Facilities Management Team Leader

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

Benefits offered by this job

Flexible working hours

Pension scheme

Training & development opportunities

Job summary

The Ministry of Justice invites applications for a role within the Office of the Public Guardian’s Facilities Management Team. You will lead day-to-day FMT operations, ensure service delivery, and coordinate with internal teams, tenants and contractors to maintain compliant, safe and effective facilities.

Hybrid working is available; standard hours are 37 per week with flexibility for travel to Midlands sites and external sites as required.

Qualifications

• Excellent Customer service/communication skills with the ability to build strong working relationships throughout the organisation.
• Adaptable to prioritise/manage your own work and the day-to-day needs of the business.
• To be diligent, proactive and solution focused within a busy non-stop department.
• Experience of using Microsoft computer packages.

Responsibilities

• Be responsible for the day-to-day management of the Facilities Management Team (FMT).
• Understand and act on HR policies; conduct, performance management, attendance, etc.
• Ensure staff are trained and equipped with the skills to carry out their duties with developmental opportunities.
• Promote and raise awareness of the OPG values and Civil Service success profiles.
• Liaise with team leaders to improve performance and resolve issues.
• Build and maintain relationships with stakeholders and contractors to ensure service delivery.

Skills

Customer service

Communication

Adaptable

Diligent

Microsoft Office

Tools

Microsoft Office

Job description

The Facilities Management team plays a vital role in ensuring the organisation's buildings and workplaces are safe, efficient, and fully operational. The team is responsible for the delivery of high-quality facilities services, including building maintenance, statutory compliance, health and safety, contractor management, and space management. Working collaboratively with internal stakeholders and external suppliers, the team supports business operations by maintaining well managed, compliant, and welcoming environments for staff and visitors., To oversee the day to day running of the Facilities Management Team (FMT), ensuring the business has the necessary support and services to deliver its key objectives.

• Support the facilities manager by providing effective team supervision and leadership qualities while maintaining aspects of the departments hard and soft facilities services.
• To lead, communicate and promote a strong work ethic within the team to maintain service delivery standards and business relationships.
• Maintain a high exemplorary profile of the team, promoting a culture of continuous improvement and excellent service delivery.
• Liaise with the relevant stakeholders to ensure the building facilities are maintained.
• Ensure the in-house helpdesk is managed and maintained to include monitoring of team rotas.
• Ensure contractors, suppliers and visitors are dealt with in a professional manner and are made aware of the relevant health & safety and security arrangements for the site.
• Ensure all documentation/spreadsheets are maintained and up to date in line with department policies and guidance.
• Work collaboratively with teams & team leaders across the business to promote closer professional working relationships.
• Report all health & safety issues to the Facilities Manager and the Health & Safety Team.
• Ensure building proximity passes are kept secure and are issued, monitored and controlled in accordance with departmental policies.
• Work to agreed targets and indicators, managing resources and using ICT systems to support your work.
• Manage contentious or sensitive issues, referring to your manager when necessary.
• Support the OPG Estates Manager/Estates Lead in maintaining OPGs ongoing tenancy arrangements at all it's Midlands sites.

Due to the nature of the role

• Some out of hours work may be required at short notice
• Some travel to other OPG and MOJ sites may be required.

