This is an exciting opportunity for an outstanding Deputy Head of Estates and Facilities to lead on hard and soft facilities management services (EFM) across a wide estate portfolio. The post holder will:
1. Provide effective and efficient management of all technical, professional, engineering & building trades, catering, facilities and clerical support staff within the EFM department.
2. Attend and chair meetings, create and deliver presentation and board papers, representing EFM as a professional support service function for LSW.
3. Responsible for developing and fostering collaborative working relationships with operational services and partnership organisations including management, auditing, and assurance of EFM contractual arrangements across commissioning partners.
4. Lead on transformational changes supporting LSWs Estates Strategy improving quality, cost effectiveness and safe estate management.
Develop EFM policies, procedures and codes of practice, in accordance with published NHS & statutory guidelines to ensure compliance with legislation and industry best practice. Manage staff ensuring compliance with LSWs people management policies. Responsible for significant revenue budgets including but not limited to planned preventative and reactive maintenance, service contracts and capital budgets. Ensure that works are undertaken in conformity with all relevant statutory instruments and quality procedures manual, to minimise risk to buildings, patients, staff, and visitors.
Main duties of the job
The Deputy Head of Estates and Facilities is the professional lead for all routine and specialist aspects of Estates and Facilities and is responsible planning, capital, maintenance, estates and facilities management. The post holder is responsible for the management and operational maintenance of all LSW assets to ensure compliance.
Provide professional, policy and technical advice to the Executive Directors, General Managers, Departments and outside bodies concerning development and management of the Estate and regarding delivery of facilities management services.
To manage and provide professional leadership in monitoring and co-ordinating all operations and maintenance activities (building, electrical, mechanical, utilities), out of hours on call service and emergency coverage, grounds/landscapes, facilities and hotel Services (Catering, Pest control, Domestic, Site Assistants, Post) and transport Services.
Please note that this role may not be eligible for sponsorship under the Skilled Worker route, please refer to the Direct Gov website for more information with regards to eligibility.
All Livewell Southwest staff are expected to be able and willing to work across a 7 day service.
Job Share(s) Considered
Please note that Livewell may close the job advertisement earlier than the specified deadline if a high number of applications are submitted. Therefore, we recommend you submit your application at the earliest opportunity.
About us
Livewell Southwest is an independent, award-winning social enterprise delivering integrated health and social care services across Plymouth, South Hams, and West Devon, with specialist services in parts of Devon and Cornwall. Our teams work in community hospitals, GP practices, sports centres, and health hubs.
As an organisation with a strong social conscience we are guided by our values, kindness, respect, inclusivity, ambition, responsibility, and collaboration. We focus on transforming services to ensure sustainability, while empowering staff and those we serve.
We involve the people we care for, along with their families and carers, in shaping the care they receive, striving to deliver the right care at the right time and place. Centering our work on individual needs helps people lead healthy, independent lives.
We prioritise employees' development, offering protected CPD time, training pathways, leadership programs, and funding for qualifications like the Care Certificate and Nurse Training Scholarships. Our induction and preceptorship programs ensure a smooth transition into our organisation.
Livewell Southwest values diversity and encourages applications from all sections of the community, including those with armed forces experience, lived experience of mental health, neuro-diverse conditions and learning disabilities. If you need assistance or reasonable adjustments during the application process, contact the Recruiting Manager listed in the job advert.
Job description
Job responsibilities
Responsibility for People Management
To provide effective and efficient management of all technical and professional, engineering and building trades staff, catering, domestics, facilities and clerical support within the Estates and Facilities department.
1. Ensure all staff has a personal development plan that identifies their development needs and is consistent with the aims of the LSW.
2. Manage disciplinary matters within own area in accordance with legislation and the LSWs policies and procedures.
3. Ensure that staff are reviewed against objectives agreed at annual appraisals.
4. Manage sickness absence in line with Livewells Policy and agreed targets.
5. To ensure all team members attend appropriate mandatory training.
6. Demonstrate professional skills in advertising, interviewing, and selecting staff, contractors, and professional consultants.
7. To develop positive working relationships with staff representatives to support the optimum use of staff resources and the implementation of agreed LSW Human Resource policies.
8. Qualify for, or delegate a suitably trained member of staff, the role of Principle Designer and all design, construction and maintenance which fall under the requirement of The Construction Design and Management Regulations 2015.
Responsibility for financial and or physical resources
1. To effectively manage the associated capital and revenue budgets for refurbishment, maintenance, estates related projects, utilities and facilities as delegated.
2. To effectively manage all works procurement and service delivery whether undertaken by in house staff or contractors. Ensure that works are undertaken in conformity with all relevant statutory instruments and quality procedures manual, to minimise risk to buildings, patients, staff, and visitors.
3. Initiate property and landscape appraisals to include condition, functional suitability, space utilisation, fire, and relevant statutory compliance. Initiate service delivery appraisal of all estates and facilities related activities.
4. Maintain an up-to-date estate database to include, floor plans, internal and external services, backlog maintenance, PPM inspections of engineering services and plant for all existing and new property interests.
