DIO - Estate Facilities Manager - South East

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).

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 required rectification plans, reporting progress and escalating as appropriate.
• Ensure infrastructure risks are recorded and updated on the DIO Risk Register.
• Collaborate with Land Management Services in the development of Billable Works Services for the Tenanted Estate and provide Contractual advice when needed.
• Periodically review and provide updates including Property Change Forms (PCFs) for the management and control of the DIO Asset Register on the Infrastructure Management System (IMS).
• Support the development of future works plans and programming via maintenance and reviewing forward works plans.
• Provide Programme related information and reports as required by the SEFM, UK DTE, 1* OS&Trg HQ, the Customer, wider DIO and other stakeholders.

Performance and Contract Management 20% of time

• Carry out the Delegated duties and responsibilities within Area of Responsibility, all in accordance with Delegations, Departmental Policy and Standard Operating Procedures.
• Be the escalation point for issues raised and facilitate resolutions for operational/service delivery issues, using available data to inform decision making.
• 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).
• Work with other DIO and Industry Partner staff to ensure actions from inspections/audits etc. are carried out in a timely manner. If funding is required, this is processes in accordance with TESC Billable Works policy in collaboration with the Industry Partner, UK DTE HQ and the Customer.
• Attend Contract and Progress meetings, as agreed by SEFM, to discuss contract performance. Raise any issues or concerns and identify opportunities for improvement to the SEFM and act as a Focal Point for matters that need to be escalated to the SEFM for resolution.
• 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.
• 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.
• Support assurance activity delivered by the Industry Partner in collaboration with DIO staff as directed.
• Support sites with the analysis of asset condition data to identify assets that do not meet Operational Training standard, finding opportunities to improve the estate and managing works packages to retain military training outputs.
• Offer advice to the Head of Establishment on any Contract and/or infrastructure matters.

Communication / Engagement and Stakeholder Management 10% of time

• Act as a key customer interface across their Area of Responsibility. Proactively address issues in a timely manner and escalate as appropriate; engaging other parts of DIO as necessary.
• Provide an active presence on site(s) to develop and maintain effective relationships with customers, suppliers, site users and key stakeholders.
• Develop and maintain effective relationships and regular communications with site users and stakeholders as appropriate to include the TESC Governance meetings, ensuring a high level of interaction and support. All in accordance with DIO Standard Operating procedures (SOP’s).
• Act as the Primary Point of Contact for Area of Responsibility and proactively address all stakeholders (both Internal and External to DIO) concerns and issues, raised formally or informally, ensuring that all interested parties are kept informed of emerging issues.
• Ensure sustainability initiatives are considered in all TFM activities; build and maintain a relationship with Sustainability Managers and Area Utilities Managers (AUMs); advise and work with Stakeholders to use site data to drive sustainable solutions; actively engage in energy and waste management.
• Adhere to and uphold collaborative working practices and principles (ISO44001) between Customers, DIO and Suppliers.

Financial Management 5% of time

• Apply delegated Financial Authority to the IMS process, ensuring that works are only authorised in accordance with the Business Rules and within Financial Delegations or in accordance with the IMS SOPs.
• Ensure Financial Propriety for all T&S transactions, including record keeping and audit requirements.

Other Roles and Responsibilities 5% of time

• Undertake and/or support to other workstreams as and when required by UK DTE HQ.
• Attendance at meetings as required or directed by SEFM, Regional Commander, and/or UK DTE HQ.

This job is broadly open to the following groups:

• UK nationals
• nationals of the Republic of Ireland
• nationals of Commonwealth countries who have the right to work in the UK
• nationals of the EU, Switzerland, Norway, Iceland or Liechtenstein and family members of those nationalities with settled or pre-settled status under the European Union Settlement Scheme (EUSS) (opens in a new window)
• nationals of the EU, Switzerland, Norway, Iceland or Liechtenstein and family members of those nationalities who have made a valid application for settled or pre-settled status under the European Union Settlement Scheme (EUSS)
• individuals with limited leave to remain or indefinite leave to remain who were eligible to apply for EUSS on or before 31 December 2020
• Turkish nationals, and certain family members of Turkish nationals, who have accrued the right to work in the Civil Service

Further information on nationality requirements (opens in a new window)

This vacancy is using Success Profiles (opens in a new window), and will assess your Behaviours and Experience.

