Estates and Facilities Management of several NHS sites, focused on Mental Health and Community facilities across Norfolk and surrounding counties. Reporting into the Centralised Estates Office of HPFT in Hertfordshire.
Main duties of the job
Job Summary
At all the sites assigned to the role provide a comprehensive management of the upkeep, maintenance and cleanliness and soft services of the assigned sites ensuring the provision and maintenance of quality services in line with the Trusts strategic objectives. Ensuring that services provided either internally or via third part service providers are delivered in a timely and coordinated way in accordance with contract conditions to Clinical Operations to ensure that there is always a safe and secure environment for Service Users and Trust Staff. Liaising with the Clinical Services ensuring that Estates and Facilities tasks are delivered in line with the Clinical Services expectations and any issues are addressed appropriately and/or escalated in a timely manner with other members of the Estates and Facilities team, Finance, HR, Infection Control, and other departments as required. Occasional / Monthly attendance at the Centralised Estates Office in Hertfordshire.
About us
Hertfordshire Partnership University NHS Foundation Trust are one of just five mental health trusts to achieve an overall rating of 'Outstanding' from the Care Quality Commission.
Our family of over 4,000 members of staff provide health and social care for people with mental ill health, physical ill health and learning disabilities across Hertfordshire, Buckinghamshire, Essex and Norfolk, delivering these services within the community and several inpatient settings. Everything is underpinned by choice, independence and equality, with our Trust values embedded throughout:
Welcoming. Kind. Positive. Respectful. Professional.
Job description
Job responsibilities
MAIN DUTIES and RESPONSIBILITIES:
Operational Delivery
* Ensure appropriate and adequate arrangements are in place at each site for the maintenance of property assets, plant and machinery advising relevant managers within the Estates Department of any deficiencies and working with them to resolve any concerns.
* Act as the first point of contact for estates and facilities services, building relationships with customers and sign posting them to other estate and facilities personnel when necessary.
* Raise help desk calls and monitor the timely completion of all help desk calls and customer requests.
* Responsible for the appearance and physical security at each site within the resources and systems available.
* Ensure assigned properties are cleaned internally and externally in accordance with the specification, addressing any deficiencies in liaison with appropriate Estates managers from the Facilities Function.
* Ensure any repairs and/or redecoration of the site are highlighted and dealt with appropriately by the Estates Department.
* Responsible for ensuring that there are adequate provisions for general, recyclable and clinical waste disposal and all waste/redundant materials are disposed of in a timely way.
* Ensuring that measures for pest control are in place and are effective.
* Assisting the Clinical Management team in the request for any minor works required for effective delivery of clinical services, discussing options, facilitating obtaining quotations for minor work, approvals or rejections, and delivery as appropriate.
* Assist in the delivery of site backlog maintenance.
* Ensure Estates compliance records are current and raise any concerns with management.
* Work with users of the premises to ensure environmental impact and sustainability of Trusts property is in place.
* To implement & manage the various service level agreements undertaken by the Trusts.
* Ensure each building has appropriate safety and business continuity procedures in place, including fire wardens, alarm testing, evacuation procedures and to escalate these to the responsible person if there are any shortfalls.
* Undertake regular programmes to audit and assess the quality, utilisation, and functional suitability of Trusts property. This includes cleaning, PLACE and ad hoc audits ensuring regular inspections of buildings, structures, plant and equipment to meet operational and safety requirements in liaison with appropriate specialist managers.
* Undertake and assist in performing alarm tests, fire drills, evacuation readiness and other life safety procedures.
Patient / Customer Care
* Maintain a safe environment for service users and staff and raise any concerns with Clinical Management, Nurse in Charge and if appropriate complete an incident report.
* Assist in the investigation of all accidents/incidents (non-clinical) with the Trusts H& S Manager and assist in the deployment of remedial action to ensure avoidance of similar incidents in future.
* Provide advice to senior managers, colleagues and clients regarding the quality assurance of assigned building and facilities, such as cleaning, catering and maintenance, which directly impact on the quality of patient care.
* To manage & organise logistics in & around the Trusts sites, including deliveries and removals where appropriate.
Strategic Management
* To actively contribute to the formulation & implementation of the strategic planning when required, in accordance with the trusts strategic aims & objectives.
* To provide support & advice on financial & non-financial aspects of the business & strategic planning process.
* Demonstrate the ability to engage in strategic decision-making activities within the sphere of influence to shape policy practice in innovative & dynamic ways.
Service Development and Improvement
* Optimise and further pursue the drive for cost efficiencies in support services whilst maintaining / improving quality.
