Probation, MoJ HQ and Arm’s Length Bodies.

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 £9.3bn 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 Management team are responsible for providing a dedicated contract management resource to the MoJ Property Directorate. As a team, their purpose is to enable full oversight of the new FM contracts – which will result in a better service provided to our customer. The Contract Management team will be responsible for, and not be restricted to, the following:

- Standardisation of how the new FM contracts are managed.
- Each lot/supplier to have a nominated G7 who acts as their point of contact for anything contractual. The team will ensure there are clear owners to the contracts, governance is adhered to, and control of the contracts is managed correctly.
- The team will operate in unison, ensuring each supplier is governed and managed in accordance with agreed governance structures and Terms of References.
- To bridge any gaps between suppliers, operational and commercial teams; to also act as the gel between stakeholders.
- The Contract team will be proactive in their contract management, pro-actively identifying and advising on risk/trends ahead of time.

This post reports into the G7 in the Contract Management Team.

Job Description, Duties and Responsibilities

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

Contract and Supplier Management

- Management of all contract obligations, ensuring that suppliers meet overarching requirements.
- Implement effective cost control measures, working closely with Finance and Commercial teams.
- Accountable for assisting the G7 in the management of assigned TFM or WSM contracts.
- Accountable for managing the formal contractual change control procedures relating to service changes. Ownership of the assigned FM contract change control procedures.
- Support the G7’s in setting priorities for contract management meetings with the suppliers.
- Accountable for supporting the G7’s in ensuring the overall integrity and achievability of the contract objectives within set tolerances for cost, timelines and quality.
- Responsible for providing timely advice and support on contract variations.
- Support the development of the FM contract bespoke rates schedule.
- Maintain a schedule of contract review & audits, prompting G7’s prior to each.
- Review MI data and reports generated by the WSM in order to identify failure trends and link in with the appropriate contract and commercial team representatives.
- Assist the G7 in delivering the TFM contract supplier management regime in Coordination with Operational, Technical and Management information colleagues.
- Ensure value for money across all contracts in respect of the services delivered.
- Assist the G7 in the delivery of all commercial requirements of the FM contracts with regards to scope, price and implementation of procurement rules and commercial processes.
- Input into performance review of the commercial mechanisms and controls in the TFM contracts taking the appropriate remedial action as required.
- Assist and input into the monthly formal performance reviews against all contract KPI measures and obtaining performance concurrence with the individual service providers in each contracted area.
- Support any commercial and contract issues with the Commercial Team.
- Instigate review activities to ensure contract control mechanisms are in place and make recommendations for improvement.
- Provide commercial oversight and input into BCDR plans.
- Assist the G7 with implementation and monitoring of all change control procedures.

Governance

- Accountable for management of the commercial governance and control processes relating to the assigned TFM contracts.
- Support the G7 in Development of supplier strategies to support business direction and requirements, in coordination with the Commercial Contract Manager, Service Delivery Manager and Quality Assurance Lead.
- Assist with the development of the Contract Management Plan.
- Ensure with the commercial lead that risk management is in place including mechanisms to identify, manage, measure and report risks and mitigation are maintained.
- Ensuring all key contract documents are drafted to high standards and signed off/baselined as appropriate.
- Ensure documented processes in line with wider organisational governance processes, boards and risk structures.
- Ensure that mechanisms in place for identifying key contract 'trigger points'; such as notice periods.
- Ensure that mechanisms in place for handling administration around contract closure or termination.
- Assist the G7 in the delivery of any contract and commercial audit and assurance procedures in conjunction with the Finance team, FM Operational teams, WSM and TFM Supply chain to ensure appropriate Governance and control procedures are in place in the supply chain and internally.
- Support Business planning processes and any forward maintenance and capital programmes.
- Provide assurance that all requests for payments for contractual variations from the TFM suppliers are submitted correctly via the digital solution to the finance team within agreed governance procedures and the agreed timeframes to affect payment in line with the contract mechanisms.

Customer and Stakeholder Management

- Engage with all key stakeholders, including the customer, suppliers, Finance, Commercial to ensure effective delivery, issue resolution and the facilitation of collaboration between all key stakeholders.
- Share and publicise SRM best practice across key suppliers and the Contract Management areas.
- Provide a coordinated approach to engage Contractors and Users so overall ownership of contract management across the organisation is clear.
- Responsible & accountable for maintaining and ensuring understanding of the RASCI matrix is promoted across the organisation.
- Service Management.
- Accountable for supporting the required formal governance of the assigned TFM contracts.
- Responsible for testing understanding and comprehension of FM Client Unit staff in the RASCI matrix. Reporting findings to the G7 and recommending remedial action as required to ensure clarity.

