7F Head of Category Property
Job title: 7F Head of Category Property
Grade: SPS 3
Role code: E20627
Status: Police Staff
Home Office code: Organisational Support
Main purpose of the role:
Direct and manage all property related procurement activities including market development, tendering, implementation, and monitoring of procurement contracts across the 7 Forces, engaging with existing suppliers of goods and services to build effective working relationships and to generate interest in the external supply market. Lead and support, where appropriate, on complex and strategic contractual and commercial negotiations on the Property category, across the 7 Forces. The Property category includes all planned and reactive maintenance requirements, construction and development projects and any works related requirements; as well as all facilities requirements including but not limited to: cleaning services, grounds maintenance and waste disposal. To manage the pipeline, workload and staff of the Property Services Category Team across the 7 Forces. This is to include monitoring of their health, well-being and professional development as part of the new Function taking into account the complexities a sociated of managing staff across geographic and organisational boundaries/culture. Provide expert commercial and legal advice to the OPCCs and Chief Officer teams across the 7 Forces to enable them to deliver their Policing Plans within the Property category stream. Maintain visibility to the Chief Officer and OPCC teams across the 7 Forces and gain their trust and support. In conjunction with the Heads of Property across the 7 Forces, develop and roll-out a strategic category plan to enable the successful delivery of the OPCC Policing Plans. Ensure saving opportunities are maximised.
Main responsibilities:
- Lead the effective implementation, monitoring and development of existing and new contracts for the seven Forces, including negotiating and setting contract specifications, in-conjunction with the Client lead.
- Manage and develop supplier relationships and on-going negotiations for the assigned category using procurement tools such as cost trend analysis, interpreting complex financial models and supplier performance reviews to monitor the quality and timeliness of goods and services provided, identifying and mitigating risks and supporting the client in addressing poor performance, ensuring an effective and efficient service is maintained to support the 7 Forces.
- Manage the activities and portfolio of work assigned to the Property Services Category Team, determining priorities, forward planning, and ensuring customer and stakeholder needs are met, allocating or re- allocating work as required, in order to ensure that resources are available to cover demand and maintain high quality service provision of all Property Services procurement activities.
- Provide advice, guidance, assistance and training to members of the Function and those internal stakeholders who are responsible for ensuring contract management oversight on those contracts that they are accountable for. This is in order to drive best value from contracts held, ensuring that all contracts are operated in accordance with relevant national/EU guidelines and best practice (including the 7F Procurement S22a), OPCC Regulations and obligations, and are cost effective which meet overarching force requirements.
- Manage and motivate a team of professional procurement staff, providing direction and leadership, undertaking staff appraisals, addressing welfare, capability and disciplinary issues, advising on personal development, training and coaching, in order to maximise performance from individuals, satisfy personal aspirations and ensure that staff fulfil their potential and effectively contribute to Force business.
- Engage with the supplier market in developing new products and services via various working groups and programme/ project boards within the 7 Forces, assisting with setting specifications and standards for goods and services as required, in order to obtain cost effective/ value for money goods and services that meet the Forces specifications.
- Provide and oversee the provision of a comprehensive range of procurement advice to managers and staff across the 7 Forces to ensure that the integrity and legal implications of procurement policies and activities are fully identified and addressed. To assist in defending the relevant Force(s) from contractual claims within the Property category.
- Manage the Property category performance. Produce relevant management information showing performance against procurement targets, and develop, where necessary, new systems to enable timely and accurate information on procurement activity and performance to be available to required stakeholders.
- Create an ethos of continuous improvement across all of the Property team.
- Develop and actively monitor in conjunction with the Head of Category Management and Head of Governance and Standards, a comprehensive commercial risk register on the key strategic suppliers across the 7 Forces. This is to include horizon scanning across sectors and major suppliers which may impact any existing or future commercial relationships. To identify, and where possible, mitigate risks for the 7 Forces ensuring that all such contracts are operated in accordance with Financial Regulations, Contract Standing Orders, national/EU guidelines and best practice; are cost effective and meet Force requirements.
- Engage with other parties from the public and private sectors including Home Office, Crown Commercial Service and the major police suppliers to create commercial opportunities that will benefit the 7 Forces and raise the profile of the Procurement Function in the 7 Forces.
August 2019.
Necessary experience:
Skills and abilities:
Excellent verbal and written communication skills.