Please ensure that at the application and interview stages of the campaign you review the Success Profiles Framework to assist you in the demonstration of your skills and experience. ​

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Your suitability for the role will be assessed using the Success Profile elements that have been chosen for this campaign. Each element will be scored accordingly, and the successful candidate will be appointed on merit. ​

Candidates will be required to provide CV details to include job history; qualification details and previous skills and experience.

Candidates will be required to provide a statement of suitability in no more than 500 words.

At sift, you will be assessed against your CV, Statement of suitability and the following Success Profiles Behaviours:

• Working Together
• Communicating & Influencing

Applications will be sifted on all Success Profile elements, but in the event of a significant number of applications, an initial sift will be conducted on the lead behaviour of Communicating and Influencing.

At interview, you will be assessed against the following Success Profiles Behaviours:

• Communicating & Influencing
• Making Effective Decisions
• Delivering at Pace
• Working Together

Application sifting is scheduled to take place on week commencing: Early September

Interviews will take place in person at Hythe Ranges, Hythe week commencing Early to Mid September.

Please note these dates may be subject to change depending on business requirements.

​Please provide your evidence using the STAR Technique.

Situation: Describe the situation you found yourself in. You must describe a specific event or situation. Be sure to give enough detail for the job holder to understand. Where are you? Who was there with you? What had happened?

Task: The recruitment panel will want to understand what you tried to achieve from the situation you found yourself in. What was the task that you had to complete and why? What did you have to achieve?

Action: What did you do? The job holder will be looking for information of what you did, how you did it and why. Keep the focus on you. What specific steps did you take and what was your contribution? Remember to include how you did it, and the behaviours you used. Try to use “I” rather than “we” to explain your actions that lead to the result. Be careful not to take credit for something that you did not do.

Result: Don’t be shy about taking credit for your behaviour. Quote specific facts and figures easily understandable. What results did the actions produce? What did you achieve through your actions, and did you meet your goals? Was it a successful outcome? If not, what did you learn from the experience? Keep the situation and task parts brief.

Concentrate on the action and the result. If the result was not entirely successful describe what you learned from this and what you would do differently next time. Make sure you focus on your strengths. When providing your evidence please ensure that you avoid acronyms and company specific jargon.

The Civil Service embraces diversity and promotes equal opportunities. As such, we run a Disability Confident Scheme (DCS) for candidates with disabilities who meet the minimum selection criteria.

There may be occasions where it is not practicable or appropriate to interview all DCS candidates that meet the minimum criteria for the job. For example, in certain recruitment situations such as a high volume of applications, seasonal demand, or peak periods, the employer may wish to limit the overall number of interviews offered to both DCS and non-DCS applicants.

As a result of the changes to the UK immigration rules which came into effect on 1 January 2021, the Ministry of Defence will only offer sponsorship for a skilled worker visa under the points-based system, where a role has been deemed to be business critical. This role does not meet that category, and we will not sponsor a visa. It is therefore NOT open to applications from those who will require sponsorship under the points-based system.

Should you apply for this role and be found to require sponsorship, your application will be rejected and any provisional offer of employment withdrawn.

The Ministry of Defence requires all candidates who are successful at interview to declare any outside interests. These declarations will be discussed with successful candidates following the interview process and before a formal offer of employment is made, as some outside interests may not be compatible with MOD civilian roles. This will not, in the majority of cases, prevent employment in MOD, but it is a measure that must be taken to ensure that appropriate mitigations can be put in place to manage any potential, perceived or actual conflicts of interest from the first day of employment.

The Ministry of Defence adopts a zero-tolerance approach to unacceptable behaviours, which includes bullying, harassment, sexual harassment, discrimination, and victimisation. You will not be eligible and will not be considered for this post if you have been dismissed from a role for such unacceptable behaviours within the last five years. This will also apply if you resign or otherwise leave a role but, because of an adverse decision, would have been dismissed for gross misconduct had you continued in that employment. Pre-employment checks will be carried out.

Feedback will only be provided if you attend an interview or assessment.