Whitehall Systems Specialist
| Posting date: | 30 April 2025 |
|---|---|
| Salary: | £41,055 to £48,300 per year |
| Additional salary information: | GPA SEO National £41,055 to £44,415 GPA SEO London £43,890 to £48,300 GPA is also committed to recognising and rewarding where our staff hold the “Gold Standard’ accreditation relevant to their Specialism and offer a £5000 non-pensionable allowance to sta |
| Hours: | Full time |
| Closing date: | 25 May 2025 |
| Location: | Nottingham |
| Company: | Government Recruitment Service |
| Job type: | Permanent |
| Job reference: | 403540/7 |
Summary
We are transforming the way the Civil Service works by creating great places to work, leading the largest commercial office programme in the UK, working towards halving carbon emissions from government offices, and achieving greater value for taxpayers. And we are looking for innovative, solutions-focused people to join our team.
Representing the best covenant in the UK – His Majesty’s Government – we are leading transformational programmes such as the Government Hubs Programme, Whitehall Campus Programme and Net Zero Programme, as well as delivering modern, cost-effective real estate service solutions.
Innovation and progress are at the heart of our behaviours. We foster a culture of lifelong learning, where curiosity and self-improvement are encouraged. And we’re dedicated to becoming a leading, inclusive employer both in the external market and throughout the Civil Service. Our strong emphasis on Equity, Diversity, and Inclusion (EDI) is not just about driving inclusion across our organisation, it is also about ensuring our services meet the needs of government departments and the civil servants who use our spaces.
Join our dynamic and diverse team that leads with purpose, improving sustainability, nurturing social value, driving inclusivity and flexibility, and kickstarting economic growth. We are driven by purpose, and you can be part of it too: where you make a meaningful impact; where you influence; where your voice really matters; where you help to shape our future direction.
The GPA is committed to representing the communities we serve by making Diversity, Equality and Inclusion part of everything we do.
To ensure that we are always recruiting and retaining a diverse mix of talent, we are particularly inviting applications from candidates who are disabled, ethnically or gender diverse, and people who identify as being part of the LGBTQ+ community.
The post holder will support the Whitehall Systems Manager so as to provide the technical, administration and contract management services required across the network, by monitoring the service providers performance against the contractual KPIs, addressing issues, mitigating risks, and fostering a positive and responsive service for all stakeholders.
Key Responsibilities:
Strategic Development
- Maintaining continuity between the Whitehall Systems Manager, customers and service providers.
- Promote and develop opportunities for investment and expansion of the customer base within and without the network.
Business Management
- Maintaining budgetary and financial records, monitoring and assurance of PPM activities, processing for payment of all invoices and recording spend before forwarding to Whitehall Systems Manager for authorisation.
- Assure documentation for completed PPMs, create applications for contractual and financial approval for projects in excess of contractual agreed values prior to passing Whitehall Systems Manager for forward approval at the GPA Investment Committee.
- Processes in a timely manner the service provider invoices for payment.
- The assurance of the collation of service providers monthly management information on heat consumed by customers through the provision of monthly readings for every meter detailing cumulative readings and consumption in month. Review data to identify discrepancies – high / low consumption or defective meter and factor into strategic planning. Providing liaison with the GPA Utilities Bureau.
- Responsible for processing invoices for works projects above contractual rates following financial and contractual approval by Whitehall Systems Manager.
- Provide accruals information to the finance department at the end every month.
- Ensure that annual estimates of income and expenditure are in place and agreed with the Whitehall Systems Manager.
- In conjunction with the Whitehall Systems Manager, set & review prices to customers annually, calculate standing charge.
Compliance: Risk Management, Business Continuity and Environmental
- Assist the Whitehall Systems Manager by ensuring all CDM and statutory obligations for Health & Safety are met with and maintained. Assist external and independent bodies as required, ensuring that timely reports are provided and that assurances can be provided to the Head of Critical Environment & Technical Services on a quarterly basis.
- Assist the Whitehall Systems Manager to manage incident / escalation procedures and liaise and all stakeholders on arising issues.
- Liaise with key stakeholders to assist with the government objectives for sustainable energy systems that reduce the carbon footprint of Whitehall, by developing the Whitehall systems in line with investment modelling.
- Assist the Whitehall Systems Manager in ensuring that the ISO 14002 environmental standard for the site and systems meets its targets & objectives.
- Assist the Whitehall Systems Manager to maintain ISO 18001 and any upgrade of standards in H&S accreditation, through managing the day-to-day safety management on the systems and promoting a positive and responsive safety culture.
Asset Management
- Ensure the Service Provider is managing the asset for the benefit of government and its users connected to the systems by monitoring the regimes for the operation, maintenance and management of the systems and service duct networks.
- Day to day liaison with service providers so as to maintain impetus of the maintenance programme and reporting of daily issues that may impact upon GPA’s commitment to its Customers.
- Support the Whitehall Systems Manager to conduct regular meetings with all stakeholders including FM & contract managers, clients and customers.
- Support regular inspections of the service duct network, reporting any faults and liaising with the Whitehall Systems Manager so that assurance on asbestos management & structural integrity can be provided to the owners on a quarterly basis.
CRM
- Ensure all customer initiatives, issues and requests for data are managed in a timely manner.
- Be responsible for ensuring all stakeholders are appraised regularly through face-to-face, user group and project meetings.
- Ensure that GPA has an up-to-date copy of as fitted drawings and record of amendments to systems.
Other Duties
The systems operate 7 days per week, 365 days per year and as such the post holder is work to with the Whitehall Systems Manager to ensure that sufficient GPA resource is available.
- Act as a point of contact with customers regarding issues e.g. problems with service, information requests, charging queries.
- Help to manage security clearance process for service provider and visitors to site.
Proud member of the Disability Confident employer scheme