UK Ministry of Defence
DIO - Soft FM Facilities Manager
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This position will be based at Dreghorn Barracks with a requirement to travel to other sites across the Scotland South Service Delivery Area.
Job Summary
Do you want to work for the Defence Infrastructure Organisation (DIO) and care for the Defence Estate? DIO enables Defence to live, work, train and deploy, all with sustainability in mind. From net carbon zero accommodations to runways for the F35 fighter jets; our outputs are unique in the UK and across the globe!
Learn more about Defence Infrastructure in our Candidate Information Guide attached.
Job Description
The DIO Soft FM Facilities Manager is responsible for Soft FM delivery within their delegated area of responsibility across the Scotland South Service Delivery Area (SDA). The Soft FM Facilities Manager is responsible for contract management, stakeholder engagement, performance assurance, risk management and issue resolution activities across their SDA reporting to the Senior Facilities Manager (SFM).
Soft FM outputs are delivered via a contracted Industry Partner that is assured by DIO as the contract authority. The contract delivers a core set of standardised Soft FM services including catering, retail and leisure, cleaning and associated services including window cleaning, laundry, dry cleaning, tailoring, short term catering, portable ablutions and waste management.
Key Responsibilities Include:
- Acting as a key customer interface and Soft FM subject matter expert across sites
- Proactively address challenges in a timely manner and raise as appropriate, engaging others as necessary
- Facilitate the explanation of issues in a way that the customer can understand. Listen and understand the needs of Customer groups, balancing these within contract deliverables
- Providing an active presence on site(s) to develop and maintain effective relationships with customers, suppliers and site users
- Conduct weekly and monthly site governance meetings where required, ensuring a high level of interaction and support, in accordance with DIO Standard Operating Procedures (SOPs)
- Ensure that the mandated monthly performance reports are produced by the Industry Partner and available one week prior to SFM Monthly Meetings
- Be the key contact for issues raised and facilitate resolutions for service delivery issues, using available data to inform decision making
- Ensure all assurance activities are being undertaken to ensure contracted services are delivered to Key Performance Indicators
- Utilise the Defence Share portal for input of early warnings, occurrences and other contractual events where identified
- Process paperwork for official functions and portable ablutions
- Manage requests for contract amendments for all core and enabling services
- Undertake assurance activities for contract management, catering, retail, leisure and waste
- Undertake any other tasks reasonably expected of the role to support Defence and wider government objectives
This is an opportunity to manage high-profile Soft FM service delivery across a diverse Defence estate, working with military units, stakeholders and industry partners to ensure the effective delivery of essential services.
Person specification
The DIO Soft FM Manager occupies a pivotal position between the customer and Industry Partner and is key to managing their relationship and as such will act as the DIO interface between both parties. They will act as the DIO Point of Contact for delivery of Soft FM services within their SDA working closely with the Industry Partner and End User to ensure the satisfactory provision of the contracted services as detailed in the Soft FM Service Information Packs.
Essential Criteria:
- Facilities management, property management, building services or operational estate management experience
- Experience in customer relationship management and stakeholder engagement
- Experience managing suppliers, contractors or service providers, including performance monitoring and issue escalation
- Adaptability to manage changing priorities and tight deadlines
- Competent user of Microsoft Office 365 with aptitude for working with bespoke Defence digital tools and data systems
- Full UK driving licence is required as some sites across the Scotland South Service Delivery Area are not accessible by public transport
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Desirable Experience
Experience of commercial and contract management.
Desirable Qualifications
Membership of the Institute of Workplace and Facilities Management (IWFM), or an equivalent relevant professional body. Candidates who are actively working towards achieving a recognised professional qualification are also encouraged to apply.
Licences
As this role requires frequent visits to our sites, some of which are remote, the successful candidate is expected to hold a current Full UK driving licence.
Behaviours
We'll assess you against these behaviours during the selection process:
- Managing a Quality Service
- Working Together
- Communicating and Influencing
- Making Effective Decisions
We only ask for evidence of these behaviours on your application form:
Managing a Quality Service
Benefits
Alongside your salary of £37,720, Ministry of Defence contributes £10,927 towards you being a member of the Civil Service Defined Benefit Pension scheme. Find out what benefits a Civil Service Pension provides (opens in a new window).
- Learning and development tailored to your role
- An environment with flexible working options
- A culture encouraging inclusion and diversity
- Civil Service pension with an employer contribution of 28.97%
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 office-based employees will be expected to spend a minimum of 60% of their working time in office, subject to capacity and any required workplace adjustments. Requirements to attend other locations for official business, or work in another MOD office, will also count towards this level of attendance. Applicants can request further information regarding how this may work in their team from the Vacancy Holder (see advert for contact details). Defence Business Services cannot respond to any questions about working arrangements.
Please Note:
- The post does not offer relocation expenses.
- External recruits who join the MOD who are new to the Civil Service will be subject to a six-month probation period.
- Expenses incurred for travel to interviews will not be reimbursed.
- Please be advised that the Department is conducting a review of all pay related allowances which could impact on those allowances that the post currently being advertised attracts.
- Any move to MOD from another employer will mean you can no longer access childcare vouchers. This includes moves between government departments. You may however be eligible for other government schemes, including Tax-Free Childcare. Determine your eligibility at https://www.childcarechoices.gov.uk/.
- The Ministry of Defence is committed to providing a safe and healthy working environment for its staff which includes educating them on the benefits of not smoking, protecting them from the harmful effects of second-hand smoke and supporting those who want to give up smoking. Under the Smoke-Free Working Environment policy, Smoking and the use of all tobacco products (including combustible and chewing tobacco products) will not be permitted anywhere in the Defence working environment however some exemptions are in place, please refer to local guidance. The policy is Whole Force and includes all Defence personnel, contractors, visitors and other non-MOD personnel. All applicants seeking, considering, or accepting employment with the Ministry of Defence should be aware of this policy and that it is already in place at a number of Defence Establishments.
- MOD Recruitment Satisfaction Survey – We may contact you regarding your experience to help us improve our customer satisfaction. The survey is voluntary and anonymous. You may however be given the opportunity to provide additional information to help us improve our service which includes the collection of some personal data as defined by the United Kingdom General Data Protection Regulation (UK GDPR). The MOD Privacy Policy Notice sets out how we will use your personal data and your rights.
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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 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. Where a Behaviour is assessed, we recommend using the STAR technique to format your responses at both application and interview stage.
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 candidates will be appointed on merit.
Candidates will be required to provide CV details to include job history, qualifications and previous skills and experience.
Candidates will be required to provide a statement of suitability (500 words) which should demonstrate your experience in facilities management and how you meet the essential criteria above.
At sift, Candidates will be assessed against their CV and Personal Statement and the following:
Behaviour:
Managing a Quality Service
In the event of a high number of applications, the sift will be based on CV and Personal Statement only.
Behaviours:
At interview, Candidates will be assessed against the following:
- Managing a Quality Service
- Working Together
- Communicating and Influencing
- Making Effective Decisions
Further Information:
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
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