OPCC Hampshire - Hard FM & Projects Manager

Office of the Police Crime Commissioner for Hampshire and the Isle of Wight Hard FM & Projects Manager Candidate Information Pack


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The Office of the Police and Crime Commissioner

The Police and Crime Commissioner

Hampshire Constabulary

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The Police Estate

Specialist accommodation


Job Description

Key Responsibilities & Dimensions

Working for the Office of the Police and Crime Commissioner Key Dates and Application Process


Introduction The Office of Police and Crime Commissioner (OPCC) supports the Police and Crime Commissioner serving Hampshire and the Isle of Wight. The OPCC provides a link between Hampshire Constabulary and the communities they serve, ensuring the delivery of policing strategy. Hampshire Constabulary are one of the biggest forces in the country, and provide policing services to the people of Hampshire and the Isle of Wight. The Police and Crime Commissioner (PCC) is committed to reducing crime and making the region a safer place to live, through an increase in police officers in addition to an increase in officer visibility. With an estate of circa 130 properties including police stations and corporate assets, the OPCC owns a diverse, multi-site property portfolio which supports the changing needs of modern policing to support service delivery by Hampshire Constabulary. The Hard FM and Projects Manager will oversee estate compliance, planned and reactive maintenance programmes and capital works (BAU projects). Working closely with the Head of Estates, you will be responsible for driving and implementing a five-year asset management programme in line with the requirements of Hampshire Constabulary and the Police & Crime Commissioner’s (PCC) Estate Strategy. The appointed candidate will also work closely with the Soft Services Manager in the delivery of the day to day operations and Capital Projects Manager to advise on design and M&E requirements of new projects. The Hard FM and Projects Manager appointment offers the opportunity to be directly responsible for driving service delivery across property management, estate maintenance and facilities management on behalf of a high-profile emergency service organisation.


The Office of the Police and Crime Commissioner

The Police and Crime Commissioner (PCC) is elected by the public and is accountable to them for the performance of the police force in Hampshire and the Isle of Wight. The PCC provides a link between the force and the communities they serve, translating the legitimate demands of the public into action. They set the strategy for policing and reducing crime and disorder, through their Police and Crime Plan, and set the budget and the council tax precept. The PCC owns all police assets – including the police estate. The PCC is normally elected on a four-year cycle, with the next election due in 2024. The Police and Crime Commissioner’s team is made up of around 40 experienced people, led by the Chief Executive. The people who work with the Commissioner include experts in areas such as policy; scrutiny; finance; communications and engagement; and business administration.


The Police and Crime Commissioner

Donna Jones was elected as Police and Crime Commissioner in May 2021. ” Whilst reducing crime is important, preventing it happening in the first place is even more so. The additional funding the government has committed to Hampshire Constabulary is an opportunity to build a police force that works for the residents of Hampshire and the Isle of Wight, from improving the 999 and 101 service to giving you feedback when you’ve reported a crime. I want to make Hampshire and Isle of Wight one the safest place to live in the country. “ Donna has been a Magistrate in Hampshire for sixteen years. This has helped her develop a strong background in criminal justice. When she was appointed by the Lord Chancellor in October 2005, she was the youngest member of the judiciary in England and Wales. From 2014-2018 Donna was the first woman to be elected the Leader of Portsmouth City council in Hampshire, presiding over a £780 million budget. She has a thorough understanding of managing public sector finances; of generating new income and removing wastage from outdated contracts ensuring your taxes are spent wisely.

Donna is Hampshire born and bred. Her professional background is in banking.

Donna is committed to investing in the OPCC estate in order to accommodate increased officer numbers, ensure that the portfolio supports the needs of officers and creates a commercial and collaborative approach to property.


Hampshire Constabulary

Hampshire Constabulary are the fifth largest police force in the country, delivering policing services to the people of Hampshire and the Isle of Wight. The Constabulary, made up of over 5,000 officers, has retained a strong neighbourhood policing approach.

Our purpose is to deliver SAFER communities and the scale of this challenge includes:

• Policing across 1,500 square miles, land which is largely rural but with densely populated cities. • The changing face of crime, with similar trends to those nationally in terms of increased reports of cyber-crime, child sexual exploitation and domestic abuse. • A significant transport network including the M27 and M3, key rail hubs and two international airports. • Critical national infrastructure sites to keep safe such as the ports in Southampton and Portsmouth and crucial oil refineries.


The Police Estate

The Hampshire and Isle of Wight police estate has been changing to meet the needs of Hampshire Constabulary police officers, staff and the communities they serve and to ensure it is fit for the future. There are circa 130 owned, leased or partnership properties that form the police estate. These range from large Police Investigation Centres (PICs) with custody suites, police stations, offices, to vehicle workshops and specialist facilities. The police workforce comprises of over 5,000 officers, PCSOs and police staff. In some locations the PCC partners with local government or HIWFRS to provide shared facilities. A forward thinking, business case driven corporate approach to the provision of both the built estate and services required to support the estate has been adopted. This has fundamentally changed both the working environment and the way people feel about the places in which they work. We are leading the way in state of the art police investigation centres, now open and operating in Southampton, Basingstoke and Portsmouth.