* Help assist benchmarking of support services within relevant guidance from the Senior Estates Management.
* Ensure that the Trusts standards in performance & quality are met by Service Providers.
* Assist the development and implement a range of Trusts policies to improve facility management across both Trusts.
* Assess the impact of any policy developments and service redesign on the management of Trusts property.
* Develop and maintain local operational policies and procedures for assigned buildings.
* The development and maintenance of robust business continuity plans.
* Analyse systems and processes relating to the management of trusts properties to ensure that improvements and efficiencies are made and problems solved.
* Monitor the usage of assigned buildings and provide occupancy data to improve efficient space utilisation.
* Review and monitor services provided by external organisations, liaising with those providers, constantly seeking ways to improve.
* Undertake consultation with staff and service users regarding improved utilisation of Trusts property and facilities.
Management and Leadership
* Undertake line-management responsibilities and supervision for specialist consultants/engineering / building and facilities contractors ensuring their staff have the correct permits and risk assessments and method statement to ensure compliance with safe contractor system, Trust policies and HSE requirements.
* Provide professional guidance, training and development as required to Contractors, Service providers and Trust FM Managers.
* Be an effective manager and team player, demonstrating and role modelling a commitment to the Trusts values and strategic objectives.
Communication and Relationship Building
* To develop and maintain effective professional relationships with tenants, landlords and other building users, acting as the first point of contact for the Property Manager, Estates and Facilities related issues at assigned sites.
* Demonstrate tact, diplomacy and the negotiation of local solutions between building users. Communications may have legal or financial implications.
* Provide and receive complex information regarding property management. This may include the provision of reports and briefings to managers and the exchange of project related information with specialist and non-specialists.
* Attend regular user group meetings with service managers at assigned sites.
* Attend regular Estates Team meetings both virtually and in person at Estates Department central office.
* Liaise with other public and private service providers including other local NHS Trusts, County, Borough and District Councils who use or neighbour assigned sites.
* Work in liaison with other members of the estates and facilities team to ensure that work plans contribute to the overall improvement of the Estate both internally and externally.
* Ensure that building users have access to relevant information about the operation of the building including site operational policies, maintenance logs, health and safety policies, and any related health and safety documentation.
Finance and Resource Management
* Assist in identifying all costs required to support delivery of the services and proactively provided to support the budget setting process.
* Produce necessary financial information for Trusts Finance Department that enables them to set budgets and pay invoices for goods received.
* Maintain the highest standards of corporate and financial governance regarding the control of revenue expenditure with particular reference to organisational and legislative requirements for the selection and procurement of contractors and supplies.
* Raise purchase requisitions for services and products for maintenance and facilities management, ensuring adequate arrangements are in place to monitor expenditure, inventory, remaining within allocated budgets and signing off payments via the ELFS system to contractors.
* Reduce unnecessary expenditure and waste.
* Work with colleagues responsible for the maintenance of assigned buildings to ensure the continuing best value for money and functionality of the estate.
Information Management
* Maintain the site backlog/maintenance records.
* Ensure that robust records are safely kept of all relevant matters relating to the management of assigned trusts property using both physical and electronic media.
* Maintain an accurate database (terrier) of space utilisation within assigned sites.
* Monitor key performance indicators for measuring and reporting team and property performance against organisational targets. This will include the development of new systems, both paper based and computerised, for the collection, processing, analysis and reporting of information to improve decision making.
* Ensure that all room datasheets and occupation information is up to date and respond to any information requests (i.e. ERIC returns) regarding property management.
Person Specification
Qualifications and Training
Essential
* Degree level qualification or equivalent.
Desirable
* Relevant Professional Qualifications.
Experience and Knowledge
Essential
* Experience in a similar role.
* Site management experience with knowledge of estate maintenance, facilities, security and soft FM underpinned by theory or practical knowledge.
* Experience of working within the NHS or similar public sector organisation.
* Contract management of contractors.
* Permits to work and control of contractors.
* Experience of undertaking building audits.
* Evidence of ongoing personal development.
* Understanding of health and safety requirements.
Desirable
* Experience in the management of staff and staff appraisals.
* NeBosh H& S qualification.
* Certified Responsible person for Water Safety, HVAC, Fire Safety.
Employer details
Employer name
Hertfordshire Partnership University NHS Foundation Trust
Address
Little Plumstead Hospital (incl travel to out laying sites)
Hospital Road
Little Plumstead
NR13 5EW
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367-CORP-9041
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