Job overview
Lead in the management of the planned preventative maintenance programme, day-to-day maintenance, fire safety, piped medical gases, low voltage electrical supplies, asbestos management, legionella/water quality and other non-clinical risks to ensure that effective action is taken at the right time resulting in compliance with Directorate objectives, based on professional and technical excellence.
Ensure the Trust is compliant with its statutory estates requirements for all operational assets in line with best practice, manufacturer’s instructions, Health & Safety (including signing-in/permits to work systems), Approved Codes of Practice and Health Technical Memoranda, giving priority to high risk areas including ITU, theatres, and NICU/SCBU.
To keep the Estates risk register up-to-date and asset register under constant review, identify backlog maintenance and critical infrastructure and provide advice on the potential impact of forthcoming legislative and mandatory changes.
To lead the Estates team, taking responsibility for all aspects of management and personal development of staff.
To advise and assist departmental heads with the commissioning and delivery of Estates Management Services, and associated professional services, including strategic planning, taking into account financial constraints and delivering the most cost effective programme.
Main duties of the job
Ensure that Estate services are resilient in the event of major power failures, plant failures, major incidents, & site shutdowns & that all senior staff are aware of and are practiced in business continuity & major incident procedures.
Set targets, manage & audit Estates suppliers & others to ensure:
Delivery of quality programmes that meet the set targets & stay within approved budgets.
Compliance with relevant Codes of Practice, Health & Safety legislation, Building Regulations, other relevant legislation & the Trust’s various policies and practices (e.g. for Asbestos and Lone Working) & other Codes of Practice.
Key performance indicators are met.
• Write & present reports to boards and committees (many of which are attended by senior management & Trust Members) as required.
• Audit and approve valuations/final accounts and ensure payment is made within required timescales.
• Represent Estates, Facilities and Capital Projects at site meetings with various interested parties, as and when required.
• Establish and maintain key relationships with suppliers and develop a deep understanding of the markets and suppliers allied to Estates.
• Assist in the development of the Estates team as a centre of excellence managing value, risk, quality, functionality, service, innovation and cost for the
solutions developed by the team as a whole.
• Take responsibility for self-development, keeping abreast of the market & service and industry changes, to anticipate the future needs of the business.
Working for our organisation
Whittington Health serves a richly diverse population and works hard to ensure that all our services are fair and equally accessible to everyone. Nowhere is this more obvious than in the way we look after our staff. We aim to employ a workforce which is as representative as possible of this population, so we are open to the value of differences in age, disability, gender, marital status, pregnancy and maternity, race, sexual orientation, and religion or belief. The Trust believes that as a public sector organisation we have an obligation to have recruitment, training, promotion and other formal employment policies and procedures that are sensitive to these differences. We think that by doing so, we are better able to treat our patients as well as being a better place to work.
Detailed job description and main responsibilities
Please read attached Job Description for full responsibilities.
To ensure regulatory compliance and probity is adhered to in regard to the
Trust’s various financial policies (e.g. Procurement Rules) and external regulatory or
statutory requirements such as OJEU procedures.
• To actively develop, participate and contribute to any required Property and
Asset Management (PAM) related activities on at least an annual basis.
• To ensure that the Trust’s professional agents are sufficiently resourced and
trained to ensure compliance with all Health & Safety and other legislation and
statutory requirements as they affect building projects and works.
• To ensure that audits of all compliance matters such as: Site Log books,
asbestos registers, fire prevention procedures, legionella tests, planned preventative
maintenance routines, health & safety risk registers, decontamination measures, etc.
are up-to-date and comply with relevant legislation. To ensure via spot audits that
records and works are compliant.
• To ensure all essential, relevant and compliance data is kept in the correct
format and in line with correct retention periods.
• To ensure all stake-holder/DATIX issues/incidents are dealt with in a timely
fashion.
• To undertake such other duties as the Director of Estates, Facilities and Capital
Projects may require from time to time.
Financial and Physical Resources
• To be responsible for providing sound estates advice in the management of the
Trust’s property assets in conjunction with the Head of Projects and Property.
• To have detailed knowledge of and implement all relevant parts of the Trust’s
Standing Financial Instructions and Standing Orders including budgetary
arrangements.
• To formulate ‘hard FM’ service charge schedules in relation to the estate where
and when appropriate.
• To provide data and financial information to Finance and other support teams
on all Estate costs associated with the running of Trust facilities including service
charge payments and collections
Person specification
Qualifications
Essential criteria
1. A relevant professional qualification (eg MICE, MCIBSE, MIHEEM or appropriate BSc.BA etc Degree in Building or Engineering related subject.