The programme to restructure the estate aims to:

• Provide better support to frontline services and to better align the whole estate with the changes that will continue to be required in operational policing. • Complete construction work without impacting police budgets through the sale of police buildings that have reached the end of their economic life or are no longer fit for the purpose. • Ensure that both the quality and the value of the estate continue to improve and increase through the reinvestment of these capital receipts.


Specialist accommodation

Some police services require extremely specialist accommodation, some of which had not been replaced for over 60 years. One strand of the programme has seen the complete re-provided accommodation for Custody and Investigation Teams through three PICs in Southampton, Basingstoke and Portsmouth.



A key part of the programme is the development of strong partnerships across the public sector, with emphasis on blue light collaboration.

Working with Hampshire Fire and Rescue

• Shared Headquarters in Eastleigh has been providing both policing and fire service shared office accommodation, training, conferencing facilities, and uniform stores since 2016.

Working with local authorities and central government

• In partnership with Hampshire County Council, Hampshire Constabulary’s new Operational Headquarters in the heart of Winchester has been developed. This replaced the old headquarters at West Hill. • Neighbourhood bases at Rushmoor Borough Council, Basingstoke and Deane Borough Council and New Forest District Council, New Milton Town Council, Hart, Portsmouth, Southampton, Gosport, Isle of Wight and East Hampshire are in place along with shared accommodation at various Hampshire Fire and Rescue sites.

Working with national partner organisations

• Working with the Government Property Unit, the Ministry of Justice, the Probation Service and the Community Rehabilitation Company to continue to build and strengthen partnerships across the public sector. • Hampshire is the main link with the Home Office for the National Police Estates Group providing specialist advice to help deliver up to £300 million savings for police forces across the country. 9

Job Description

Job Title

Hard FM & Projects Manager

Department Estates

Responsible to

Head of Estates


Winchester with travel across the portfolio


The Office of the Police & Crime Commissioner (OPCC) are developing their estates Strategic Plan which will set out the forward direction of the organisation’s property estate and how this will be managed and maintained. This includes working with other public-sector organisations to share properties, embed principles of our property and estates strategy and provide first class facilities and maintenance management across the county. The Estates team work to bring excellent service to the organisation across property management, estate maintenance and facilities management. This role will play a key function supporting the whole team by: • Working with the Head of Estates, oversee planned and reactive maintenance programmes across the OPCC Estate. Managing and problem-solving business as usual maintenance requests to ensure continued operational efficiency of our estate. • Review the current outsourced facilities management (FM) service model, with an overarching objective to give Hampshire Constabulary (HC) as our client the best possible service . This will include statutory inspections (such as water management) and reactive maintenance tasks across the 130 site estate with a mix of freehold and leasehold estate.


• In collaboration with the Head of Estates and key stakeholders, set a five year asset management programme that clearly identifies both financial and resource requirements. • Coordinating and leading all minor works property related projects including building improvement works, refurbishments and investment works while providing project support to business as usual work across the team as required. To be completed in line with the Police & Crime Commissioner’s (PCC) Estate Strategy. • Responsible for the management and effective compliance of the estate with statutory building safety checks, certificates and corporate landlord requirements. • Working in conjunction with the Soft Service Facilities Manager in the delivery of the day to day operations including delivery of core soft FM services.


Key Responsibilities

Accountability & General Management

• The post-holder will lead minor works on sites across the County, scoping and defining project briefs, commissioning, coordinating and overseeing property related works across the estate. • The post holder will lead on the outsourced FM service and will review this provision against an an in-house team of fabric technicians to deliver the FM service model. They will set clear KPI targets for assurance purposes. • The Police are their primary customer for the postholder, they will ensure resource requirements are met and regular meetings are in place for feedback. • The post-holder will liaise with key stakeholders to research, collate and analyse information; liaising with professional teams and delivery partners to assist the Service in maintain compliance with relevant Health & Safety and building regulation legislation. • Lead and assist projects by bringing technical building experience and knowledge to shape and inform the client project brief, commission, procurement and design of the required works. • The post-holder will be technically competent, preferably qualified in an mechanical or electrical background and have a good understanding of the estate to determine when assets are end of life, subsequently requiring replacement or to be considered under the wider station investment programme. The post holder will need to use these skills as a subject matter expert in order for the The Head of Estates to be fully appraised of asset liabilities. • The post-holder will undertake regular site inspections for project and corporate compliance assurance, identify, implement and control a rolling programme of inspection and make recommendations for improvements. • In line with the asset management plan, the post holder will arrange and coordinate projects of varying scale through a variety of procurement methods including appointing external resources, contractors, utilising frameworks and other routes in line with the Service Contract Standing Orders. The post holder will also ensure the Team are utilised to undertake minor works projects to support their role.


