Business Manager - Estates and Facilities Management - North East Probation Region (Ref: 12933)

HM Prison and Probation Service; Blyth; On-site; GBP 30,000 - 45,000; Full time

Job summary

A UK Public Service Organization is seeking a proactive individual for a role as Single Point of Contact in Estates and Facilities Management. This position entails collaboration on office projects, oversight of Health and Safety compliance, and managing stakeholder relationships. Candidates should bring leadership skills along with NVQ Level 4 or equivalent qualifications and experience in probation services. This role requires adaptability and frequent travel across regional office locations.

Benefits

Access to learning and development

Flexible working options

Civil Service pension with employer contribution

Annual Leave

Public Holidays

Season Ticket Advance

Qualifications

• Experience managing the workload of senior-level executives.
• Proficiency in using software for data presentation and analysis.
• Operational experience within the probation context.

Responsibilities

• Act as the single point of contact for Estates/FM inquiries.
• Support regional Health, Safety, and Fire matters.
• Manage relationships with internal and external stakeholders.

Skills

Leadership

Decision Making

Working Together

Time Management

Education

NVQ Level 4 or equivalent

Tools

Microsoft Office Suite

Job description

Role Summary

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, contributing 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 elevate 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.

The list above is not exhaustive, and the role may evolve to include line management 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.

Overview of the job

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 the Head of Operational Function and others as appropriate, are informed of priority matters and are given options and/or recommendations to help them to operate effectively.

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.
• Have responsibility for banking within the operational function, including imprest
• 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

Qualifications

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

Benefits

• 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 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.

Feedback will only be provided if you attend an interview or assessment.

Security

Successful candidates must undergo a criminal record check.

People working with government assets must complete baseline personnel security standard (opens in a 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 U.K.
• 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
• 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.

The Civil Service also offers a Redeployment Interview Scheme to civil servants who are at risk of redundancy, and who meet the minimum requirements for the advertised vacancy.

Diversity and 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 (opens in a new window) and the Civil Service Diversity and Inclusion Strategy (opens in a new window).

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 context

We are seeking a proactive, adaptable and experienced individual for an innovative role in the North East Probation Region, supporting Estates and Facilities Management (FM). The successful candidate will be a key point of contact across the region. The role will require frequent travel across regional office locations. Previous experience in Estates or FM is desirable.