2. Specialist knowledge acquired through post-graduate courses & experience to masters equivalent level
3. Experience of operating as an AP in relevant HTM disciplines
4. At least 3 years in a similar role at a similar level of seniority.
Desirable criteria
5. Management Diploma
6. NEBOSH/IOSH Qualification
Skills
Essential criteria
7. Excellent interpersonal and leadership skills.
8. Personal skills of enthusiasm, self motivation, tact, diplomacy and the ability to work well under pressure are essential.
9. Advanced level of business management skills including; property and general business skills (including budget management, change management and forward planning).
10. Ability to communicate effectively, both orally and written at any level required by the organisation
11. Ability to motivate across a wide spectrum of professional disciplines from both within and outside the Trust
12. Advanced problem solving ability and able to lead the development and implementation of innovative solutions
13. Advanced financial management and business skills including best value, whole life costing and developing business cases.
14. Strong presentation skills and reporting skills including Board reports
15. Advanced facilitation, negotiating and diplomacy skills as often scenarios encountered can be antagonistic, in difficult circumstances often away from the NHS environment. Additionally, persuasiveness is an essential element to enable disputes / projects to progress.
16. Advanced analytical/decision making skills
17. Effective performance management skills (staff and contracts).
18. Excellent computer skills - competence with Microsoft software such as Outlook, Word, Excel, PowerPoint, Access, MS Project etc.; and effective database management skills.
19. Ability to analyse, interpret and make judgements using complex, conflicting and critical information.
20. Ability to analyse financial and ‘commercial in confidence’ data.
21. Skills and experience in developing and operating integrated Property Asset Management
22. Ability to work under pressure and to strict timescales.
23. Ability to deliver services to multiple organisations and prioritise workload
24. Ability to motivate and organise others.
25. Willingness to learn and adapt.
26. Able to make site inspections
27. Able to work positively and constructively with colleagues in the facilities, projects and property and EBME teams within the Environment Directorate demonstrating a pro-active approach and outlook at all times
28. Excellent team building skills
29. Ability to assist in espousing emotive decisions/outcomes for clients within an atmosphere less than conducive to normal working conditions, requiring a good level of communication skills in the delivery of such information.
30. Able to interrogate, extrapolate and make comparisons of data and, following analysis of the data, set out the options for consideration and comment by Trust staff
31. Able to type their own reports and letters e.g. to expedite replies to clients.
32. Able to use a wide range of computer software to develop and create reports, documents, drawings together with various presentation software techniques
Knowledge
Essential criteria
33. Must have knowledge and experience of : The operation, maintenance and upkeep of the building fabric, engineering services and grounds and gardens contained within an NHS Trust Estate and also ensuring the Estate is managed in accordance with best practice guidance, HTM’s & HBN’s etc.
34. Ensuring that Authorised and Competent Persons (or equivalent) are appointed and fully briefed to meet the Trust requirements, and liaising with the Authorising Engineers and Trust Directors to ensure that the training and appointments for all Authorised, Responsible and Competent Persons, or equivalents are up to date.
35. Undertaking Authorised and Responsible Person Duties as relevant and working closely with the Authorising Engineer (AE) to ensure that actions arising from annual AE audits are completed within specified timescales and that the Trust remains compliant with the relevant Healthcare standards, such as the HTMs & HBN’s
36. Assisting the Fire Safety Manager for the Trust, to ensure that appropriate fire precautions and protective measures are in place across the Trust’s estate
37. Ensuring the Estates asset register is maintained and kept up to date and that there are management systems in place to provide effective and efficient management of the assets over their lifecycle
38. Providing data for the annual ERIC returns and Premises Assurance Model (PAM) and using this information for benchmarking purposes.
Personal Qualities
Essential criteria
39. Has a good understanding of the policies and procedures governing their area of work
40. Has experience of raising concerns and taking steps to correct issues to expected standard
41. Effective communication and negotiation skills
42. Recognises how their role contributes to the care of patients and others
SAFEGUARDING CHILDREN AND ADULTS
To comply with the Trust’s Safeguarding Children and Adults policies, procedures and protocols. All individual members of staff (paid or unpaid) have a duty to safeguard and promote the welfare of children, young people and vulnerable adults This will require you to:
43. Ensure you are familiar with and comply with the London Child Protection Procedures and protocols for promoting and safeguarding the welfare of children and young people.
44. Ensure you are familiar and comply with the London Multi Agency Safeguarding Vulnerable Adults Pan London Procedures.
45. Ensure you are familiar and comply with local protocols and systems for information sharing.
46. Know the appropriate contact numbers and required reporting lines.
47. Participate in required training and supervision.
48. Comply with required professional boundaries and codes of conduct
Whittington Health is committed to safeguarding all children and vulnerable adults and expects all staff and volunteers to share this commitment.