5. Effectively manage budgets as delegated for all maintenance, capital schemes and Hotel Services and Transport.
6. Continual monitoring and development of a robust audit tool to minimise risk of fraud and corruption in the issue and payment of works orders to contractors and the receipt and custody of stores, equipment, and material for use by Estates and Facilities staff.
7. Provide estate and facility service for external organisations, including delivering maintenance, building works and any other requests ensuring meeting compliance with legislation and managing financial budgets.
8. Appoint, liaise, and brief external consultants in connection with the design and costing aspects of capital and maintenance schemes.
Responsibility for administration
1. Liaison with the LSW Corporate Risk and Compliance team on all issues which impact on identified risks/ hazards associated with Estates, Hotel Services and Transport activities, to include advice on training needs, to fulfil the roles of Authorised and Responsible persons. Including but not limited to, high and low voltage electrical systems, medical gases, legionella, asbestos, waste management, pest control, hygiene and food handling, national cleaning standards and driving vehicles.
2. Produce and maintain training records for all Estates and Facilities staff.
3. Produce and participate in a rota system for suitably trained staff undertaking out of hours management and response to emergencies.
4. Produce and maintain a list of Approved Contractors in accordance with the organisations Standing Orders and Financial Instructions, to ensure their suitability, Safety record, value for money, quality of work, financial stability. The Approved list shall allow for value bands for various works services.
5. Prepare Board Level Reports and Annual Reports on estates/facilities related issues.
6. Responsible for development, implementation and review of the estates planned preventative maintenance programme including utilisation and development of estates and facilities management IT systems to enhance the services to meet user and organisational requirements and enables effective reporting, trend analysis and promote innovation and sustainability.
7. To support the capital programme for the organisation including prioritisation, escalation, project management and capital procurement techniques.
Responsibility for people who use our services.
1. To ensure that estates resources align with the key priorities within the Livewell Estates Strategy and that coordination and accountability for delivery is supported at the Estates Project group.
2. Responsible for judgements and decision making for all estates and facilities management activities, taking into account legislative requirements, health & safety issues and any conflicting demands that could impact the organisation.
Responsibility for implementation of policy and/or service developments
1. Post-holder will be required to research, develop, update and introduce Estates & Facilities led organisational policies, procedures and codes of practice, in accordance with published and updated NHS & statutory guidelines to ensure compliance with legislation and industry best practice.
2. Work with the Facilities Manager to develop best practice and effectiveness for delivery of all catering, domestic services, pest control and portering/postal services undertaken by the Site Assistants.
3. Work with the Facilities Manager to develop best practice for delivery of transport services.
4. To represent Livewell within the various Devon wide and local estates planning groups.
Other Responsibilities
1. To be responsible for actively identifying own development needs and committing to a personal development plan based on continuous learning.
2. The post holder has a responsibility to his or herself and others in relation to the management of risk and health and safety in Estates operations. Will be required to work within the policies and procedures laid down by LSW together with the Health & Safety at Work Act.
Person Specification
Qualifications
Essential
* - Educated to Degree level plus management qualification and equivalent relevant work-based experience.
* - Evidence of continuing professional development.
* - Registered membership of an appropriate professional body.
Desirable
* - Professional specialist knowledge acquired through masters degree level qualification or equivalent in-depth experience. This should be enhanced by underpinning theory and experience gained at post graduate level or equivalent.
Additional Requirements
Essential
* - Development of medium to long term plans, with an understanding of the interdependencies and impact across the organisation.
* - Ability to work with senior leads to transpose their aspirations and desires to an Estates Strategy.
* - Management, delegation, and monitoring of departmental objectives.
* - Ability to plan the development and improvement of all Estates level agreements with other organisations.
* - Reliable and flexible approach to work.
* - Ability to work under pressure and with competing deadlines and demands.
* A *Standard / Enhanced CRB Check will be required for this role.
Desirable
* - Use of fine tools and equipment. For example, measurement tools and use of computerised technical drawings.
* - Patient focused approach and a clear understanding of the priorities.
Knowledge
Essential
* - A proven track record of knowledge of service management, including change management, acquired through training or experience.
* - Ability to liaise and communicate with all levels of staff internally and externally. Excellent communicator skills both written and verbal.
* - Ability to use own initiative, prioritise and meet deadlines and to work under pressure.
* - Computer literate in a variety of computer software packages, i.e., database, spreadsheets to advanced level.
* - Good leadership skills within a multidisciplinary environment.
* - Proven ability to problem solve and to achieve change, while at the same time balancing competing demands.
* - Third party Contract/Service Level Agreement writing.
* - Ability to analyse, interpret and summarise financial data.
Desirable
* - Understanding of LSW Systems including Planet Facilities Management Software & ESR.
* - 2 years Managerial Experience within an estate or construction environment.
Experience
Essential
* - Extensive Estates and/or business experience gained through the public or private sector managing a service department in a multi-site organisation.
* - Evidence of continuing professional development.
* - Previous experience of managing contracts, staff, and budgets.
* - Excellent skills in planning and resource management.
* - Ability to work on own initiative is essential and managing own workload as well as others in addition to working as part of a team. To present work methodically, accurately and in a professional and clear manner.
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