This position is based at THM Prison Wymott Leyland, PR26 8LW Job Summary Please refer to Job Description Overview Job description The MoJ Property Directorate is a customer focused organisation that exists to enable our customers to perform to their very best. We do this by providing high quality, easy to use services, and working environments that our customers want to work in, which support them to deliver their individual outputs efficiently. Our job is to manage one of the most diverse and complex estates in Government – hosted by the Ministry of Justice (MoJ). Our remit brings together a property portfolio including Prisons, Probation, MoJ HQ and Arm’s Length Bodies. MoJ Property provides specialist services including Facilities Management, Health and Safety, Fire Safety, Security, Technical Design expertise and Sustainability. Additionally, we have dedicated business management teams supporting the entire Directorate and each of our partners is supported by Account Management teams. We are part of the Government Property Profession (GPP) and through active membership and engagement we will work with the Office of Government Property to develop the maturity of the profession and encourage our people to join the GPP. We aim to build our capability through training and recruitment, aspiring to be the best that we can be as individuals and as a Directorate. We continue to deliver new ways of working across our portfolio leading on the scale and pace of activity for central government. Our approach involves proposing effective solutions, offering dynamic and flexible workspaces, and significantly reducing the cost of the estate. Job Description, Duties And Responsibilities Responsibilities will include the following: Organise, produce and maintain accurate and well-presented work within their team / unit / group. Responsible for maintaining administrative processes within specified timescales for their area of work. Prepare Senior Leader reports enabled by accurate project data entry, maintenance of spreadsheets and databases, routinely quality assuring them – this can include restricted or confidential information. Daily management of the CEMAR system, ensuring all notices, including RFQ’s, Task Orders, EWNs etc. are being raised efficiently and accurately and ensuring the timely closure of notices. Responsible for validating the monthly Payment Applications which flows from the CEMAR system, ensuring this is reconciled against the Project Tracker. Responsible for producing (including drafting/presenting) Change Board submissions, ensuring deadlines are met. Play an active role in monitoring projects, liaising with the PMO and the Service Providers project management team. Coordinate and manage the final account process for all projects upon completion, ensuring that the financial data is accurate. Support in taking minutes/notes from the weekly project’s progression calls and writing them up to a high standard and following up on actions. Provides a first line of response to stakeholders, supply chain and delivery colleagues. Act as first point of contact for general administrative support as and where required. This may involve chasing up outstanding information, updating, and closing cases on the tracking system, retrieving files/ information and interrogating databases to obtain information. Act as contact point for all communications to the team. Prioritise and distribute communications to the appropriate person or relevant department. Prepare paperwork for checking by manager, conducting initial checks as required. Act as I-Procurement and Quantum Point of Contact requisitioner. Maintaining, logging and processing documents for the unit within given timeframe. Manage the functional mailbox(s) action any issues and where needed log the request in the relevant folder/spreadsheets. Manage and progress the daily PD Vetting Requests, ensuring that all requests are processed, and all queries are actioned within the required SLA, ensuring accurate data entry to the PD Vetting tracker to allow all vetting requests to be tracked and reported. Establish and maintain good collaborative relationships, with the service providers and other stakeholders. Essential Skills and Experience A good working knowledge of the Microsoft Office Products e.g. Excel and PowerPoint. Good communication skills and the ability to communicate at all levels of the organisation. Excellent written and oral communication skills. Building effective relationships with a range of stakeholders by various forms of communication. Tenacity and drive, with a proven ability to resolve problems swiftly and deftly. Ability to exercise significant judgement to analyse situations and develop new approaches, factoring in awareness of the estate’s strategy, and a thorough understanding of the relevant organisation’s strategy. Demonstrate commitment to the organisation’s values and behaviours, equal opportunities and diversity, service regulatory frameworks and requirements, responsibilities under Health and Safety, risk management and security, and protection of information. Qualifications Further Opportunities Opportunities exist to develop skills and gain qualifications in the area. Opportunities to undertake Business