Job overview
The post holder will play a key role in supporting the Deputy Director of Estates and Facilities
leading on the Trust’s overarching objectives. Environment and Sustainability Strategy will pay part of the wider remit of work undertaken by the Estates and Facilities and Projects department for Whittington Health.
The post holder will ensure that all patient and staff environments meet the requisite high standards expected by the Trust. Provide detailed business case folders to support development of the existing infrastructure to future proof services going forward.
The post holder will deputise for the Deputy Director of Estates & Facilities and provide support to all other members of the Estates and Facilities team and have an active role in overseeing the day-to-day performance of the department. Provide detailed weekly and monthly reports to the Deputy Director Estates and Facilities and internal trust governance, reporting on identified risks whilst keeping the risk register up to date.
Main duties of the job
see attached JD for full job details
Manage building and engineering services delivering a compliant & financially sustainable service that meet the needs of the Trust.
Ensure Estates Department has sufficient Authorised Engineers/Approved/Responsible Appointed & competent persons to ensure the Estates Department act in accordance with the required procedures. Provide feasibility studies on proposed areas of work & change for Whittington Health, including holding & leading workshops & meetings to better understand the needs of client.
Lead on delivery of operational E&F services & provide technical leadership to senior Management & the team. Apply & provide specialist knowledge & advice on service requirements including statutory obligations, best practice & standard operating procedures including but not limited to HTM 00, SFG20.
Be part of the programming of the Capital 5-year plan as well as input on the Estates strategy, providing expert advice.
Manage staff & resources allocated to the job in accordance with the role & code of ethic & standards, including health & safety, annual appraisals, Succession planning, grievances hearing & performance management. Direct report responsibility managing the estates manager & project managers.
Understand, ensure the principles and statutory regulations for Health & Safety are complied with throughout the asset lifecycle.
Administer / manage cost / variation procedures as applicable under the relevant Appointment or Contract.
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
Leadership
Contributes to the shaping of the vision of the hospital and departments that job role is responsible for.
Provide visible leadership to all staff, promoting a clear sense of direction within the Directorate, in line with achieving the hospitals objectives.
Creates a climate which both encourages teamwork, collaboration and maximises individual’s and teams’ potential.
Operational Management
Manage the in-house team as well as external contractors on a day-to-day basis, setting work and ensuring all projects are controlled.
Employ and manage temporary staff as required.
Provide support and advice on project software and estates management software.
Working with project staff to keep them informed of any work that may impact on business as usual.
Work with finance and E&F colleagues on space charging. Introducing new ways of working as required.
Direct line management responsibility for Senior Estates Manager, Fire Safety Manager & Estates Administration function.
• To ensure the above receive mandatory training as laid out by the Hospital Training Policy.
• Ensure methods are in place to train all staff to the correct agreed standard to carry out their role and to ensure training records are maintained accurately.
• Agree and set objectives and targets for relevant staff, ensuring priority is given to their achievement, and be directly responsible for co-ordinating team leader and staff appraisals.
• Responsible for all aspects of function staffing, including their deployment, having determined service priorities, recruitment, training, safety and welfare.
• Manages and monitors the operation of all service functions and Trust assets in a safe, efficient, and economic manner, conducive with good practice, current legislation, and national and local guidelines.
• As and when necessary, deputise for the Deputy Director of Estates and Facilities, attending Senior Management Meetings.
Strategic Planning
Assist the Deputy Director of Estates and Facilities in the training and development of staff groups within area of responsibility ensuring effective strategies in place to manage the change process.
Assist the Deputy Director of Estates and Facilities in preparing relevant Capital bids for equipment replacement in line with the strategic needs of the Trust/Directorate.
Managing Resources and Risk
Prepare and agree Annual Revenue Budgets and ensuring value for money for all expenditure is achieved.
Assume responsibility for delegated element of the revenue budget and participate in monthly expenditure reviews with Deputy Director of Estates and Facilities.
Responsible for ensuring relevant policies and procedures are incorporated within Capital/Revenue re-development projects.
Advise the Trust and key Client groups on matters in relation to their business, through minimising risk and raising awareness, and be responsible for developing and monitoring relevant Policies and Procedures.
Responsible for all aspects of Health and Safety Management and compliance within all service areas.
Succession planning to ensure a robust delivery team.
Managing the Business
Ensure compliance with the Trust’s SFI’s/SI’s and policies and procedures and all relevant Facilities Service Codes of Practice, statutory requirements and professional standards are maintained.
Lead on the development and implementation of service and cost improvement initiatives.
Responsible for the development of relevant operational policies and procedures for areas of responsibility that will document the critical aspects of the service provided.
Responsible for the delivery of the PAM and ERIC returns and maximizing efficiency by reference to the Model Hospital.
Contribute to the development of performance measurement targets and quality standards (for area of responsibility)
Ensure effective communications with Client group on purpose and activity are maintained, and direct staff groups are briefed on service developments/changes.
Contribute to effective working partnerships with direct staff and indirect groups through collaboration and co-operation on service developments and changes.
Identify and assist in the development of income generating services and the monitoring of same.
Ensure Standing Financial Instructions are followed and adhered to at all times, negotiate detailed contracts with third party providers for services provided and commissioned by the Trust.
Person specification
Qualifications
Essential criteria
1. Master’s Degree or equivalent extensive relevant experience
2. Professional Qualification at graduate level Degree in an Engineering or Building related subject or equivalent + post graduate course and experience to a master’s level.
3. Member of a relevant professional institute (CIBSE, IEE, IHEEM, etc.) or similar Chartered Professional Body
4. Responsible Persons Certificate Legionella, Asbestos, Electrical Safety and Fire as set out in HTMs
5. Evidence of continuing professional development
Skills
Essential criteria
6. Excellent communicator both verbal and written
7. Able to demonstrate good. negotiation and influencing skills.
8. Able to liaise with staff at all levels. of the organisation
9. Ability to deliver to deadlines without supervision.
10. Effective motivator, persuasive, diplomatic and a good listener
11. Creative and solution orientated.
Knowledge
Essential criteria
12. Post qualification experience in operational and strategic estates management.
13. Extensive Estates operational experience within a hospital environment.
14. Experience of managing professional and technical staff.
15. Previous experience of managing external advisors and contracts.
16. Experience in development of monitoring systems, policies, and procedures
17. Evidence of budgetary management skills
18. Specialist knowledge of Capital, Estates and Facilities legislation and statutory, mandatory, and best practice
19. Working knowledge of related control mechanisms and NHS procedures, legislation, and guidance
20. Extensive knowledge of all highly complex Hospital Technical Memorandums (HTM’S) and HBNs
Desirable criteria
21. Proven Knowledge and skills in project management, business planning and quality process
22. Extensive knowledge of risk management strategies and governance and assurance
23. Knowledge of utilising performance information systems to achieve management objectives.
personal qualities
Essential criteria
24. Energy, enthusiasm and innovative
25. A good team worker who can work effectively with clinical, managerial, and other colleagues
26. Must be able to partake in out of hours ‘on-call’ service.
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:
27. 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.
28. Ensure you are familiar and comply with the London Multi Agency Safeguarding Vulnerable Adults Pan London Procedures.
29. Ensure you are familiar and comply with local protocols and systems for information sharing.
30. Know the appropriate contact numbers and required reporting lines.
31. Participate in required training and supervision.
32. 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.