Assistant Supply Chain Manager (Services & Suppliers) Newcastle upon Tyne, England
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About the job
Job summary
The Department for Work and Pensions (DWP) is responsible for welfare, pensions and child maintenance policy. As the UK’s biggest public service department, we operate on a scale that is almost unmatched anywhere in Europe and most people in Britain come into contact with us at some point in their lives.
DWP Estates Directorate is accountable for the delivery of all aspects of real estate services and the work we do is critical in ensuring the vital work that the Department undertakes is enabled effectively. The DWP commercial estate is the largest within Government and our diverse national property portfolio reflects this scale. It is a unique mix ranging from modern corporate centres, multi-occupied Service Centres, to its frontline high street services.
We are responsible for the Department’s 900+ workplaces, that provide workplaces for 90,000 employees and a UK wide presence for all those that visit us. Ultimately, the Department relies on us to provide safe and secure buildings that are fit for purpose and meet the needs of the business.
The Department is also committed to delivering Sustainability and Net Zero Carbon improvements across its estate, demonstrating leadership in making the public estate smaller, better, greener. The work you will be undertaking is therefore crucial in us meeting the needs of all those who use our services.
This role will represent DWP Estates as the intelligent client, against agreed performance metrics to ensure the supplier delivers against their contractually agreed requirements. This role will foster a collaborative relationship with the supplier, to drive innovation and identify improvement opportunities.
Job description
This role is suitable for a hybrid working arrangement, a type of flexible working arrangement, blending a combination of all workplace options (including home) with an office identified as a base and which remains the contractual place of work. Hybrid working means an employee working part of the week in their DWP office and, part of the week from home.
Hybrid workers will spend a minimum of 40% of their time in the office over a four-week period. The number of days that anyone will be able to work at home will be determined primarily by business need but personal circumstances and other relevant circumstances will also be taken into account. This means that colleagues’ experiences of hybrid working will differ. Also, any employee’s experience of hybrid working could change over time as role requirements and possibly personal circumstances change.
Key accountabilities
Change Management
- Supporting service change requests, validating operational / business requirements with the Estates stakeholders. Providing supporting information and, undertaking contract administration activities and assurance against contractual requirements to support to DWP Category Management team to execute necessary contractual changes.
- Support maintaining records of all decisions made and instructions issued to the Supplier Partner. Maintaining an auditable change control register.
- Working closely with the broader DWP Estates Service Delivery team, and in particular the Mobilisation/Demobilisation Manager within the Change Team, ensure change requests accurately reflect DWP requirements. Overlaying supply chain insight and operational information to determine required changes in scope, service and volume to accurately reflect DWP’s requirements.
- Collaborating with the internal DWP stakeholders and Cost and Supplier Performance Management team to ensure changes to service matrix are accurately captured reflected in contract changes and the Application for Payment (AFP) process. Ensuring budget holders understand the change in costs, provide supporting data to secure their approval and raising any issues or concerns with the appropriate stakeholder.
Performance and Governance
- Reporting into the Services & Supplies Supply Chain Managers, this role will support the Supply Chain Managers in the overall management of Estates Supply Chain Partners.
- As directed by the Supply Chain Managers this role will work in conjunction with internal stakeholders and external parties as listed below.
- Supporting the performance management of the applicable supplier, providing ongoing performance and risk management against the agreed contractual performance obligations and ensuring contract management is effectively discharged. Overseeing the development of corrective actions to improve performance, working closely with DWP Category Management (Commercial team) on issues that require commercial input or escalation as well as working closely with DWP Estates’ H&S teams to obtain operational insights.
- Responsible for supporting performance management governance of the applicable supplier, undertaking review of Management Information, identifying potential gaps in service and collaboratively developing corrective actions with Facilities Management.
- Working with the DWP Estates’ Performance & Audit team to develop a performance framework to set out performance data and reporting requirements that are aligned to contractual obligations / KPIs reflecting DWP’s business requirements. Support review of performance audit against contractual obligations.
- Supporting the management and coordination of the Integrator CAFM system and associated supplier systems.
Relationship management
- Effectively supporting the supplier/client relationship across the Estates stakeholders, this role will support translation of Estates’ business requirements into the services required and support DWP Category Management team to oversee the contractual relationship between DWP and the Supplier Partner.
- This role will work collaboratively to ensure Estates Control Framework and End 2 End processes are effectively embedded and articulated across with the Supplier Partner and monitor the performance of the Supply Chain and the health of the relationships.
- Supporting to build a strategic and collaborative relationship with the Supplier Partner to foster innovation and actively identify risks, continuous improvement opportunities to improve service, efficiencies and value for money.
- Ensuring the Supplier Partner delivers outcomes that our customers need and at the requisite service quality.
Strategy
- Working alongside the wider DWP Estates Supply Management Team, providing support in development and implementation of DWP Estates’ Integrator and the Supply Chain performance management framework and category strategy.
- Have detailed understanding of the relevant supplier category strategy to support implementation and development plans as agreed by the DWP Category Management team and the Estates stakeholders.
Health & Safety
- Support in channelling requests for information for personal injury claims related to the Supplier Partner to enable receipt of timely information to support development of DWP’s response to personal injury claims.
- Working with the DWP Estates H&S team to monitor the Supplier Partner in meeting their Health and Safety obligations and reporting when any commensurate corrective action is necessary.
Person specification
Essential Skills, Knowledge & Experience
- Experience of performance management best practice and awareness of innovations and changes within the industry.
- Understanding of CAFM systems.
- Experience of working with facilities management and security services contracts and with a range of suppliers.