and Administration/HR Apprenticeships. Behaviours We will assess you against these behaviours during the selection process: Changing and Improving Communicating and Influencing Working Together Delivering at Pace Flexible working hours The Property Directorate offers a flexible working system in many teams. Requests for reduced hours contracts will be considered in line with business needs. This is a full-time role. We welcome and encourage applications from everyone, including groups currently underrepresented in our workforce and pride ourselves as being an employer of choice. We are happy to accommodate any reasonable adjustments you may require during the selection process. To find out more about how we champion diversity and inclusion in the workplace, visit: https://www.gov.uk/government/organisations/ministry-of-justice/about/equality-and-diversity The Directorate is supportive of and encourages flexible working. Non-civil service candidates will start on the pay band minimum. Qualifications Further Opportunities Opportunities exist to develop skills and gain qualifications in the area. Opportunities to undertake Business and Administration/HR Apprenticeships. Behaviours We will assess you against these behaviours during the selection process: Changing and Improving Communicating and Influencing Working Together Delivering at Pace Flexible working hours The Property Directorate offers a flexible working system in many teams. Requests for reduced hours contracts will be considered in line with business needs. This is a full-time role. We welcome and encourage applications from everyone, including groups currently underrepresented in our workforce and pride ourselves as being an employer of choice. We are happy to accommodate any reasonable adjustments you may require during the selection process. To find out more about how we champion diversity and inclusion in the workplace, visit: https://www.gov.uk/government/organisations/ministry-of-justice/about/equality-and-diversity The Directorate is supportive of and encourages flexible working. Non-civil service candidates will start on the pay band minimum. Person specification Please Refer To Job Description Behaviours We'll assess you against these behaviours during the selection process: Changing and Improving Communicating and Influencing Working Together Delivering at Pace Alongside your salary of £28,312, Ministry of Justice contributes £8,201 towards you being a member of the Civil Service Defined Benefit Pension scheme. Find out what benefits a Civil Service Pension provides. 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 Selection process details This vacancy is using Success Profiles (opens in a new window), and will assess your Behaviours, Strengths and Experience. https://justicejobs.tal.net/vx/candidate/cms/About%20the%20MOJ Feedback will only be provided if you attend an interview or assessment. This vacancy is using Success Profiles (opens in a new window), and will assess your Behaviours, Strengths and Experience. Security Successful candidates must undergo a criminal record check. Successful candidates must meet the security requirements before they can be appointed. The level of security needed is counter-terrorist check (opens in a new window).See our vetting charter (opens in a new window). People working with government assets must complete baseline personnel security standard (opens in new window) checks. Successful candidates must undergo a criminal record check. Successful candidates must meet the security requirements before they can be appointed. The level of security needed is counter-terrorist check (opens in a new window).See our vetting charter (opens in a new window). People working with government assets must complete baseline personnel security standard (opens in 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 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) 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. 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). This vacancy is part of the Great Place to Work for Veterans (opens in a new window) initiative. Once this job has closed, the job advert will no longer be available. You may want to save a copy for your records. Contact point for applicants Job Contact : Name : SSCL Recruitment Enquiries Team Email : moj-recruitment-vetting-enquiries@resourcing.soprasteria.co.uk Telephone : 0345 241 5359 Recruitment team Email : moj-recruitment-vetting-enquiries@resourcing.soprasteria.co.uk Further information Appointment to the Civil Service is governed by the Civil Service Commission’s Recruitment Principles. I you feel a department has breached the requirement of the Recruitment Principles and would like to raise this, please contact SSCL (Moj-recruitment-vetting-enquiries@gov.sscl.com) in the first instance. If the role has been advertised externally (outside of the Civil Service) and you are not satisfied with the response, you may bring your complaint to the Commission. For further information on bringing a complaint to the Civil Service Commission please visit their web pages: http://civilservicecommission.independent.gov.uk/civil-service-recruitment/complaints/ https://jobs.justice.gov.uk/careers/JobDetail/5696?entityId=5696