Strong interpersonal skills with the gravitas and ability to liaise successfully with staff/officers of all levels and external individuals, and to influence stakeholders within the 7 Forces and externally.
Strong commercial acumen with the ability to identify commercial opportunities and negotiate at the highest levels.
Strong negotiating, influencing, interpersonal and communication skills, as are essential to the role.
Provide innovative thinking and impetus to drive through change and develop and enhance an integrated commercial and contract management function across the seven forces.
Good organisational and programme management skills in order to ensure delivery of results across a number of different procurement work streams.
Ability to travel as required throughout the UK.
Qualifications / Education / Training:
The post holder will be ideally educated to degree level and will hold MCIPS Level 6 or be able to clearly evidence equivalent levels of experience, technical knowledge and expertise by having worked as a leading Procurement professional in the area of Property Services for a complex organisation. (Essential)
Ideally the post holder will be a member of the Royal Institute for Chartered Surveyors (RICS), holding a qualification in Quantity Surveying or equivalent level (Desirable).
Education in a broader range of business and commercial subjects, such as an MBA (Desirable)
Work Experience and Knowledge:
The post holder will be able to demonstrate significant experience of procurement and commercial management in contracts of significant value across the Property category. (Essential)
Demonstrable experience of team management emphasising communication and leadership skills across different geographic locations. (Essential)
Extensive knowledge and understanding of contract law and the application of EU Public Procurement Regulations and legislation is essential, as well as preparing specifications and of preparing and evaluating tenders, including those operating under framework arrangements and EU directives. (Essential)
Experience and knowledge of JCT/NEC standard forms contracts (Essential)
Proven success in working in a political environment with senior stakeholders (Chief Officer and Chief Executive level) showing sound judgment and impact. (Essential)
Experience in integrating category teams from a number of organisations into a combined service function for a group of customer organisations and aligning processes. (Desirable)
Significant experience of translating business needs into commercial procurement strategies that drive enhanced business outcomes for the organisations as a whole. (Essential)
Procurement experience with a blue light organisation. (Desirable)
Behaviours:
Analyse Critically (Level 3)
I balance risks, costs and benefits associated with decisions, thinking about the wider impact and how actions are seen in that context. I think through 'what if' scenarios. I use discretion wisely in making decisions, knowing when the 'tried and tested' is not always the most appropriate and being willing to challenge the status quo when beneficial. I seek to identify the key reasons or incidents behind issues, even in ambiguous or unclear situations. I use my knowledge of the wider external environment and long-term situations to inform effective decision making. I acknowledge that some decisions may represent a significant change. I think about the best way to introduce such decisions and win support.
Collaborative (Level 3)
I am politically aware and I understand formal and informal politics at the national level and what this means for our partners. This allows me to create long-term links and work effectively within decision-making structures. I remove practical barriers to collaboration to enable others to take practical steps in building relationships outside the organisation and in other sectors (public, not for profit, and private). I take the lead in partnerships when appropriate and set the way in which partner organisations from all sectors interact with the police. This allows the police to play a major role in the delivery of services to communities. I create an environment where partnership working flourishes and creates tangible benefits for all.
Deliver, Support and Inspire (Level 3)
I challenge myself and others to bear in mind the police service's vision to provide the best possible service in every decision made. I communicate how the overall vision links to specific plans and objectives so that people are motivated and clearly understand our goals. I ensure that everyone understands their role in helping the police service to achieve this vision. I anticipate and identify organisational barriers that stop the police service from meeting its goals, by putting in place contingencies or removing these. I monitor changes in the external environment, taking actions to influence where possible to ensure positive outcomes. I demonstrate long-term strategic thinking, going beyond personal goals and considering how the police service operates in the broader societal and economic environment. I ensure that my decisions balance the needs of my own force/unit with those of the wider police service and external partners. I motivate and inspire others to deliver challenging goals.
Emotionally Aware (Level 3)
I seek to understand the longer-term reasons for organisational behaviour. This enables me to adapt and change organisational cultures when appropriate. I actively ensure a supportive organisational culture that recognises and values diversity and well being and challenges intolerance. I understand internal and external politics and I am able to wield influence effectively, tailoring my actions to achieve the impact needed. I am able to see things from a variety of perspectives and I use this knowledge to challenge my own thinking, values and assumptions. I ensure that all perspectives inform decision making and communicate the reasons behind decisions in a way that is clear and compelling.