Responsibilities will include: Team Leader Be responsible for the day-to-day management of the FMT. Understand and act on all relevant HR policies; Conduct, Performance Management, Attendance etc. Ensure staff are trained and equipped with the skills to carry out their duties' providing the relevant developmental opportunities as appropriate. Promote and raise awareness of the OPG values and the Civil Service success profiles. Encourage talent management using the PMR process, skills matrix and the success register. Provide on-going coaching and development to fully support the delivery of FMT functions. Ensure that the team's responsibilities are carried out effectively. Liaise with other team leaders to improve performance and resolve any arising issues. Work to agreed targets and indicators, managing resources and using ICT systems to support your work. Manage contentious or sensitive issues, referring to your line manager when necessary Building Management Liaise with relevant stakeholders to manage and resolve problems with building infrastructure as and when required maintaining positive and good working relationships including other tenants. To arrange and monitor the services provided (maintenance, cleaning, etc) as per the lease/contract. Ensure that the department receives quality maintenance services following the appropriate escalation route if required. Attend regular meetings with team leaders to discuss & resolve building related matters. Monitor the performance and delivery of the Victoria Square House (VSH) Service Management Team and the Total Facilities Management (TFM) contract to ensure compliance against service level agreements, raising concerns/take action where issues are identified. Promote a culture of excellent service delivery and continuous improvement Liaise with colleagues to ensure that work is effectively managed, fostering good working relationships across all areas of the business and with contractors, stakeholders and business partners. Proactively look for ways to improve the service delivery, and work with colleagues and your manager to suggest and introduce improvements. Participate in evaluating and improving your own performance: regularly review your performance record to assess your strengths and areas for development, and work with your manager to identify learning opportunities. Promote within the wider Estates/Facilities Management Team a culture of continuous improvement and excellent service delivery. Team working Work flexibly within the team to support and contribute to the aims, objectives and performance of the Estates/Facilities/Health & Safety and all other OPG teams. Delegate work to the team as appropriate, providing feedback on performance. Support the Learning and Development Strategy by use of the team's skills matrix and training plan ensuring that the team has the appropriate development and training opportunities. Agreed Expectations The successful candidate will be expected to work from their base location on a weekly basis in line with current Civil Service requirements, outside of any reasonable adjustments. Due to the nature of the role some travel to other OPG and MoJ sites may be required.

This role is not eligible for new Skilled Worker visas in accordance with the current immigration rules. From 22 July 2025, the Government introduced changes to the Skilled Worker visa route. The department cannot consider sponsoring you for this role unless you have held a Skilled Worker visa prior to the 22 July 2025 changes. If you have held a Skilled Worker visa continuously, please raise this during your vetting checks and eligibility will be assessed in accordance with the immigration rules and transitional provisions in place. If you are applying for this role and you have not held a Skilled Worker visa prior to the 22 July 2025 changes, you will need to consider your options for obtaining and/or maintaining your right to work in the UK in light of these changes. Successful applicants must ensure they have and maintain the legal right to live and work in the Civil Service and in the United Kingdom.

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 role: 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.

Essential Skills

• Excellent Customer service/communication skills with the ability to build strong working relationships throughout the organisation.
• Adaptable to prioritise/manage your own work and the day-to-day needs of the business.
• To be diligent, proactive and solution focused within a busy non-stop department.
• Experience of using Microsoft computer packages.

Desirable Skills The below criteria are desirable only. These will not be assessed throughout the recruitment process but will be used in the event of tied scores between candidates.

• Attention to detail
• Calm and reliable under pressure, Making Effective Decisions
• Working Together
• Delivering at Pace

The Office of the Public Guardian (OPG) protects people in England and Wales who may not have the mental capacity to make certain decisions for themselves, such as about their health and finance. We are an Executive Agency of the Ministry of Justice (MoJ), set up in 2007 following the introduction of the Mental Capacity Act of 2005.

OPG is responsible for registering lasting powers of attorney (LPA) and enduring powers of attorney (EPA) and supervising deputies who are appointed by the Court of Protection. OPG is a fantastic place to work offering a range of development opportunities. The OPG is a disability confident employer and is committed to developing a supportive and inclusive environment that reflects the diverse community we serve. OPG is currently delivering an ambitious transformation programme. This will change the way we provide services and help us meet the growing needs of our users, partners and our stakeholders. It will make sure our users experience a better level of support and will help us to respond to the changing needs of society. Transformation will ensure we can better support adults at risk and create high-quality services that are accessible and affordable.

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

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.
• 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

1. To Transformative Business Services (0345 241 5359 (Monday to Friday 8am - 6pm) or e mail [e-mail]);
2. To Ministry of Justice Resourcing team ([e-mail]);
3. 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.