To lead on and manage, strategically and operationally, business support for the Estates and Facilities department, ensuring compliance with both external and internal governance and legal obligations and functions. This will include:
* Fire
* Security
* Departmental governance
* Compliance reporting and auditing
* General reporting
* Administrative support
* Customer service
* Finance administration
* Quality
Main duties of the job
* The authorised signatory for purchases within the Business Management function, and also authorises staff timesheets and expense claims including for bank and agency staff employed within the Estates and Facilities services.
* Responsible for procurement of goods and services relating to the Business Management function, including contracts for outsourced services and services delivered through Service Level Agreements (SLAs) with other NHS organisations.
* Responsible for trading accounts for commercial operations and tendering of contracts as appropriate and security of stock within the designated stores areas.
Staff management
* Line Manager for several departments. Responsible as line manager for all staff employed within the Business Management function, including appraisals, managing sickness absence, disciplinary and grievance matters, recruitment and selection decisions, personal and career development of staff and departmental workload and allocation.
* Manage the balance between directly employed staff, temporary staff, agency staff and contractors to achieve optimum performance in service provision whilst maintaining cost effectiveness.
About us
* We have opportunities for everyone across our wide variety of services working in supportive team environments, including medical, clinical, support and corporate services.
* Positive 2022 NHS Staff Survey results with compassionate culture and leadership, and support for staff wellbeing, scoring highly.
* A variety of working environments across the community, in patients' homes, within our community hospitals and bases across the county.
* Supportive flexible working patterns such as part time, flexi time, annualised hours, and flexi retirement options.
* Excellent training and development opportunities tailored to individuals.
* Research opportunities.
* Cost-effective and convenient workplace nurseries in Crawley, Hove and Brighton.
* Thriving BAME, Disability and Wellbeing, LGBT+ and Religion and Belief staff networks.
* We are proud to be a Level 3 accredited Disability Confident Leader, committed to creating inclusive workplaces.
* We are proud to be a Veteran Aware Trust, achieving accreditation from Veterans Covenant Healthcare Alliance (VCHA).
* Located in stunning Sussex, with easy access to the South Downs and the coast.
* Access to a wide range of benefits and discounts for NHS staff.
Job description
Job responsibilities
Job summary
To lead on and manage, strategically and operationally on Hard FM services including:
* Planned Preventative Maintenance
* Reactive repairs and maintenance
* Remedial works
* Minor works/small projects
* Capital projects
* Electro-Medical Engineering (EME) and medical devices
The Assistant Director of Estates takes leadership responsibility for the development and management of the physical environment and will inspire and manage a team delivering maintenance and solutions to the technically operational areas of the estate. The post holder will ensure that the infrastructure on each of SCFTs sites supports the provision of high quality, safe care and delivers a positive experience for all that use them.
To lead and manage the Estates Team so as to provide a physical environment that is efficient, adaptive and responsive, in both the short and long-term, to the strategic aims, objectives and priorities of SCFTs customers. To provide professional advice to SCFT, including statutory health and safety and security requirements and to deputise for the Director of Estates & Facilities on relevant professional matters.
The Assistant Director of Estates is a senior and significant management post at SCFT. Although the post holder is responsible for the development, management and operation of SCFTs estate, they need to be a general manager of the highest calibre who can make a significant contribution to the development and delivery of SCFTs wider strategic aims and objectives and its operation policies.
Communication and working relationships
Be responsible for customer relationships, through attendance at both internal and external groups, chairing user group meetings and by prompt and positive responses to all customer complaints, ensuring at all times, good lines of communication throughout the Trust.
Work with other members of the department to ensure a smooth and consistent service delivery is achieved to provide service excellence to both internal and external customers and patients.
Key responsibilities
Strategic Planning of the Estate
* Assisting the Director of Estate & Facilities with creating and maintaining a strategic estate plan (over a 10 year timescale) in line with the overall objectives of SCFT.
* Delivery of the strategic plan and Leadership of Estates, EME and Capital Managers.
* Development of a 10/15 year capital replacement plan that responds to the service development requirements of SCFT.
Programme management and governance
* Devise and deliver an Estates Service Improvement plan in line with SCFT strategy to ensure that the service is improved and can confidently deliver services in compliance with statutory requirements.
* Ensure that all services provided by the division follow SCFT procurement rules and are in line with Standard Financial Instructions.
* Draft, develop and implement policy, procedure and process across the division to ensure standardisation and adherence of the same.
* Development of Capital programme annually and ensure the delivery of the plan is in line with projected spend and timelines.
* Provide leadership and ownership to the assurance of project completion by ensuring a seamless handover of all capital projects.
Interaction with external bodies
* Act as the SCFT point of contact for external bodies such as NHS Property Services and other Trusts with regards to Estates operational issues & advice.
* Act as the Divisional representative for all Estates escalations and presence at formal meetings.
* Communication between the services identified above and their users, community groups and voluntary sector.
* To lead in the Care Quality Commission assurance process for the outcomes that relate to the department and to provide evidence in relation to the outcome standards.
Operational Delivery
* Direct line management responsibilities consists of:
* Estates Managers
* EME Manager
* Capital Projects Manager
* Estates Help Desk
Define overall objectives and targets in support of the Estate Strategy and monitor results to ensure that planned objectives and services levels are met.
Financial Management
* Compilation of annual budgets for the division to accurately reflect the needs of the department.
* Current budgetary responsibility for £9m pa capital funding and £4m pa revenue budget.
* The post holder is responsible for procurement of goods and services relating to the Estates function.
Person Specification
Qualifications and/or professional registration
Essential
* Degree level qualification + post graduate management qualification
Desirable
* Professional knowledge plus additional specialist knowledge acquired through training and experience to Masters level equivalent
* Professional Qualification/ Membership of an appropriate professional organisation.
Experience
Essential
* 5 years experience in management
* Minimum 3 years Senior management experience.
* Experience of communicating complex information to both technical & non-technical audiences.
* Knowledge of FM associated legislation.
* Sound knowledge of Financial Management.
Skills and Knowledge
Essential
* Communication Skills
* Analytical and Judgement Skills
* Planning and Organisation skills
* Able to lead and motivate and develop staff.
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