• Coordinate and lead projects independently. The post-holder will be required to manage all aspects of a project life cycle including (but not limited to): • Setting up and maintaining key project plans, logs and registers, ensuring the responsible officers are aware of actions and that these are followed up and logs updated on a regular basis. • Undertake progress reviews on a regular basis and draft highlight reports with support from team managers as required. • Identifying issues, benefits and risks that need to be brought to the attention of the Senior Managers Team. • Ensuring the correct use of templates and documentation so that information is produced in a consistent format. ‘Sense check’ content for accuracy and consistency. • Organising and facilitating key meetings including producing agendas, drafting slides, compilation of meeting packs, taking minutes and following up to provide updates on actions points. • Engage and motivate relevant staff within and beyond the project team necessary to deliver project activities. • Resolve project/property related inquiries or issues personally, identifying what actions need to be taken or escalate as appropriate.

• Attend pre-contract, progress and handover meetings with contractors on behalf of the Service.

• The post-holder will support and lead on revenue project works across the whole team. Successfully balancing conflicting workload demands across projects, make decisions on priorities and provide appropriate support to team managers. • The post-holder will have line management responsibilities, either directly or task management of colleagues as necessary to undertake the requirements of the role.


Relationship Management

• Promoting the estates team and joined up working across the HC and OPCC to achieve objectives while recognising and understanding the diverse needs of a range of project stakeholders. • Visibly demonstrate a commitment to customer service through own actions. Promote a culture that welcomes feedback to facilitate continuous improvement. • Liaise with all relevant stakeholders and participants, including departments, programme teams and external parties to ensure strong relationships underpin the successful delivery of projects and associated work streams. • The post-holder will be the key contact for works delivered on fire stations by Hampshire County Council (HCC) through our Shared Services arrangement. A strong and effective working relationship will be maintained with the HCC Account Manager. • In conjunction with the Soft Services Facilities Manager, the post holder will liaise with corporate Health & Safety team to advise and assist in property Health & Safety audits, taking ownership of property remedials which are identified and ensuring their team close out actions in a timely manner.

• Liaise with the Soft Services Facilities Manager to ensure a joined-up approach to the FM delivery.

Information Management

• The post-holder will manage the collation and effective use of data to enable project delivery. • Lead and personally deliver support for tasks using databases/ spreadsheets/Word/Project and other bespoke or Microsoft office packages. • It is a requirement of the role holder to deal with confidential and sensitive information and a strict regard for confidentiality is essential. • The post-holder will work with the Estates team and The Head of Estates to identify and make recommendations for investment across our buildings which ensure that the development of our estate and implementation of the PCC’s Estates Strategy maintains momentum and continue to provide excellent facilities for our people. • The post-holder will define specifications for building works and liaise with key stakeholders such as external suppliers, contractors, ICT teams, building users and others as necessary to define and deliver projects/building works.

Decision Making


• The post-holder will implement customer requirements and solutions in the context of individual project requirements and objectives, taking into account the broader corporate and business objectives. • The post-holder will balance conflicting demands, by analysing and making recommendations on conflicting project priorities.

• The post-holder will innovatively problem solve to deliver business and customer solutions.

• The post-holder will be responsible for ensuring statutory building regulations compliance and Health & Safety legislation.

Effective Personal Performance

• By establishing and maintaining effective working relationships, taking responsibility for personal performance to improve and develop own skills. This will include obtaining feedback and being proactive towards personal development.

Financial & Data Management

• Manage any associated budgets/contracts for project delivery, including those being delivered through others. Oversee the annual estate maintenance, both reactive and planned programmes and associated budgets. • Ensure departmental compliance with financial regulations and schemes of delegation. • The Post holder will be required to report all overspends/ anomalies to the Budget Holder accordingly to assure financial best practice. • The post-holder will contribute to the overall finances for specific work streams by managing project/building works budgets, preparing reports and monitoring savings targets/income generation targets or costs as appropriate. This may be under the supervision of team managers as necessary.


• To work in an internal and external customer related way in accordance with adopted procedures and good practice.

• To comply with and/or ensure compliance with the OPCC’s Data Protection Policies and the Data Protection Act/Freedom of Information Act and other relevant legislation. • Positively promote your team, section, department and OPCC and its services to both internal and external audiences to both reflect and enhance the professional image of the department and Service.


