Business Manager - Estates and Facilities Management

Ministry of Justice; Peterlee; Hybrid; GBP 35,000 - 45,000; Full time

Job summary

A government department in the UK is looking for a candidate to serve as the Single Point of Contact for Estates/FM Enquiries. The ideal candidate will collaborate on office moves, support health and safety matters, and oversee maintenance projects. Responsibilities include managing staff, ensuring operational performance, and liaising with various internal departments. Candidates must have relevant experience and NVQ Level 4 or equivalent in a relevant subject. A hybrid work option and extensive benefits are offered.

Benefits

Annual Leave: 25 days on appointment plus public holidays

Pension coverage through the Local Government Pension Scheme

Extensive training and development opportunities

Flexible working arrangements

Family-friendly policies

Qualifications

• Experience managing senior executives and stakeholders.
• Proficiency in software for reports analysis.
• Knowledge of probation operations.

Responsibilities

• Assist the Deputy Director/Head with their workload.
• Manage safety and health within the operational portfolio.
• Develop strategies to manage risks and improve operations.
• Supervise and coach staff to enhance performance.

Skills

Managing workload of senior level executives

Using a range of software packages to present and analyse reports

Operational experience of probation

Leadership skills

Effective communication

Education

NVQ Level 4 or equivalent

Tools

Microsoft Word

Microsoft Excel

Microsoft Outlook

Microsoft PowerPoint

Job description

Overview

Serve as the Single Point of Contact (SPOC) for Estates/FM Enquiries. Collaborate with Business Managers on office moves, refurbishments, and estate projects. Support regional Health, Safety, and Fire (HSF) matters and contribute to the Regional Estates Strategy. Liaise with MoJ Estates on lease arrangements, amendments, and renewals.

Oversee planned and backlog maintenance, ensuring projects stay on track. Monitor and escalations of critical job issues, chairing fortnightly meetings with Area Property Operations Managers. Provide regular updates to Corporate Services on FM performance and regional estate issues.

Act as the SPOC for various regional processes, including OccuEye, 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 Board secretariat.

Completion of IOSH within the first three months is required if not already achieved. The role may evolve to include line management and other responsibilities in accordance with the Business Manager job description.

Responsibilities and Duties

• Assist with Deputy Director/Head of Operational Function's workload.
• Have oversight of the Head of Operational Function workload, ensuring work is prioritised and deadlines are met.
• Ensure that all papers/correspondence submitted to the Head of Operational Function are reviewed and actioned.
• Monitor the Functional or Cluster Delivery Plan and risk register, keeping the Head informed of progress.
• Effective management of health and safety within operational portfolio.
• Manage the cluster's approach to Business Continuity, Information Security, and Data Protection.
• Work with colleagues to develop plans and strategies to manage risks.
• Ensure operational and management information systems are in place to monitor and report on performance.
• Analyse business information, determining relevance and benefits, and compiling reports for senior managers.
• Update the Head of Operational Function on policies and procedures, implications, and provide recommendations.
• Identify national and divisional priorities and support the Head to respond to emergent issues.
• Promote a culture of innovation and continuous improvement, undertaking reviews and making recommendations.
• Attend meetings on behalf of the Head, maintaining a professional image.
• Ensure systems are in place for the management of investigations commissioned by the Head.
• 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, HRBP, and System Change Manager on budget matters, workforce planning and operational issues.
• 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.
• Have responsibility for banking within the operational function, including imprest.

Effectively Manage and Develop Staff

• Manage and develop staff by providing effective supervision, coaching and appraisal.
• Demonstrate leadership skills in dealing with staff.
• Address poor performance and sickness absence initiatives.
• Resolve conduct, capability, grievance, harassment, and complaints in accordance with organisational policies.
• Implement human resource policies.

Use Communication Effectively

• Provide information, feedback and advice.
• Chair and participate in meetings using appropriate skills, styles and approaches.
• In Wales, ensure the Welsh Language Scheme is fully implemented.

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.
• 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 diversity policies and collaborate with the Equalities and Diversity Unit.

Essential Experience

• Demonstrate experience of managing workload of senior level executives and relationships with stakeholders.
• Demonstrate experience in using a range of software packages to present, analyse & undertake 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, PowerPoint (or equivalent).

Benefits

• Annual Leave: 25 days on appointment, increasing to 30 days after five years, plus public holidays.
• Pension: Covered by the Local Government Pension Scheme (LGPS) run through the Greater Manchester Pension Fund (GMPF).
• Training: Extensive range of training and development opportunities.
• Networks: Opportunity to join employee‑run networks for minority groups, disabilities, caring responsibilities, women, LGBTQ+.
• Family Friendly policies: Reduced hours or job share where possible.
• Flexible benefits: Voluntary benefits, retail vouchers and discounts.
• Paid parental leave: Paternity, adoption and maternity leave.
• Free annual sight tests.

Other 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 (this role can only be worked in the UK and not overseas). Hybrid Working arrangements will be discussed and agreed with the successful candidate and subject to regular review. For nationally advertised roles, the successful candidate will be appointed to a MoJ office location, which may include their nearest Justice Collaboration Centre or Justice Satellite Office.

All applications for part‑time, flexible and job‑sharing working patterns will be considered in accordance with the HMPPS Flexible Working policy. A range of benefits are also offered, including annual leave, pension, training, networks and family‑friendly policies.

Eligibility: All candidates are subject to security and identity checks prior to taking up the post.

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. If you believe the recruitment process has breached the recruitment principles, you can raise a formal complaint with the following contacts:

• To Transformative Business Services (0345 241 5358, Monday to Friday 8am‑6pm) or e mail moj‑recruitment‑vetting‑[e-mail];
• To Ministry of Justice Resourcing team resourcing‑management‑[e-mail];
• To the Civil Service Commission (details available here).

As a Disability Confident employer, MoJ is committed to providing everyone with the opportunity to demonstrate their skills, talent and abilities. We offer interviews to disabled candidates who meet the minimum selection criteria, except in a limited number of campaigns.

Diversity & Inclusion: The Civil Service is committed to attract, retain and invest in talent wherever it is found. For more information, see the Civil Service People Plan and the Civil Service Diversity and Inclusion Strategy.

Veterans: The "Making the Civil Service a Great Place to work for veterans" initiative includes a guaranteed interview scheme. For eligibility details, 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.