Business Manager - Estates

Ministry of Justice; Chester; Hybrid; GBP 40,000 - 60,000; Full time

Job summary

Ministry of Justice in the North West region is recruiting a Business Manager to support the Head of Operational Function, manage operations and estates, and coordinate governance, health and safety, risk, and performance reporting.

You will liaise with multiple internal/external stakeholders, develop plans, and ensure effective resource use while maintaining professional standards and delivering at pace. Hybrid working patterns apply.

Qualifications

• Demonstrate experience of managing workload of senior level executives and managing relationships with a range of stakeholders.
• Experience using software to present, analyse and generate reports.
• IT skills with common Office tools (Word, Excel, Outlook, PowerPoint) and data handling.

Responsibilities

• Assist with Deputy Director/ Head of Operational Function's workload.
• Monitor the Functional or Cluster Delivery Plan and risk register; keep Head of Operational Function informed.
• Lead, facilitate and participate in working parties and special projects.
• Manage budgets and provide unit costings for activities.
• Provide regular updates to Head of Corporate Services on FM performance and regional estates issues.

Skills

Stakeholder management

Analytical thinking

Communication

Education

NVQ Level 4 or equivalent

Tools

Microsoft Office

Job description

The Business Manager post within the Function or Cluster provides support to the Head of Operational Function, including making recommendations to them about operational and administrative requirements. The jobholder acts as an interface between the Head of Operational Function and Divisional Hub, cluster staff and other agencies on a wide range of issues. This is a non-operational post although an understanding of the wide range of Probation procedures, and policies across the organisation both operationally and at HQ are required. The jobholder will report directly to the Head of Operational Function and have line management responsibilities for the Diary Manager and Senior Administrative Officers, The purpose of the role is to provide support to the Head of Operational Function. The jobholder will ensure that performance across the Function or Cluster is monitored, that issues are highlighted and opportunities to improve efficiency and effectiveness are proactively pursued. The job holder will ensure that good working relationships with Head of Operational Function and are maintained by communicating priorities effectively. The jobholder acts as a single point of contact for the Operational Function on a number of key areas including Litigation, Complaints, Information Assurance, Communication, Business Continuity, providing appropriate signposting as necessary. The jobholder will ensure effective management of the estate portfolio within their remit, acting as Single Point of Contact / Estates Liaison Officer and has overall management of Health and Safety within Division/Function/Cluster including compliance with Health, Safety and Fire Regulations (H&S). The post holder will ensure all risk assessments are undertaken and staff are made aware of their personal responsibility toward H&S compliance. The jobholder will also manage relationships and liaise with a range of internal and external stakeholders and support the partnership working in the Function or Cluster.

Responsibilities, Activities & Duties

Assist with Deputy Director/ Head of Operational Function's workload

Have oversight of the Head of Operational Function workload, ensuring that work is prioritised appropriately and that deadlines are met

Ensure that all papers/correspondence submitted to the Head of Operational Function are reviewed, and actioned and that correspondence is responded to on the Head of Operational Function's behalf.

Monitor the Functional or Cluster Delivery Plan and risk register, ensuring the Head of Operational Function is kept informed of progress,

Effective management of health and safety within operational portfolio

Manage the clusters approach to Business Continuity, Information Security and Data Protection

Work with colleagues to develop plans and strategies to deal with risks.

Ensure operational and management information systems are in place to monitor and report on performance by division, locality, function and cluster identifying operational, resource or organisational issues that may impact on performance

Analyse business information, determining relevance and benefits and compiling information reports for the Head of Operational Function and senior managers

Update the Head of Operational Function on policies and procedures, the implications for colleagues and provision of recommendations for action.

Identify national and divisional priorities and support the Head of Operational Function to respond to emergent issues

Promote a culture of innovation and continuous improvement, undertaking reviews and making recommendations as necessary

Attend meetings on behalf of the Head of Operational Function when necessary, maintaining a professional image at all times.

Ensure systems are in place for the management of investigations commissioned by the Head of Operational Function.

Ensure mechanisms are in place to monitor the Functional or Cluster establishment and complete the National Workforce Planning Tool.

Manage relationships and stakeholders

Lead, facilitate and participate in working parties and undertake special projects as required

Work with other Business Managers across the Division to share best practice and maximise business improvements

Collaborate with NPS and HMPPS colleagues to maintain effective controls in Service Level Agreements and other contracts.

Establish effective working relationships with internal and external colleagues

Determine the effective use of resources Work with Finance BP, HRBP, System Change Manager on budget matters, workforce planning and other operational issues, examples:

Agree budgets and unit costs for programmes of work

Make proposals for expenditure on programmes of work

Manage budgets and provide unit costings for activities

Advise on financial and resourcing issues to inform objectives and forward planning.

