
Role Title	Regional Facilities Manager

Job family group		Job family/ies	Grade	G7	Status

Role Purpose (250 words max)	The Regional Facilities Manager is responsible for managing all day-to-day operational HMCTS property and facilities management related activities across a specified region, ensuring buildings are fit for purpose, provide a safe environment and satisfy all statutory and legal regulations including repairs, preventative maintenance, catering, cleaning, portering, waste and security services. Support the Property Leads - North and South in working with HMCTS operational teams to develop and deliver the facilities management and capital / revenue spending strategy in line with the aims of the HMCTS estate strategy Maintain engagement with operational colleagues, to support the wider business, providing FM related advice to ensure the provision of justice continues. Direct management responsibility of a team of Facilities Managers within the region. Achieve a balanced financial position through agreed budget management process.

Key Accountabilities (600 words max)
Responsible for the effective management of the service provision suppliers to ensure that the region remains statutory and contractually compliant, escalate and report any short comings that will effect the operation and provision of Justice across the region and activities that will impact the relevant duty holders risk profile. Responsible for understanding the business needs of HMCTS in the region to support and implement excellent facilities management services within operational delivery, utilising own understanding of facilities management and the principles of performance monitoring to be able to define and implement appropriate systems and procedures. Monitor and implement dashboard reporting of progress and data for regular scrutiny and interaction within HMCTS including at senior levels, particularly considering customer service level metrics to monitor in conjunction with the HMCTS property directorate and wider operations to improve customer service across the estate, reporting issues and trends to senior leaders for consideration. Responsible for managing the external service providers relating to facilities management in the region and chairing the contract monthly regional meetings utilising understanding of the services provided by the contractor (at a strategic and operational level), contract types, documentation, terms and conditions and management requirements as well as relevant contract law (supported by HMCTS commercial and legal departments) to work effectively with contractors to deliver a high-quality, safe and effective facilities management service. Lead and support collaborative relationships across the region to ensure that HMCTS facilities management is continuously aligned to and supports the vision for the future, being visible and confidently engaging with internal stakeholders at all levels and regularly undertaking activities to engage and build trust with people involved in priority areas. Regularly report to the regional delivery director on initiatives, risks and issues arising in the region collaborating to source mutually agreeable outcomes. Manage and influence a diverse range of users and user demands to lead on the provision of an effective and timely service delivery to customers and stakeholders working with other HMCTS directorates and other government departments to understand best practice solutions for facilities management. Produce board level papers to update, influence and seek senior leadership agreement on key facilities management recommendations and initiatives, ensuring effective governance on Property decisions taking account of service demand and future end state following reform with correct metrics in place to effectively manage the portfolio. Represent region as a member of the Facilities Management senior management team regularly attending meetings to provide advice and challenge as necessary on key initiatives and issues, seeking agreement, reporting back and implementing outcomes in region. Lead and manage discrete projects as required to support capacity across the team and input into wider strategic and operational goals and priorities. Support the Property Lead Managers - North and South in working with HMCTS operational teams to develop and deliver the facilities management and capital / revenue maintenance spending strategy in line with the aims of the HMCTS estate strategy. Responsible for performance, risk management, assessment and contingency planning of facilities management in designated region having an awareness of service costs data and the impact that service variations can have on budgets whilst ensuring customers needs are met. Decisions may sometimes be at short notice with urgent responses required, which should be based on own knowledge and experience and evidence-based decision making. Support and interact with property directorate colleagues in lease and landlord matters and the management of capital and revenue projects contributing directly to their management and successes through providing operational views and helping in the development of standards and practices. Proactively engage with internal and external stakeholders to ensure associated facilities management plans support overall business delivery within an agreed programme of works, timeframes and budgets all successfully delivered to the constraints set, ensuring relevant issues are fed into strategic considerations and conversations. Give advice and negotiate within the region to achieve joint goals on facilities management issues representing the property directorate within the operational environment and building a network of key stakeholders which are important to the success of facilities management activities. Support Asset Managers and the Capital Delivery team in providing operational and facilities management perspectives on key project functions and initiatives to support wider property directorate aims and objectives.

