Facilities Management (FM) Contracts Co-ordinator

Job summary

The Home Office works to build a safe, fair and prosperous UK. We achieve this through our work on counter-terrorism, policing, crime, drugs policy, immigration and passports.

The Corporate Services Group works closely with the Home Office’s policy and operational commands to enable us together to deliver the department’s priorities. The group is comprised of different teams and professional functions, including Commercial, Communications, Finance, People, Portfolio and Project Delivery, Private Office, Security, Estates and Information.

The Facilities Management (FM) Contracts Co-ordinator role is available in the Home Office Property Services (HOPS) team. The post holder will primarily be responsible for the end-to-end management and administration of security clearance processes, providing guidance and support to our Total Facilities Management (TFM) supplier partners, other contractors and staff. In addition, the post holder will provide administrative and advisory support to the Contracts, Technical and Operational FM teams, key stakeholders and supplier partners. This is a key role in the successful delivery of Facilities Management (FM), technical and contract management.

Job description

HOPS are responsible for providing expert property services to the department. The estate comprises of office space, Border Force premises, warehousing, conference and residential buildings, and public access properties.

Our property teams work with a variety of stakeholders within the department, across Government and with external suppliers to deliver a range of projects, change and improvements, estate management and facilities management, to support the department in delivering our strategic ambitions of a smaller, better, greener estate in line with the Government Property Strategy, and operational and political priorities.

The FM Contracts Co-ordinator role is responsible for supporting the FM Contract & Technical Management team in delivery of technical expertise and guidance, leading on security clearance processes and supporting the team in delivery of statutory compliance, operational FM service delivery and asset management. The post holder will support the alignment to government functional standards and enable FM service delivery activities to support the running of the Home Office estate, delivering a compliant, quality service and value for money.

Key Responsibilities

• Manage the security clearance processes and applications for supplier partners and stakeholders, providing guidance and advice, and monitoring and tracking the progress of applications through to conclusion.
• Lead in the collation, checking and sharing of relevant security processes and site stakeholder requirements across complex buildings such as airports and ports, being a central point of contact to deal promptly with queries as they arise.
• Produce required reports and ad-hoc reports utilising datasets and data obtained from the Computer Aided Facilities Management (CAFM) system and Suppliers.
• Accurately analyse data to provide insight and understanding. Ensure data accuracy and integrity, investigating anomalies thoroughly and making necessary corrections.
• Assist with the design and management of key Contract processes, particularly in the field of security clearance, asset management, FM and building data capture.
• Ensure timely performance reporting, monitoring, and assurance, and that all information reporting cycles are met.

Working Pattern

Due to the business requirements of this role, it is only available on a full-time basis.

Travel

This role will require travel to Home Office sites (UK wide) which would be at least monthly and could require some overnight stays.

Person specification

Essential criteria

• Knowledge of security clearance or similar processes
• Experienced in process development, and data management.
• Experience in sharing best practice, working with multiple stakeholders and suppliers.
• Able to lead and be an independent central point of contact for security clearance and general queries, by advising and signposting.
• Hold, be working towards or willing to work towards relevant accreditation aligned to the GPP career framework.
• Ability to understand and interpret complex datasets, security clearance processes and key performance indicators.
• Have skills and experience in Microsoft Office, with proficiency in Excel.
• Ability to prioritise workload in a fast-paced environment, maintain accuracy and attention to detail and meet quality standards.

Desirable Criteria

• Knowledge of facilities management, building and asset management and implementing digital innovation.

Behaviours

We'll assess you against these behaviours during the selection process:

• Communicating and Influencing
• Managing a Quality Service

Technical skills

We'll assess you against these technical skills during the selection process:

• GPP: Analytical Decision Making

Benefits

In addition to your salary, a career with the Home Office offers a range of benefits, including:

• A Civil Service pension with an employer contribution of 28.97%.
• In-year reward scheme for one-off or sustained exceptional personal or team achievements.
• 25 days annual leave on appointment, rising with service to 30 days.
• Eight days of public holidays, plus one additional privilege day.
• Where business needs allow, some roles may be suitable for a combination of office and home-based working. This is a non-contractual arrangement where all employees will be expected to spend a minimum of 60% of their working time in an office.
• See more of our benefits on our careers website.

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Things you need to know

Artificial intelligence

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, Experience and Technical skills.

This gives us the best possible chance of finding the right person for the job, drives up performance and improves diversity and inclusivity.

We will endeavour to conduct the selection process in line with the dates ind