Effectively Manage and Develop staff

Manage and develop staff by providing effective supervision/coaching/appraisal

Demonstrate leadership skills in dealing with staff

Address poor performance

Ensure sickness absence initiatives are applied to achieve performance objectives and enhance productivity

Address conduct issues and resolve conflict. Resolve capability/grievance/harassment/complaints in accordance with organisational policies

Implement human resource policies.

Use communication effectively

Providing information, feedback and advice

Chair and participate in meetings using appropriate skills, styles and approaches

In Wales, to ensure the provisions of the Welsh Language Scheme are fully implemented in all aspects of cluster work.

Enhance your own performance

Manage own resources and professional development

Use information to take critical decisions

Liaise with staff to receive, collate and analyse information, developing systems and compiling reports as necessary using data to identify trends and take appropriate action to maintain and enhance performance

Plan, implement and manage systems for the exchange of sensitive information, data and intelligence

Manage Diversity and Quality

Develop a culture and systems that promote equality and value diversity

Implement the diversity policies of the service and collaborate effectively with the Equalities and Diversity Unit

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 alternations 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.

Serve as the Single Point of Contact (SPOC) for regional Estates/FM inquiries.

Collaborate with Business Managers on office moves, refurbishments, and estate projects.

Support regional Health, Safety, and Fire (HSF) matters, contributing to the Regional Estates Strategy.

Liaise with MoJ Estates on lease agreements, amendments, and renewals.

Oversee planned and backlog maintenance, ensuring projects stay on track.

Monitor and escalate critical job issues, chairing fortnightly meetings with Area Property Operations Managers.

Provide regular updates to Head of Corporate Services on FM performance and regional estates issues.

Act as the SPOC for various regional processes, including OccupEye, Matrix Room Booking, Probation Finder queries, and Sustainability Projects.

Work with IT and Digital teams on new demands, telephony issues, and escalations.

Contribute to governance procedures by working with the Regional Estates Steering Group.

The list above is not exhaustive and the role may evolve to include line management (it doesn't at this point) and other responsibilities in accordance with the Business Manager job description. Completion of IOSH within the first three months is required if not already achieved. This is a temporary role with the possibility to be made permanent.

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). 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, the successful candidate(s) will be appointed to a MoJ office location, which may include their nearest Justice Collaboration Centre or Justice Satellite Office. This will be discussed and agreed on the completion of pre‑employment checks. 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. Standard full time working hours are 37 hours per week excluding breaks which are unpaid. HMPPS 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 HMPPS' Flexible Working policy.

A sift based on the lead behaviour, Delivering at Pace, may be held if a large number of applications are received. If a large number of applications remain after the initial sift, your application will be progressed to a full sift, where all behaviours will then be considered.

Behaviours

• Leadership
• Working Together
• Making Effective Decisions
• Developing Self and Others
• Delivering at Pace

Essential Experience

• Demonstrate experience of managing workload of senior level executives, and managing the relationships with a range of stakeholders
• Demonstrate experience in using a range of software packages to present, analyse & undertake reports, demonstrate experience reviewing and ensuring quality of reports
• Operational experience of probation

Technical requirements

• NVQ Level 4 or equivalent in a relevant subject (or appropriate practical experience)
• IT Skills; Microsoft: Word, Excel, Outlook, and PowerPoint (or equivalent i.e. Lotus Notes)

Additional Information

Additional Information Estates and Facilities Management (FM) 4 days a week. We are seeking a proactive, adaptable and experienced individual for an innovative role in the North West, supporting Estates and Facilities Management (FM) in Cheshire & Merseyside. The successful candidate will be a key point of contact for management teams. This role requires frequent travel across regional office locations. Previous experience in Estates or FM is desirable.

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, plus public holidays. Leave for part‑time and job share posts will be calculated on a pro‑rata basis. Pension The National Probation Service is covered by the Local Government Pension Scheme (LGPS) run through the Greater Manchester Pension Fund (GMPF). Please visit www.gmpf.org.uk for further information. Please note: Any current Civil Servant who is a member of the PCSPS, by accepting an offer of employment to the National Probation Services will be opted out of the PCSPS and auto enrolled into the Local Government Pension Scheme. 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.

Eligibility All candidates are subject to security and identity checks prior to taking up post 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.GOV.UK or Childcare Choices. 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 5358 (Monday to Friday 8am - 6pm) or e mail [e-mail]); To Ministry of Justice Resourcing team ([e-mail]); To the Civil Service Commission (details available here).

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.

A Great Place to Work for Veterans. The "Making the Civil Service a Great Place to work for veterans" initiative includes a guaranteed interview scheme to those who meet the minimum criteria to provide eligible former members of the Armed Forces with opportunities to secure rewarding jobs. Allowing veterans to continue to serve their country, and to bring highly skilled individuals with a broad range of experience into the Civil Service in an environment, which recognises and values your previous service in the Armed Forces. For further details about the initiative and eligibility requirements visit: https://www.gov.uk/government/news/making-the-civil-service-a-great-place-to-work-for-veterans

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.