Knowledge, Skills and Experience (500 words max)
The role holder will ideally have a technical hard of soft service qualification (e.g. Institute of Workplace and Facilities Management) or a suitable management qualification. A sound understanding of HMCTS’s business objectives would be beneficial. The ability to keep all stakeholders updated through excellent communication skills. Proficient in IT skills such as MS office, MS word, Excel & power point etc. Able to analysis key information from both in house and supplier portals and dashboard style systems, including the interpretation of data to manage through recommendations and risk profiling. An excellent understanding of risk across health, safety, security and contract profiles while producing appropriate recommendations to the relevant duty holders. Previous experience of managing budgets through string financial controls, and key value for money processes. Able to manage the expectations of key stakeholders, suppliers and operational staff through significant negotiation and influencing skills.

Problem Solving and Decision Making (300 words max)
Responsible for day-to-day provision, maintenance and improvement requirements for all property and facilities management requests within designated region as defined within the HMCTS estate and court reform to meet business requirements to an agreed service level ensuring high-quality, safe and effective facilities management services, delivery of a regional facilities management strategy, asset management and improvement and supporting the management of estate initiatives such as rationalisation and capital and maintenance spend in designated areas of responsibility. Responsible for the implementation and maintenance of a culture of service excellence giving clarity and clear explanations on facilities management issues to operational managers, senior leadership and service providers including ensuring suitable resources are implemented to manage the facilities management elements of property disposals activity and enabling works under the estates reform programme. Proactively anticipate issues and understand underlying causes before providing solutions and recommendations to problems that may be complex and varied in scope. Represent region as a member of the Facilities Management senior management team regularly attending meetings to provide advice and challenge as necessary on key initiatives and issues, seeking agreement, reporting back and implementing outcomes in region.

Management of Resources (250 words max)
Responsible for direct line management of Area Facilities Managers that will be geographically dispersed and oversight of their teams leading by example, role modelling ethics, integrity, impartiality, and the elimination of bias by building diverse teams and promoting a working environment that supports the Civil Service values and code. Lead, coach and mentor members of own team and wider facilities management colleagues to develop capabilities in line with business needs - including how to deal with asset, capital and facilities management challenges and problems. Manage day-to-day budgets for facilities management services to achieve service and financial objectives, relevant performance targets and support in compiling business cases to support longer-term strategic service developments ensuring that financial processes and protocols are adhered to.

Autonomy (250 words max)
Act as the single point of contact for regional delivery directors and colleagues at all levels as well as the key client-side contact for the service providers through term contract arrangements holding responsibility for managing HMCTS’s property and facilities management services across all serviced premises and buildings within designated region, escalating only the most complex of cases to senior management for technical steer to achieve outcomes. Lead and manage discrete projects such as required to support capacity across the team and input into wider strategic and operational goals and priorities. Act as the lead through engagement with the wider HMCTS property directorate team at all levels, ensuring that the wider estates strategy (capital developments, tenanted estate etc) is appropriately considered for your region.

Key Relationships and Contacts (300 words max)
Internal Collaborate with HMCTS Regional Colleagues to find facilities management solutions and proactively lead and manage property priorities and initiatives in the region. Liaise with the Head of Facilities Management Office to support key objectives such as reporting and monitoring of activities. Directly report to Property Lead - North or South to find solutions to complex and high-profile issues and support strategic goals Lead and manage a team of Area Facilities Managers delegating suitable accountabilities and responsibilities Support Asset Managers and the Capital Delivery Team in providing operational and facilities management perspectives on key project functions and initiatives to support wider property directorate aims and objectives. Liaise with HR colleagues to ensure all staff issues are managed in line with the business processes, such as, Sickness absence, capability, resilience and wellbeing. External Negotiate and influence Contractors and Suppliers to obtain the best quality service for HMCTS.