Innovative and Open-minded (Level 3)
I implement, test and communicate new and far-reaching ways of working that can radically change our organisational cultures, attitudes and performance. I provide space and encouragement to help others stand back from day-to-day activities, in order to review their direction, approach and how they fundamentally see their role in policing. This helps them to adopt fresh perspectives and identify improvements. I work to create an innovative learning culture, recognising and promoting innovative activities. I lead, test and implement new, complex and creative initiatives that involve multiple stakeholders, create significant impact and drive innovation outside of my immediate sphere. I carry accountability for ensuring that the police service remains up to date and at the forefront of global policing.
Take Ownership (Level 3)
I act as a role model, and enable the organisation to use instances when things go wrong as an opportunity to learn rather than blame. I foster a culture of personal responsibility, encouraging and supporting others to make their own decisions and take ownership of their activities. I define and enforce the standards and processes that will help this to happen. I put in place measures that will allow others to take responsibility effectively when I delegate decision making, and at the same time I help them to improve their performance. I create the circumstances (culture and process) that will enable people to undertake development opportunities and improve their performance. I take an organisation-wide view, acknowledging where improvements can be made and taking responsibility for making these happen.
Values:
Impartiality (Accredited)
I take into account individual needs and requirements in all of my actions. I understand that treating everyone fairly does not mean everyone is treated the same. I always give people an equal opportunity to express their views. I communicate with everyone, making sure the most relevant message is provided to all. I value everyone's views and opinions by actively listening to understand their perspective. I make fair and objective decisions using the best available evidence. I enable everyone to have equal access to services and information, where appropriate.
Integrity (Accredited)
I always act in line with the values of the police service and the Code of Ethics for the benefit of the public. I demonstrate courage in doing the right thing, even in challenging situations. I enhance the reputation of my organisation and the wider police service through my actions and behaviours. I challenge colleagues whose behaviour, attitude and language falls below the public's and the service's expectations. I am open and responsive to challenge about my actions and words. I declare any conflicts of interest at the earliest opportunity. I am respectful of the authority and influence my position gives me. I use resources effectively and efficiently and not for personal benefit.
Public Service (Accredited)
I act in the interest of the public, first and foremost. I am motivated by serving the public, ensuring that I provide the best service possible at all times. I seek to understand the needs of others to act in their best interests. I adapt to address the needs and concerns of different communities. I tailor my communication to be appropriate and respectful to my audience. I take into consideration how others want to be treated when interacting with them. I treat people respectfully regardless of the circumstances. I share credit with everyone involved in delivering services.
Transparency (Accredited)
I ensure that my decision-making rationale is clear and considered so that it is easily understood by others. I am clear and comprehensive when communicating with others. I am open and honest about my areas for development and I strive to improve. I give an accurate representation of my actions and records. I recognise the value of feedback and act on it. I give constructive and accurate feedback. I represent the opinions of others accurately and consistently. I am consistent and truthful in my communications. I maintain confidentiality appropriately.
Technical skills:
Budget Management (Level 5)
Knows how to access and request routine financial management information, to inform decision making. Considers alternative courses of action having discussed the financial implications with the budget manager. Is able to produce costed options for consideration by the budget holder.
Customer Services (Level 5)
Identifies improvements in service delivery through analysis of customer feed back and performance monitoring. Initiates change in response to customer requirements and evaluates changes designed to improve service to customers.
Finance - Budget Preparation (Level 5)
Can undertake detailed checking of budget proposals ensuring that all aspects of expenditure have been considered and accounted for. Plans and assists with the implementation of remedial action based on out-turns to avoid over/under spends. Able to quality assure final Division / Departmental budget proposals, in accordance with Force financial procedures. Able to revise and amend Division / Departmental budgets which are affected by centrally driven Force initiatives and projects. Likely to possess a Professional Accountancy qualification.
Finance - Final Account Production (Level 5)
Able to produce and enforce the close down timetable for the Force. Produces high quality, well presented and properly balanced set of books for the Force. Undertakes a quality assurance role to gain external auditor and Office of the Police & Crime Commissioner, including the presentation of agreed final accounts to Police & Crime Commissioner by 30 September each year.
