Facilities Management (FM) Contracts Co-ordinator

The Home Office works to build a safe, fair and prosperous UK. We achieve this through our work on counter-terrorism, policing, crime, drugs policy, immigration and passports.

The Corporate Services Group works closely with the Home Offices policy and operational commands to enable us together to deliver the departments priorities. The group is comprised of different teams and professional functions, including Commercial, Communications, Finance, People, Portfolio and Project Delivery, Private Office, Security, Estates and Information.

The Facilities Management (FM) Contracts Co-ordinator role is available in the Home Office Property Services (HOPS) team. The post holder will primarily be responsible for the end-to-end management and administration of security clearance processes, providing guidance and support to our Total Facilities Management (TFM) supplier partners, other contractors and staff. In addition, the post holder will provide administrative and advisory support to the Contracts, Technical and Operational FM teams, key stakeholders and supplier partners. This is a key role in the successful delivery of Facilities Management (FM), technical and contract management.

HOPS are responsible for providing expert property services to the department. The estate comprises of office space, Border Force premises, warehousing, conference and residential buildings, and public access properties.

Our property teams work with a variety of stakeholders within the department, across Government and with external suppliers to deliver a range of projects, change and improvements, estate management and facilities management, to support the department in delivering our strategic ambitions of a smaller, better, greener estate in line with the Government Property Strategy, and operational and political priorities.

The FM Contracts Co-ordinator role is responsible for supporting the FM Contract & Technical Management team in delivery of technical expertise and guidance, leading on security clearance processes and supporting the team in delivery of statutory compliance, operational FM service delivery and asset management. The post holder will support the alignment to government functional standards and enable FM service delivery activities to support the running of the Home Office estate, delivering a compliant, quality service and value for money.

Key Responsibilities

• Manage the security clearance processes and applications for supplier partners and stakeholders, providing guidance and advice, and monitoring and tracking the progress of applications through to conclusion.
• Lead in the collation, checking and sharing of relevant security processes and site stakeholder requirements across complex buildings such as airports and ports, being a central point of contact to deal promptly with queries as they arise.
• Produce required reports and ad-hoc reports utilising datasets and data obtained from the Computer Aided Facilities Management (CAFM) system and Suppliers.
• Accurately analyse data to provide insight and understanding. Ensure data accuracy and integrity, investigating anomalies thoroughly and making necessary corrections.
• Assist with the design and management of key Contract processes, particularly in the field of security clearance, asset management, FM and building data capture.
• Ensure timely performance reporting, monitoring, and assurance, and that all information reporting cycles are met.

Working Pattern

Due to the business requirements of this role, it is only available on a full-time basis.

Travel

This role will require travel to Home Office sites (UK wide) which would be at least monthly and could require some overnight stays.

Essential criteria

• Knowledge of security clearance or similar processes
• Experienced in process development, and data management.
• Experience in sharing best practice, working with multiple stakeholders and suppliers.
• Able to lead and be an independent central point of contact for security clearance and general queries, by advising and signposting.
• Hold, be working towards or willing to work towards relevant accreditation aligned to the GPP career framework.
• Ability to understand and interpret complex datasets, security clearance processes and key performance indicators.
• Have skills and experience in Microsoft Office, with proficiency in Excel.
• Ability to prioritise workload in a fast-paced environment, maintain accuracy and attention to detail and meet quality standards.

Desirable Criteria

• Knowledge of facilities management, building and asset management and implementing digital innovation.