Data Responsibilities

- Data Stewardship: Serve as a data steward for your business area, maintaining data accuracy, consistency, and compliance with governance standards.
- Proactive Data Quality Monitoring: Conduct regular data quality checks, identifying and addressing issues proactively to ensure reliable data for operational decision-making.
- Data Remediation Support: Develop and contribute to remediation plans, working closely with data owners to resolve data quality issues in a timely manner.
- Participation in Governance Meetings: Attend relevant data governance boards and councils to provide updates on data management activities and quality improvements in your area.
- Subject Matter Expertise: Act as a subject matter expert for data within your business area, providing guidance on best practices and supporting data literacy within the team.
- The above points include key contract data such as building data, service matrix, asset data, and FMR data quality.

Other

- Ensure that you are fully compliant with mandatory learning, competencies, skills, and behaviours required to discharge your role.
- Independently monitor your progress and work towards fulfilling objectives within your own development plan.
- Participation/attendance at staff networks (if applicable).
- 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:

You should have experience in:

- FM Contract Management
- Commercial and financial disciplines.
- Asset management, maintenance and contract & supplier management
- Managing complex customer relationships and stakeholder liaison.
- Ensuring compliance with governance, legislative and policy requirements.
- Experience of working with stakeholders as a trusted commercial advisor.
- Experience of working in a complex commercial environment, devising tactical and strategic solutions to deliver contract management strategy.

Highly Desirable

- Experience of FM delivery across government.
- Managing complex, high value, and high-profile contracts.
- Experience working with NEC Contracts.

Qualifications

Support and funding will be provided to achieve the required qualifications and accreditation for this role with an expectation that this will commence within 6 months of taking up post and a commitment of time from the successful candidate will be required to complete this.

- CMCP – Foundation and working towards
- Practitioner, CIWFM Further Opportunities

Government Property Profession (GPP) Technical Skills

This role sits within the MoJ Property Directorate and is part of the Government Property Function aligned with the Government Property Profession.

The GPP Career 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-

This role falls under Facilities Management, Practitioner level in the GPP Career Framework and some or all of the following Technical Skills will be tested during the selection process:

- Customer and Client Service – Practitioner
- Commercial Acumen – Practitioner

Behaviours

We will assess you against these behaviours during the selection process:

Making Effective Decisions

Working Together

Managing a Quality Service

Seeing the Bigger Picture

Flexible working hours

The MoJ Property Directorate offers a flexible working system in many teams, subject to local agreement.

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

We welcome and encourage applications from everyone, including groups currently underrepresented in our workforce and pride ourselves as being an employer of choice. We are happy to accommodate any reasonable adjustments you may require during the selection process. To find out more about how we champion diversity and inclusion in the workplace, visit:

https://www.gov.uk/government/organisations/ministry-of-justice/about/equality-and-diversity

The Directorate is supportive of and encourages flexible working. Non-civil service candidates will start on the pay band minimum.

Additional Information

Working Arrangements & Further Information

The MoJ offers Hybrid Working arrangements where business need allows. This is an informal, non-contractual form of flexible working that blends working from your base location, different MoJ sites and / or from home (please be aware that this role can only be worked in the UK and not overseas). All employees will be expected to spend a minimum of 60% of their working time in an office, subject to local estate capacity.

Some roles will not be suitable for Hybrid Working. Similarly, Hybrid Working will not suit everyone’s circumstances. Arrangements will be discussed and agreed with the successful candidate(s) and subject to regular review.

For nationally advertised roles: All successful candidates will be appointed to the nearest viable office nearest to their home postcode and on its respective pay scale. This will be at either a HQ building (subject to desk allocation, a Justice Collaboration Centre (JCC) or a Justice Satellite Office (JSO) – See Map . All employees will be expected to spend a minimum of 60% of their working time in an office, subject to local estate capacity).

For current MoJ employees, your base location will need to be changed to the nearest viable office (to your home postcode), either at a HQ building, JCC or JSO within the National Office Network and moved its location’s respective pay scale (any legacy arrangements/locations will need to be amended).

Some of MoJ’s terms and conditions of service are changing as part of Civil Service reform. The changes will apply to staff joining MoJ who are new to the Civil Service. Staff joining MoJ from other civil service employers will transfer onto the new MoJ terms if they are already on 'modernised' terms in their current post or onto 'unmodernised' MoJ terms if they are on 'unmodernised' terms at their current post. Details will be available if an offer is made.

MoJ candidates who are on a specialist grade, will be able to retain their grade on lateral transfer.

All candidates who are currently in receipt of Mark Time / Pay Protection should ensure they are familiar with the new policy on permanent and temporary promotion which can be found on the employee intranet.

Flexible working hours

The Ministry of Justice offers a flexible working system in many offices. Standard full time working hours are 37 hours per week. MoJ welcomes part-time, flexible and job-sharing working patterns, where they meet the demands of the role and business needs. All applications for part-time, flexible and job-sharing working patterns will be considered in accordance with the MoJ’s Flexible Working policy.

Benefits

The MoJ offers a range of benefits:

Annual Leave

Annual leave is 25 days on appointment and will increase to 30 days after five years’ service.

There is also a scheme to allow qualifying staff to buy or sell up to three days leave each year. Additional paid time off for public holidays and 1 privilege day. Leave for part-time and job share posts will be calculated on a pro-rata basis.

