Chief Officer Estates

Glasgow, Renfrewshire
Morgan Philips Group SA
Role Purpose The Chief Officer Estates role is accountable to the Chief Financial Officer and have responsibility for the Estates and Workplace Function across the entire organisation.
Police Scotland’s Estate is a key enabler for providing both community confidence and improving the wellbeing and welfare of our people whist delivering Police Services.
They will provide strategic leadership and direction for the property life cycle from strategic planning, acquisition, occupancy, and disposal. And including all relevant Health, Safety and Compliance requirement.
In owning the C£500m Estate Strategy they will work closely with Senior Police Officers to align the Estate footprint with operational requirements and create a rolling implementation plan which will allow them to engage with and seek approval from Key Stakeholders at the Scottish Police Authority
They will be accountable for the Estates Departments Service Delivery and be a strong professional leader of the Estates Senior Management Team.
This individual will work closely with the other CFO Portfolio Leads, proactively collaborating with peers to leverage synergies across the portfolio, contribute to the delivery of shared objectives and maximise portfolio impact. Key Accountabilities

1. Provide Estates Leadership giving the professional and business perspective to key stakeholders whilst managing an Estates Department that provides effective and efficient service delivery that demonstrates best value in relation to assets, resources and costs.
2. Engage with Police Scotland Executive, Scottish Police Authority, Scottish Government, Internal and External Audit and other stakeholders as appropriate.
3. Provide strategic leadership and direction for the Heads of Function and for the full catalogue of Estates Services from strategic planning, acquisition, occupancy and disposals, including all relevant Health, Safety and Compliance requirements. Setting high levels of customer service using KPI’s and continuous improvement methodologies.
4. Provide strategic direction and leadership for the master planning of the Estate (including operational buildings, residential accommodation, and radio masts) aligning this with the operational requirements of Police Scotland and recommending the optimal footprint and costs. The estates strategy.
5. Provide strategic direction and leadership on the development of a Sustainability Policy and Implementation Plan and Carbon Management Plan and the opportunities to integrate these with the Estates Strategy.
6. Provide strategic direction and leadership delivering the Estates Strategy. Work closely with the Estates Leadership Team and develop and maintain a rolling 3-year implementation plan Review and agree the programme annually with the Scottish Police Authority. Own this programme with accountability for key milestones and associated costs and executive level reporting.
7. Lead and manage an Estates Service and Delivery Model continually reviewing its capability and capacity to deliver Estates Services in line with the Estates Strategy and make recommendations and seek approval for additional expertise or resources (either internal or external) as appropriate.
8. Lead in the recruitment, talent and development management, succession planning and training requirements of Estates Services staff.
9. Lead in the procurement, commission, management and engagement with external Contractors and Service Providers, as required, who are engaged in providing with external professional services and advice.
10. Provide strategic direction and leadership in developing and managing a financial budget for the Estates Strategy, the 3-year implementation plan, delivery of Estates Services and the Delivery Model. Take responsibility for seeking approval of the budget and for escalating any risks associated with the approvals.
11. Lead on the development and implementation of data management, performance standards and KPI’s to facilitate the delivery of a high quality of Estates Service and to be accountable in the delivery of those standards and services. Lead in the adoption of industry best practises for asset management to manage and interpret KPI information to inform the Master Plan.
12. Lead on the development and adoption of business processes and tools to drive improvement in decision making for all aspects of Service delivery. Lead by example in developing a culture of learning and continuous improvement across the Estates Department.
13. Lead on the commission, management and engagement with external Service Providers as required who are engaged in providing the Force with external professional advice for the satisfactory completion of construction or FM contracts.
14. Lead on the development of informative reports for submission to appropriate Executive, Governance Boards and the various Police Authority Boards, committees and sub-committees.
15. Accountable for managing and assessing risk within all areas of managerial/supervisory responsibility. Lead on the development and management of risk across the Estates department and ensure business continuity procedures are in place.
16. Accountable for the propriety of all Estates contract operations including observance and control of all budgets, integrity of finance processes and approvals and the use of contract auditing procedures.
17. Accountable for compliance across the Estates function with the Force’s and Police Authority’s Standing Orders, financial regulations, and statutory responsibilities.
18. Accountable for the Estates health, safety & statutory compliance and legislation requirements relating to the management of the Estate and to ensure that controls and resources are in place to meet those requirements.
19. Chair/Co-Chair appropriate National Boards focussing on Estates. Lead on the collaboration with Operational Policing to make sure Operational initiatives being developed take into consideration the impact on the Estate/Estates Strategy. Set the agenda and lead the preparation of papers requiring noting, approval or escalation.
20. Act in the role of Senior Responsible Officer (SRO) or provide project leadership where the SRO is provided by another part of Police Scotland) on Major Capital Projects and oversee the Business Cases and options appraisal process that meet ‘Green Book’ Methodology and Standards.
21. Provide leadership & strategic direction on the preparation of business cases requiring Governance approval and negotiate the approval process.
22. Lead the development of relationships with other Blue Light or Scottish Government organisations to explore and develop opportunities to share facilities and to align with the single Scottish Estate.

The above accountabilities and responsibilities are not exhaustive, and the Jobholder may be required to undertake additional duties that are consistent with the level and grading of the role. Education, Qualification, Skills and Experience
Educational/Occupational Essential

• Educated to Degree level or an equivalent professional qualification in an Estates related discipline.
• Expertise and experience of leading a National Estates Strategy & Delivering Multidisciplinary Service.
• Expertise and experience in leading and delivering complex multisite Estates Programmes & Projects.

Personal Qualities Essential

• Successful track record within a senior leadership role in a large, complex, national, organisation, relevant to Estates Strategy & Service Delivery, Capital Programmes & Projects, Asset Management, Facilities Management.

Special Aptitudes Essential

• Substantial experience of effective and efficient people and resource management.
• Substantial experience of effective and efficient financial resource management associated with managing an annual budget of up to £75m and a multi-year capital plan of over £150m.
• Substantial experience of successfully managing external consultants and contractors to design and deliver the full property life cycle managing property life cycle from strategic planning, acquisition, occupancy, and disposal.
• Substantial experience of service improvement, integration and service stabilisation.
• Substantial experience in leading and delivering effective engagement and developing teamwork with multidisciplinary staff and 3rd party consultants and contractors.
• Substantial experience in initiating and developing successful stakeholder engagement at all levels up to and including Executive and Board level.

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