Finance - Management Costing (Level 5)
Able to quality assure costing projects and services, ensuring that they accurately reflect and fit the financial context of the Force. Able to produce high quality well presented summaries of findings. Demonstrates an eye for accuracy and detail and possesses a comprehensive knowledge of Force financial regulations and procedures. Undertakes a quality assurance role, in respect of finance, for projects, proposals and initiatives produced by other departments for presentation to the planning committee. A Professional Accountancy qualification such as CIMA is desirable.
Health and Safety (Level 4)
Has received Supervisor training and takes responsibility for the safety of directly subordinate staff and visitors. Understands the procedures in place for the safe storage of hazardous substances, fire precautions and evacuation. Resolves hazards or problems identified within roles or work environments. Undertakes skills passport assessments for new and existing staff. Re-assesses passport as and when new equipment/technology is introduced. Completes annual reviews of skills passports, training needs analysis.
Knowledge of Police Environment and Policy (Level 4)
Displays a general appreciation of changes affecting the police service. Understands the inter-relationships between the roles of the various Operational and Support activities, and how organisation structures and police systems work. Possesses a detailed understanding of working procedures, practices and policies relevant to the current role and the roles of subordinates and ensures that these are followed at all times. Is clear about Force goals and effectively contributes to local business plan objectives.
Management of Police Information (MOPI) (Level 4)
Full compliance with Level 3. Has successfully completed all standard relevant Information Management and Security training package(s). Accurate use of Government Security Classification (GSC). Ensures physical and digital records are stored with appropriate security relevant to the sensitivity of the documents and has working understanding of appropriate National Retention Schedules. Is able to quality assure own records management processes as well as those of any staff for whom they have supervisory responsibility. Is aware of where to seek further support in relation to Records management within force when necessary. If nominated as an Information Asset Assistant is familiar with the NPCC Information Asset Owners Handbook.
Office Technology (Level 5)
Expert in the use of one or more office software products. Is proficient in the use of these packages to significantly enhance the quality and/or presentation of work required within the role. This is likely to relate to the use of spreadsheet, database or desktop publishing packages and may include the manipulation of reports, moving data between applications, using scanning or optical storage peripherals, etc. to make the best use of information Recognises and makes the best possible use of office systems and/or understands how office systems can be used to improve the way work is undertaken.
Procurement - Contracting (Level 5)
Ensures compliance with EC regulations, legal obligations and financial regulations relating to procurement. Represents the Procurement function locally and regionally surrounding the supply of goods and services. Develops, monitors and evaluates policies and procedures for procurement operations to ensure effectiveness. Competent to coordinate the provision of supplies across the county. Monitors major contracts on behalf of Kent Police and Essex Police Oversees post-contract reviews, ensuring that identified improvements to contract performance are implemented. Actively works in partnership with the supplier to review and monitor contracts to reflect the growth and any future demands of contracts.
Procurement - Purchasing (Level 5)
Identifies problems within the purchasing and supply chain, resolving these wherever possible to improve the service offered by the Unit. Builds a body of knowledge of the purchasing industry through a range of media and personal contacts, formally and informally. Identifies trends that may potentially impact upon the purchasing requirements of, or sources of supply to, the Force and makes appropriate recommendations. Provides advice and guidance in respect of cost v. price of items purchased by the Force.
Procurement - Supplies (Level 4)
Resolves queries and delays in the supply of goods through liaison with suppliers. Works productively with other members of the Unit on developments to the service. Demonstrates an understanding of all roles within the Procurement function, their inter-relationships and the impact of own role within this.
Risk Management (Level 5)
Able to anticipate, accurately define and establish the relative level of risk likely to affect their specialist function, in terms of likelihood and impact, together with how the challenges facing the wider organisation might affect their role within the force. Assesses the risks of national initiatives providing feedback at the relevant level. Has an understanding of pathways to alert all appropriate senior managers to flawed or ineffective control strategies and provide continuity/recovery options. Has an appreciation that seizing opportunities also generates risks.
Training (Level 4)
Understands the various principles and methods of training and utilises them effectively. Creates, structures and delivers training from a basic outline or a previously identified skills gap. Able to tailor the training to address the needs of the group to be trained. Able to deliver a range of training courses/ packages on related subjects. Identifies and utilises available internal/external trainers, training resources and packages, as appropriate.