DIO Soft Facilities Manager Area Lead

at  Ministry of Defence

JOB SUMMARY

This is an opportunity for a hardworking and enthusiastic individual in a key customer facing role within the South West Region which requires an ability to deal with sensitive matters and handle the expectations of customers.
The job is high profile, exciting, varied and provides an opportunity to improve relationship leadership skills whilst working collaboratively with DIO colleagues, Industry Partners, our Customers and other Stakeholders.
You will work collaboratively with the Industry Partners and the end users, delivering successful outcomes as part of a team enabling DIO to ensure satisfactory outcomes. You will lead your team to deliver but will be expected to actively participate in delivery capability within your delegated powers; this is an exciting role with wide ranging requirements and plenty to engage your interest!
This role plays a significant part in the delivery of services to our customers on a day-to-day and strategic basis focusing on optimising the use of and management of all property, buildings, and workplaces.
The role involves leading the operational oversight, delivered either directly or through a third-party supplier partner network, over the whole portfolio.
This role will support all aspects of day-to-day Soft Facilities Management (Soft FM) services, including contract and supplier management, in addition to the planning and delivery of an extensive maintenance/minor works programme acting as the key customer interface across their area/building working in a partnership of delivery through our supplier partner network.
The post advertised is for 37 hours net, however the Ministry of Defence offers a range of flexibility to enable a better work-life balance for employees. Flexible working patterns will be considered.
The objectives of the role cannot be delivered within reduced hours or through job share, the role entails the management of a high volume of complex outputs which will entail a consistent and rapid turnaround for resolutions due to safe and legal compliance and potential risk to lives, the role also includes but is not limited to management of remote work over a wide geographical area and challenging stakeholder management with diverse customers that require access to a single point of contact full time.

JOB DESCRIPTION

As the Soft FM Area Manager, you will manage and develop your team; working with them to assure compliance relating to policy, instructions and guidance. Taking action to improve compliance, operational efficiency and the policy framework. Recording and managing risks and issues up the Governance chain regularly collaborating closely with assurance, DIO/Industry Partner (IP) teams.
Providing motivation, engagement and support; recognising the contribution that individuals make to DIO and encouraging a working culture which promotes a healthy, safe and inclusive environment, prioritises people’s development and supports smarter ways of working.
Strive to build strong collaborative, professional working relationships both within your team, with other teams across DIO & the wider MOD, to provide the continued level of support needed across a diverse estate in support of Defence.
Proactively lead all work tasks through clear and effective direction, delegation and sound decision making. Supporting and participating in a culture of continuous improvement.
Assuring and actively monitoring performance delivery of core services offered by Industry Partners against contractual responsibility, internal quality procedures – in line with policy, statutory legislation, Health, Safety and Environmental standards.
Provide professional advice and assistance in the management of Infrastructure risk to Heads of Establishment. Applying DIO Risk Management Policy & utilising contract mechanisms to report defects and early warnings.
Reviewing progress trackers on a weekly basis to maintain momentum & report on budgets, forecasting & financial control is adhered to, whilst meeting changing operational needs; advising on the identification, management and mitigation of risks, agreeing on Soft FM priorities and addressing delivery issues. Collating information and preparing reports in support.
Providing support to maintain all DIO Business as Usual Operational Requirements & respond assist management requests to support changing departmental priorities. The successful candidate will be site based with a requirement to travel to various locations to fulfil the role successfully and effectively, including occasional travel across the SW region and national travel. Please note Public Transport is not available to many of our locations.
Travel is required between sites to review work, collaborate and promote effective stakeholder relationships, spending approximately 60% of your time working from your permanent duty station, or other site locations, to support your work.

PERSON SPECIFICATION

We are looking for a Soft FM Area Team Lead, to join the team working with our Service Provider, to enable the organisation to achieve its objectives of delivering quality service to the Front-Line Commands (FLC’s) in a timely and cost-efficient manner.
You are responsible for providing contract management through contract change requests, assisting in facilitating effective performance and accountable for financial reporting. You will act as a conduit for Soft FM contractual performance
and leading on issue resolutions at Establishment level in the SW Region, utilising effective communication and influencing skills.

You will act as focal point on all Area SFM matters within the Region, acting as an interface between Estate Users and Service Providers. You will be accountable for ensuring your team adhere and conform with all agreed DIO and associated processes and operating procedures.

• Strong Leadership and Line Management Skills-

Contract Management

• Provide technical sign off of minor Contract change requests and providing assistance in the completion ofchange request business cases.
• Providing support to Commercial in the clarification of contract questions and queries.

DESIRABLE EXPERIENCE & SKILLS

Contract management and performance
Working knowledge of Microsoft applications.
Strong leadership qualities
Effective communication

BEHAVIOURS

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

• Managing a Quality Service
• Communicating and Influencing
• Changing and Improving
• Leadership

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

• Managing a Quality Service
• Communicating and Influencing

Benefits

Alongside your salary of £36,530, Ministry of Defence contributes £10,582 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
• Opportunity to join one of our several D&I Networks. We value diversity and are committed to being an equal opportunities employer.
• 25 days annual leave rising (1 day per year) to 30 days upon completion of 5 years’ service.
• Enhanced Parental Leave.
• Most sites have free car parking, Sports & Social Clubs, Gym, on site shops and subsidised canteens.
• To learn more about our full range of benefits, view our Candidate Information Guide attached.

Where business needs allow, some roles may be suitable for a combination of office and home-based working. This is a non-contractual arrangement where all office-based employees will be expected to spend a minimum of 60% of their working time in office, subject to capacity and any required workplace adjustments. Requirements to attend other locations for official business, or work in another MOD office, will also count towards this level of attendance. Applicants can request further information regarding how this 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

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)

TYPE OF ROLE

Business Management and Improvement
Estates
Procurement and Contracts Management
Property

FINANCIAL RESPONSIBILITIES

• Accountable for the payment of invoices and bills to the Service Provider for services delivered by the contract, ensuring that payments are carried out in accordance with Departmental regulations.
• Monthly reporting of accruals and forecasting of potential spend to Soft FM Finance Team.