Pension

The Civil Service offers a choice of pension schemes, giving you the flexibility to choose the pension that suits you best.

Training

The Ministry of Justice is committed to staff development and offers an extensive range of training and development opportunities.

Networks

The opportunity to join employee-run networks that have been established to provide advice and support and to enable the views of employees from minority groups to be expressed direct to senior management. There are currently networks for employees of minority ethnic origin, employees with disabilities, employees with caring responsibilities, women employees, and lesbian, gay, bisexual and transgender employees.

Eligibility

Staff on fixed term appointments must have been recruited through fair and open competition.

Vacancies advertised “cross-government” are only open to all Civil Service employees and employees of accredited non-departmental public bodies (NDPBs) who were appointed on merit following a fair and open competition; or were appointed to a permanent post through an exception in the Civil Service Commissioners' rules.

Support

- A range of ‘Family Friendly’ policies such as opportunities to work reduced hours or job share.
- Access to flexible benefits such as voluntary benefits, retail vouchers and discounts on a range of goods and services.
- For moves to or from another employer or moves across the Civil Service this can have implications on your eligibility to carry on claiming childcare vouchers. You may however be eligible for alternative government childcare support schemes, including Tax Free Childcare. More information can be found on www. www.GOV.UK (https://www.gov.uk/help-with-childcare-costs/tax-free-childcare) or Childcare Choices (https://www.childcarechoices.gov.uk/) . You can determine your eligibility at https://www.childcarechoices.gov.uk/ .
- Paid paternity, adoption and maternity leave.
- Free annual sight tests for employees who use computer screens.

Working for the Civil Service

The Civil Service Code 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 . Should you feel that the recruitment process has breached the recruitment principles you are able to raise a formal complaint in the following order

- To Transformative Business Services (0345 241 5359 (Monday to Friday 8am - 6pm) or e mail [email protected] (mailto:[email protected]) );
- To Ministry of Justice Resourcing team ( [email protected] (mailto:[email protected]) );
- To the Civil Service Commission (details available here (https://civilservicecommission.independent.gov.uk/recruitment/recruitment-complaints/) )

As a Disability Confident employer, MoJ are committed to providing everyone with the opportunity to demonstrate their skills, talent and abilities, by making adjustments throughout all elements of the recruitment process and in the workplace. MoJ are able to offer an interview to disabled candidates who meet the minimum selection criteria, except in a limited number of campaigns.

You will be able to request reasonable adjustments to the recruitment process within the application form. If you need additional help completing the application form, please contact the TBS Recruitment Enquiries Team.

For more information on applying for a role as a candidate with a disability or long-term condition, please watch our animated videos .

Diversity & Inclusion

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 Diversity and Inclusion Strategy .

Redeployment Interview Scheme

Civil Service departments are expected to explore redeployment opportunities before making an individual redundant. The MoJ is committed, as part of the Redeployment Interview Scheme, to providing opportunities to those who are 'at risk of redundancy'.

MoJ is able to offer an interview to eligible candidates who meet the minimum selection criteria, except in a limited number of campaigns. Candidates will not be eligible for the Redeployment Interview Scheme if they are applying on promotion.

Civil Service Nationality Rules

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) https://www.gov.uk/settled-status-eu-citizens-families (https://eur01.safelinks.protection.outlook.com/?url=https%3A%2F%2Fwww.gov.uk%2Fsettled-status-eu-citizens-families&data=05%7C01%7Cchristopher.jeffery%40soprasteria.com%7C8a2293860362402c15da08dbf4cff146%7C8b87af7d86474dc78df45f69a2011bb5%7C0%7C0%7C638372946312587803%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C3000%7C%7C%7C&sdata=s%2BxUsev%2BGeeK%2FLgTUjpjfTJu%2FjpKQZ%2BQPJXNduvik3Q%3D&reserved=0)
- 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) https://www.gov.uk/government/publications/nationality-rules

Reserve list

A reserve list may be held for up to 12 months from which further appointments may be made for the same or similar roles.

Contact Information

MoJ:

If you require any assistance please call 0345 241 5359 (Monday to Friday 8am - 6pm) or e mail [email protected]

Please quote the job reference 22606

HMPPS

If you require any assistance please call 0345 241 5358 (Monday to Friday 8am - 6pm) or e mail [email protected]

Please quote the job reference 22606

### Guidance for the Statement of Suitability
A 750 word Statement of Suitability along with your CV is required. This statement should clearly demonstrate how your skills and experience align with the job description, highlighting your relevant experiences and skills to allow us to effectively evaluate your application. Please note that this Statement of Suitability and CV will be scored and assessed as part of the selection process. If the statement of suitability does not meet the requirements, or is not provided, candidates will be automatically rejected.
Strengths will be assessed but these are not shared in advance. To learn more about Strengths and how they are assessed please click here (https://www.gov.uk/government/publications/success-profiles/success-profiles-strengths).

Use of Artificial Intelligence (Al)

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 for more information on appropriate and inappropriate use.