- Ability to work on multiple complex projects across multiple locations, delivering projects to plans and developing reports.
- Proven stakeholder management skills, confident in communicating with internal and external stakeholders at different levels of seniority, engaging and collaborating to build effective networks in order to deliver goals and objectives.
- Understanding of ‘Continuous Improvement Programme’ implementation with Strategic Suppliers.
- Awareness of Supplier and Customer Relationship Management tools and techniques.
- Understanding of risk management strategies and processes and ability to build effective client and stakeholder relationships.
- Ability to comprehend data and forecasts and strong commercial acumen.
Desirable
- Understanding Real Estate and related Statutory, Regulatory and Professional requirements.
Behaviours
We'll assess you against these behaviours during the selection process:
- Seeing the Big Picture
- Working Together
- Delivering at Pace
- Managing a Quality Service
Benefits
- Learning and development tailored to your role
- An environment with flexible working options
- A culture encouraging inclusion and diversity
- A Civil Service pension with an average employer contribution of 27%
Things you need to know
Selection process details
STAGE 1 - APPLICATION & SIFT
As part of the application process you will be asked to provide a 1000 word Personal Statement against the essential criteria as outlined above. You will also be asked to provide a short CV.
Further details around what this will entail are listed on the application form.
Your CV should be fairly short and just evidence very brief details of your work history and experience.
Please do not submit a speculative application where you do not meet at least 50% of the essential criteria as these applications will be unsuccessful. Do not include Behaviour examples within your application as these will not be assessed in the sift and will only be used at interview stage.
There will be an initial sift of applications based on the Personal Statement only, so please ensure you evidence how you meet the Essential Skills, Knowledge & Experience requirement contained in the vacancy in this section. This will form a short list for interview.
The evidence you provide in your application must relate to your own experiences. If evidence of plagiarism is found your application will be withdrawn.
STAGE 2 - INTERVIEW
All candidates who are successful at the sift stage will undertake a single virtual video interview.
The interview will follow a blended approach which will help us assess candidates Behaviours and Strengths.
Currently the sift is scheduled to take place w/c 29 May 2023 and interview dates will be w/c 12 June 2023. Due to the current situation with COVID19 the interviews are scheduled to take place virtually. These dates are subject to change.
Further information:
A reserve list may be held for a period of 6 months from which further appointments can be made.
Any move to DWP 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
If successful and transferring from another Government Department a criminal record check may be carried out.
In order to process applications without delay, we will be sending a Criminal Record Check to Disclosure and Barring Service /Disclosure Scotland/Access on your behalf.
However, we recognise in exceptional circumstances some candidates will want to send their completed forms direct. If you will be doing this, please advise Government Recruitment Service of your intention by emailing [email protected] stating the job reference number in the subject heading.
For further information on the Disclosure Scotland confidential checking service telephone: the Disclosure Scotland Helpline on 0870 609 6006 and ask to speak to the operations manager in confidence, or email [email protected]
New entrants are expected to join on the minimum of the pay band.
Applicants who are successful at interview will be, as part of pre-employment screening, subject to a check on the Internal Fraud Database (IFD). This check will provide information about employees who have been dismissed for fraud or dishonesty offences. This check also applies to employees who resign or otherwise leave before being dismissed for fraud or dishonesty had their employment continued. Any applicant’s details held on the IFD will be refused employment.
A candidate is not eligible to apply for a role within the Civil Service if the application is made within a 5 year period following a dismissal for carrying out internal fraud against government.
If you are experiencing accessibility problems with any attachments on this advert, please contact the email address in the 'Contact point for applicants' section.
Other information:
Find out more about Working for DWP
Before applying for this vacancy, current employees of DWP should check whether a successful application would result in changes to their terms & conditions of employment, e.g. mobility, pay, allowances. Civil Servants that would transfer into DWP from other government organisations, following successful application, will assume DWP's terms & conditions of employment current on the day they are posted, unless DWP has stated otherwise in writing.
Reasonable Adjustment
At DWP we value diversity and inclusion and actively encourage and welcome applications from everyone, including those that are underrepresented in our workforce.
We consider visible and non-visible disabilities, neurodiversity or learning differences, chronic medical conditions, or mental ill health. Examples include dyslexia, epilepsy, autism, chronic fatigue, or schizophrenia.
If you need a change to be made so that you can make your application, you should:Contact Government Recruitment Service via [email protected] as soon as possible before the closing date to discuss your needs.
Complete the “Reasonable Adjustments” section in the “Additional requirements” page of your application form to tell us what changes or help you might need further on in the recruitment process. For instance, you may need wheelchair access at interview, or if you’re deaf, a Language Service Professional.
Feedback will only be provided if you attend an interview or assessment.
Security
Nationality requirements
This job is broadly open to the following groups:
- UK nationals
- nationals of Commonwealth countries who have the right to work in the UK
- nationals of the Republic of Ireland
- nationals from the EU, EEA or Switzerland with settled or pre-settled status or who apply for either status by the deadline of the European Union Settlement Scheme (EUSS) (opens in a new window)
- relevant EU, EEA, Swiss or Turkish nationals working in the Civil Service
- relevant EU, EEA, Swiss or Turkish nationals who have built up the right to work in the Civil Service
- certain family members of the relevant EU, EEA, Swiss or Turkish nationals
Working for the Civil Service
We recruit by merit on the basis of fair and open competition, as outlined in the Civil Service Commission's recruitment principles (opens in a new window).
Apply and further information
Contact point for applicants
Job contact :
Recruitment team
Further information
If you are not satisfied with the response you receive from the Department, you can contact the Civil Service Commission. Click here to visit the Civil Service Commission.