• To support change management initiatives, within the OPCC, this could include team, section, department or organisation restructures. • To provide cover and/or undertake work at the posts role/grade level across the department as required. • To work within the OPCC’s agreed core values, Investors in People philosophy, Code of Conduct and agreed policies, service orders, procedures and good practice. • The post holder may, as part of the departments move to greater flexibility and aim to provide job rotation/enrichment and multiskilling, be required to undertake other roles at a similar role/grade across the department on a temporary or permanent basis. • OPCC/ Police Safety Policy and other safety procedures and guidelines are deemed part of this job description. Employees must look after their own health, safety and welfare and be mindful of other persons who may be affected by their acts. Employees must co-operate and comply with management instructions regarding Health and Safety issues and report all accidents, incidents and problems as soon as practicable to their supervisor, manager or other senior members of staff available. • The responsibilities outlined above cannot totally encompass or define all tasks which may be required of the post holder. The outline of responsibilities given above may, therefore, vary from time to time without materially changing either the character or level of responsibility or grade.

Key Stakeholders

Internal • Senior managers and Chief Officers as necessary

External • The Police

• Partner organisations and bodies

• Direct Reports

• Estates colleagues and wider team

• Stakeholders in current and existing/potential Partner organisations

• Colleagues across all departments of the organisation

• Service Suppliers

• The Public

• All staff and partner agency teams across the OPCC estate

• Local Authorities/Agencies



Key Dimensions

Key Dimensions for Job

Experience and Competency Required

Skills & Abilities

• Evidenced experience in a similar role within a business environment • Ability to evidence skills and experience in delivering property improvement works with a good understanding of related buildings works delivery methodologies and procurement routes • Excellent communication skills at all levels, including oral, written, presentation, briefing and influencing others • Able to establish robust and effective working relationships with all stakeholders • Comfortable working with property and financial related datasets • Possess an ability to quickly understand new business areas • Demonstrable business sense when making decisions • Good level of IT skills (Word/Excel/Outlook) with good keyboard skills and experience of database systems • Full clean UK driver’s licence. Travel will be required across Hampshire as part of this role • Member of a construction/property related institute (RICS, Institute of Engineering Technology, CIOB etc.) • Degree level qualification in a construction or engineering related disciple (or equivalent at a minimum of NVQ Level 6) • Ability to demonstrate exceptional performance in a similar role within a property related industry • Experience of scoping, recommending and delivering property improvement projects/works • Ability to operate under own initiative, making key decisions when appropriate without intervention from team managers • General understanding and technical knowledge of building pathology • Proven ability to prioritise workload, strong organisational skills, impeccable eye for detail and successful at multi-tasking to meet specified deadlines and use own initiative • Must be willing and able to work a flexible pattern and flexible duties. Proven experience of flexible positive approach, including working outside of normal office hours to meet business requirements • Demonstrates the ability to inject energy, enthusiasm and great with people to establish rapport

Knowledge & Experience

Personal Qualities


• Proven ability as a natural networker. Evidence of ability to establish and build networking contacts and utilise these to the full benefit, proactively arranging introduction meetings and forging relationships • Self-motivated and committed to ongoing personal development in accordance with Service expectations and values • Demonstrates sound knowledge of equality issues within the workplace and commitment to the concept of fairness and dignity at work • Creative and innovative in delivering business relevant solutions

Health & Safety • Demonstrates sound understanding of legislation relating to health and safety in the workplace • Holder of NEBOSH Level 2 qualification

Core Values

• To demonstrate conduct and behaviours in accordance with Service policies and values • To treat people with dignity and respect and act professionally and responsibly with Service assets, property and funds ie taxpayers money


Working for the Office of the Police and Crime Commissioner

• Working hours : 37 hours per week • Office location: St George's Chambers in Winchester (with travel across the estate portfolio) • Salary: Competitive • Pension: Local Government Pension Scheme • Annual Leave: 26 days - rising to 30 days after 5 years’ service

PCC and OPCC combined Action for Equality, Inclusion and Diversity We in the Office of the Police and Crime Commissioner are committed to being accessible to and inclusive of all of the communities and people we serve. We have many work streams in place that reflect and support the needs of the vulnerable and victims from all of our communities. We want to be even better at valuing diversity and inclusion and embedding this into the way we work, both within our team and externally with our partnership networks and the wider community. 16

Key Dates and Application Process To arrange a confidential conversation to discuss the opportunity in more depth, please contact: Stephanie Howe (stephanie.howe@mrgpeople.co.uk) or Matthew Giles (matthew.giles@mrgpeople.co.uk) of The Management Recruitment Group on 020 3962 9900. Applications should consist of a comprehensive CV and a covering letter (of not more than 2 pages).

Applications should be sent to matthew.giles@mrgpeople.co.uk

Closing date for applications is 17th October 2021.

First stage interviews with MRG are scheduled for w/c 18th October 2021. First stage interviews with the OPCC are scheduled for 25th October 2021.


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