Job Description
Background primary1. The Reserve Forces and Cadets Associations (RFCAs) are central government bodies with Crown status, each with their own schemes of association, drawn up in accordance with Defence Council regulations, under the Reserve Forces Act 1996 (RFA 96).East Midlands Reserve Forces and Cadets Association (RFCA) is responsible for managing and maintaining the Army Reserves and Cadet premises across the East Midlands and contributes to wider Ministry of Defence (MoD) outputs. We play a leading role in strengthening the environment for the Armed Forces through building relationships with local communities and employers. We help deliver the MoDs youth support programme through the MoD sponsored Cadet Forces, providing opportunities for young people to reach their fullest potential, irrespective of background. We are also responsible for engaging with Reservists employers, supporting Reservists and Cadets, and assisting with recruitment of Army Cadet Force Adult Volunteers.Job DescriptionThe East Midlands RFCA Estate Manager plays a significant role in overseeing and supporting the management and assurance of Hard and Soft FM services in support of users of the Volunteer Estate, including Reserves and Cadets. In addition to Hard and Soft FM services the Estate Manager is responsible for all matters relating to the volunteer estate within Derbyshire and Nottinghamshire.Reporting to the Senior Estate Manager, the Estate Manager will work with industry partners and other stakeholders to support the assurance of the delivery of services to the Volunteer Estate for assets within their area of responsibility. This will include the oversight and support of all aspects of the delivery of day-to-day Hard and Soft FM services, contract and supplier management and the planning and assurance of the maintenance/minor works programme, acting as a point of contract to ensure customer needs are met. They will be expected to work closely with customers, industry partners, and other stakeholders in the planning, delivery and assurance of projects up to a value of €5m.In addition to professional qualifications appropriate to the role, key skills include contract and relationship management.The Estate Manager will be expected to deputise for the Senior Estate Manager as required.4. Principal Areas of Accountability, Tasks and DutiesLeadership and ManagementWorks collaboratively with all stakeholders including customers, other RFCAs and wider Defence organisations as appropriateDevelop team members andself, through the exchange of knowledge and experience and carry out line management duties ensuring that staff effectively meet their objectives and achieve their professional goalsEnsure direct reports are compliant with mandatory training requirements appropriate to their role, including continuous professional developmentEncourage innovation to support the development of a high performing team through continuous improvementPromote strong working relationships both within the team, customers, industry partners and other RFCAsDemonstrate a personal commitment to the aims and objectives of the RFCACommunication/Engagement and Stakeholder ManagementAct as point of contact for the assets within their area of responsibility, proactively addressing allinternal and external stakeholders concerns and issues, ensuring they are effectively addressed and/or escalated. Ensure all stakeholders are kept informed of the status of the concerns and issues raisedDevelop and maintain open, honest and collaborative working relationships with customers industry partners and other stakeholders as appropriateWork collaboratively with Suppliers to support the delivery of services to ensure performance against contract performance measures and identify opportunities for efficiencies and improvementsProvide an active site presence to help develop and maintain open, honest and collaborative working relationships with customers, industry partners and other stakeholders as appropriate.Ensure stakeholders, especially customers, are kept informed and willing to support delivery activity as requiredEnsure compliance with CRFCA and RFCA corporate approaches and messagingProgramme ManagementAdopt a programme management approach for assets within their area of responsibility, including working closely with customers and industry partners in respect of delegated Billable Works projects, including supporting the development of the Statement of Need and assurance of completed worksSupport the review and monitoring of progress of works against the Billable Works programme of activity, escalating any issues using the respective Early Warning, Recompense Events, Supplier Non-Performance, Defects, and risk management processesWork closely with all stakeholders to develop strategies to deal with programme issues, agree corrective actions, closely monitor developments on site, report progress and escalate as appropriateSupport the development of draft business cases ensuring they are of the required quality and output in accordance with CRFCA and wider Defence policyWork with customers and industry partners to support the Senior Estate Manager in the development of future Billable Works plans and programmesPerformance and Contract Management/AssuranceCarry out the delegated performance and contract management/assurance duties and responsibilities on behalf of the Senior Estate Manager, working closely with the industry partners and Independent Auditors on the preselected Hard FM works orders and tasks, to include High Value Works Audits, Work in Progress, Retrospective Audits, PPM, Grounds Maintenance and Asset File Checks, as required under Practitioner Guide EM02.Ensure Health and Safety compliance of Hard FM industry partner deliverables in accordance with SFG20 and SOP19/02 reporting and escalating any instances of non-compliance to the Senior Estate Manager as necessaryAddress matters falling short of the contracted standards and escalate to Senior Estate Manager any concerns that cannot be mitigated at a local levelEnsure customers receive regular reports on the delivery of Hard FM services to their respective area of responsibilityEnsure opportunities for exploiting benefits of the contract, including continuous improvement and innovation in the delivery of Hard FM services, are identifiedAs required, support all meetings with industry partners and/or customers as laid down in the contract to support the effective delivery of Hard FM servicesFinancial ManagementEnsure that Billable Works are only authorised in accordance with the agreed Business Rules and within Financial DelegationsProvide progress reports on site budget expenditure and updates to stakeholders on delegated Billable Works tasksEnsure Financial Propriety for all T&S transactions and other manpower associated delegations under your control is maintained, including record keeping and audit requirementsStaff management responsibilities: Line Manager for the Estate OfficerBudgetary responsibilitiesTo be determined through the Finance and Commercial WorkstreamSuccess ProfileExperiencea. EssentialClear demonstration of FM skills in both meeting customer needs and managing supplier relationshipsUnderstanding and complying with statutory, regulatory, and professional requirementsDesirableClear demonstration of contract management and assurance in an all FM environmentLocal management of key suppliers, able to support negotiations, management, or escalation issuesCommercial experience gained within a property, facilities management, or similar functionBehavioursLeadershipSeeing the Bigger PictureManaging a Quality ServiceCommunicating and InfluencingDelivering at PaceWorking TogetherGovernment Property Career Framework Requirements (Workforce & FM Facilities Management Practitioner):[A = Awareness; W = Working; P = Practitioner; E = Expert]Property Professional Expertise (P)Customer and Client Service (P)Stakeholder Engagement (P)Strategy and Business Planning (P)Analytical Decision Making (W)Technology and Innovation (W)Sustainable Practice (W)Commercial Acumen (P)Property Programme and Project Management (P)Health and Safety, Compliance and Inclusion (P)Professional Membership:Hold or be willing to work towards full membership of relevant professional body or have equivalent relevant experiencePost Mandatory TrainingIn accordance with People Learning PlanAdditional RequirementsRegular travel UK wide with occasional overnight stays.The job holder will be required to be vetted to Security Check (SC) level and DBS check.This job description should be discussed with your line manager at the time of receiving your annual Personal Development Report. Occasionally, in light of changes in business need your job description may need to change. You may be requested to undertake additional or other duties as directed by Line Management.The closing date for applications is Friday 6th March 2026. The shortlist of applicants called for interview will be notified as soon as possible after that date. Interviews will be held on Wednesday 25th March 2026 with the successful candidate appointed soon thereafter.
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