DIO - Estate Facilities Manager - South East

Job summary

The UK Defence Training Estate (UK DTE) Estate Facilities Manager (EFM) for the South East of England is part of the UK Training arm of Defence Infrastructure Organisation (DIO) Regional Delivery (RD) Overseas and Training Region (OS&Trg). The post holder is responsible for managing the delivery of Billable Works Services (projects) on behalf of our customer, through the lifecycle process in accordance with the Training Estate Support Contract (TESC) and DIO policy, working in collaboration with the Industry Partner.

The post holder is responsible for providing advice and direction to stakeholders, both internal and external, on the management and operation of the TESC contract. Act as First Point of Contact for Area of Responsibility.

The South East Region is responsible for sites in Hampshire, Oxfordshire, Surrey, Sussex and Kent. The Estate Facilities Manager’s (EFM) Area of Responsibility will cover all locations but will concentrate on specific locations in Sussex and Kent (Crowborough, St Martins Plain, Lydd & Hythe). The EFM is Line Managed by the South East Region Senior Estates Facilities Manager (SEFM).

This position is advertised at 37 hours per week.

Due to the nature of the role, part time and job share arrangements may be considered, subject to the requirement that full-time hours are fully covered (or business needs are met).

Job description

Be the primary point of contact for delivery of delegated Billable Works within your Area of Responsibility, working closely with the Industry Partner. This includes positively addressing issues in a timely manner and escalating as appropriate.

In support of the Overseas Training Infrastructure Cell (OTIC) plan and deliver the Command Infrastructure Delivery Plan (CIDP) through the project delivery lifecycle to include RDEL, CDEL and other funding programmes.

Use of the DIO Infrastructure Management System (IMS) to monitor for delivery and actions required to progress, invoice and complete works.

Attend site prestart and completion handover meetings. Inspect works to agree delivery to the required specification.

Review and monitor progress of works against projected in year delivery, highlighting any programme issues as appropriate and provide related reports as required.

Collaborate with Land Management Services in the development of Billable Works Services for the Tenanted Estate and provide Contractual advice when needed.

Maintenance and review of forward works plans including further development of tasks.

Chair (Co-Chair) and attend the Site Infrastructure Monthly Meeting (SIMM), which briefs the Head of Establishment (Regional Commander) on progress against TESC Core Contract Services, in accordance with DIO Standard Operating procedures (SOPs) and How to Guides (H2Gs).

Attend the ESC Regional Infrastructure Monthly Meeting (RIMM) which briefs the Assistant Head UK DTE on delivery progress against Billable Works Services.

Review and update all Area of Responsibility site risks monthly, ensuring they are documented on the DIO Risk Register and have mitigation plans in place.

Working with other DIO and IP staff to ensure that actions from inspections/audits etc are carried out in a timely manner and if funding is required this is processed in accordance with the contract and in collaboration with IP and DIO staff.

Manage interfaces and relationships with UK DTE South East, Industry Partner (IP), in house providers, other elements of DIO and external organisations on matters impacting on the estate and infrastructure.

Support across the rest of the Region where and when needed - particularly supporting the team to ensure that UK DTE South East’s priorities are resourced and delivered. This will mean working across the whole of UK DTE South East if that is required to meet business outputs.

Support sites with the analysis of asset condition data to identify assets that do not meet Ops Trg standard, finding opportunities to improve the estate and managing works packages to retain military training outputs.

Provide Contract advice and guidance, elevating to SEFM when required.

Adhere and promote ISO 44001 collaborative working practices and principles.

Manage and monitor Industry Partner performance in line with the TESC contract, escalating to the SEFM where necessary.

When required by the UK DTE HQ, support delegated Billable Works assurance tasks, including High Value Works Audits, Works in Progress and Retrospective Audits in accordance with Practitioners Guide EM/02.

Chair and attend TESC governance meetings in accordance with TESC timelines.

Attendance at Meetings as required or directed by SEFM.

Leadership and Management 5% of time

• Line Management of staff where required.

• Identify relevant development opportunities for self and those that you have line management responsibility for, participate fully in the exchange of knowledge and experience with others, establishing a culture of Learning from Experience.

• Complete all mandated training within the specified timeframe, all in accordance with respective MOD and DIO Skills framework and as detailed in the Post Mandatory Training section of this Job Description.

• Develop the skills and knowledge necessary to fully implement new processes and procedures to facilitate an effective contribution to the business outputs.

• Actively display the desired behaviours for Civil Service, MOD, and champion DIO Values and Behaviours.

• Ensure Financial Propriety for all transactions are maintained, both for self and those that you have line management responsibilities for, to include record keeping and audit requirements.

Programme Management and Delivery 55% of time

• In support of the Overseas Training Infrastructure Cell (OTIC) plan and deliver the Command Infrastructure Delivery Plan (CIDP) through the project delivery lifecycle to include RDEL, CDEL and other funding programmes.

• Monitoring and supporting current works programmes, which include maintain and sustain activities along with change works.

• Daily use of the Infrastructure Management System (IMS) to monitor for delivery and actions required to progress works; Reviewing submitted Statements of Need (SoN) and rejecting, progressing Endorsing SoN’s, Raising Work Tasks, Reviewing and progressing Options and Firm Price submissions, Raise Approval Routing Forms (ARF) and carry out the role of Requirements approver, Instructing tasks to the Industry Partner, Invoice request completed milestones, Complete tasks on IMS when works are completed.

• Be the primary point of contact for delivery of delegated Billable Works within your Area of Responsibility, working closely with the Supplier.

• Review and monitor progress of works against projected in year delivery, highlighting any programme issues as appropriate and provide related reports as required.

• Attend pre-start meetings as required.

• Attend site completion and handover meetings. Inspect works to agree delivery to the required specification and standard. Sign completion certificates and score the IP on the standard of delivery.

• Monitor and add to the HQ SharePoint Change Tracker. Adding requests for funding for in year reactive and high priority tasks that were not previously funded and adding any cost/time changes to the in year programme for approval.

• Attend the Regional Infrastructure Monthly Meeting (RIMM) which briefs the Assistant Head UK DTE on delivery progress against Billable Works Services.

• Work closely with all stakeholders to resolve programme issues, agree