Assistant Project Manager

Assistant Project Manager

The Estates Directorate is accountable for the delivery of all aspects of real estate services and the work we do is critical in ensuring the vital work that the Department undertakes is enabled effectively. The commercial estate is the largest within Government and our diverse national property portfolio reflects this scale. It is a unique mix ranging from modern corporate centres, multi-occupied Service Centres, to its frontline high street services.

We are responsible for the Department’s 900+ workplaces, which provide workplaces for 90,000 employees and a UK wide presence for all those that visit us. The Department relies on us to provide safe and secure buildings that are fit for purpose and meet the needs of the business.

The Department is also committed to delivering Sustainability and Net Zero Carbon improvements across its estate, demonstrating leadership in making the public estate smaller, better, greener. The work you will be undertaking is therefore crucial in us meeting the needs of all those who use our services.

This role will represent the Estates as the intelligent client in delivery the of supply chain requirements to our Estates. This role will foster a collaborative relationship with the supplier, to drive innovation and identify improvement opportunities.

Key accountabilities

• Reporting into the Hard Service Supply Chain Delivery Manager (SCDM), this role will support the SCDM in the overall delivery of services and supplies from the Estates Supply Chain Partners.

• As directed by the SCDM this role will work in conjunction with internal stakeholders and external parties to assure the highest quality services are delivered to the Estate

• Collaborating with Service Delivery Operations, Projects, change teams, as well as the wider Estates Teams and other supplier stakeholders to establish relationships and identify issues with suppliers and find methods to resolve arising problems.

• As directed by SCDM, collaborating with the supplier and stakeholders to explore innovative methods of collaboration to provide cost-effective solutions and improve service.

• Supporting the delivery performance of the supplier, ensuring contracted services are discharged correctly. working closely with Category Management (Commercial team) and Supply Chain Management team on issues that require day to day commercial input or escalation as well as working closely with Estates’ H&S, Asset and Compliance teams to deal with supplier issues and escalations.

• Working with the SCDM to support delivery of supply chain requirements, collaborating with internal teams to resolve supplier issues, understanding the supplier constraint and delivery difficulties and work with them and stakeholders to provide solutions, undertaking a review of Management Information, identifying potential gaps in service, and collaboratively developing corrective actions with the supplier, Commercial and SCM.

• Supporting the management and coordination of the Integrator CAFM system and associated supplier systems.

• Managing complaints and escalations around supplier services

• Producing reports in Excel, PowerPoint and Power BI, attending meetings as required by the SDM.

Relationship management

• Effectively supporting the supplier/client relationship across the Estates stakeholders, this role will support translation of Estates’ business requirements into the services required and support Category Management team and SCM team to oversee the contractual relationship between the company and the Supplier Partner.

• This role will work collaboratively to ensure Estates Control Framework and End 2 End processes are effectively embedded and articulated across with the Supplier Partner and monitor the performance of the Supply Chain and the health of the relationships.

• Supporting to build a strategic and collaborative relationship with the Supplier Partner to foster innovation and actively identify risks, continuous improvement opportunities to improve service, efficiencies, and value for money.

• Ensuring the Supplier Partner delivers outcomes that our customers need and at the requisite service quality.

Change Management

• Supporting Stakeholder service change requests, validating operational / business requirements with the Estates stakeholders.

• Supporting information on financial forecasts and budgets.

• Collaborating on Early warnings, Compensation events and Change requests within NEC3/4 constraints.

• Support maintaining records of all decisions made and instructions issued to the Supplier Partner. Maintaining an auditable change control register

• Working closely with the broader Estates Service Delivery team, ensure change requests accurately reflect company requirements. Overlaying supply chain insight and operational information to determine required changes in scope, service, and volume to accurately reflect company requirements.

• Collaborating with the internal stakeholders and Cost and Supplier Performance Management team to ensure changes to service matrix are accurately captured reflected in contract changes and the Application for Payment (AFP) process. Ensuring budget holders understand the change in costs, provide supporting data to secure their approval and raising any issues or concerns with the appropriate stakeholder.

Strategy

• Working alongside the wider Estates Supply Management Team, providing support in development and implementation of Estates’ Integrator and the Service Delivery performance management framework and category strategy.

• Have detailed understanding of the relevant supplier category strategy to support implementation and development plans as agreed by the Category Management team and the Estates stakeholders.

Health & Safety

• Support in channelling requests for information for personal injury claims related to the Supplier Partner to enable receipt of timely information to support development of the company response to personal injury claims.

• Working with the Estates H&S team to monitor the Supplier Partner in meeting their Health and Safety obligations and reporting when any commensurate corrective action is necessary.

Direct reports (internal employees/external parties)

Essential Skills, Knowledge & Experience

• Experience of contractor service delivery management best practice and awareness of innovations and changes within the industry

• Understanding of CAFM systems to engage with the integrator to ensure compliance data is accurate and required reporting is maintained.

• Operational experience of working with hard/soft facilities management contracts and with a range of suppliers

• Ability to work on multiple complex projects across multiple locations, delivering success and developing reports.

• Good stakeholder management skills, confident in communicating with internal and external stakeholders at various levels of seniority, engaging and collaborating to build effective networks in order to deliver goals and objectives.

• Proven ability in articulating data in power BI to transfer into reports to present to SLT

• Understanding of “Continuous Improvement Programme” implementation with Strategic Suppliers

• Awareness of Supplier and Customer Relationship Management tools and techniques

• Understanding of risk management strategies and processes to manage key risks and develop contingencies (including manual intervention) where required.

• Ability to build effective client and stakeholder relationships.

• Management of National or Multi Site Contract

• Drive resolution of overdue PPMs and remedials to minimise any associated compliance risk.

Leadership attributes and behaviours

• Reflect on own work, continuously seek, and act on feedback to improve own and team’s performance. Ensure development objectives are set and achieved to address any gaps and improve delivery of current and future work.

• Have clear understanding of their role, responsibilities, and accountability within the team.

• Support continuous improvement of relevant standards, policies, processes, and governance relating to the role, identifying improvement opportunities, and owning their implementation where applicable.

• Collaborate with team members and cross functional colleagues to identify and implement improvements in ways of working, policy, process, and governance.