Facilities and Estates Manager

Job description

Job responsibilities

KEY RESPONSIBILITIES

Service Delivery

Ensure all Hospice premises and grounds remain fit for purpose in accordance with CQC and legislative requirements.

Develop and manage a Planned Preventative Maintenance Schedule and cyclical estates management programme for the Hospices buildings, infrastructure and services to meet its current requirements and future needs/developments.

Identify and respond to faults, prioritising, organising and supervising contract work where required, ensuring satisfactory completion of works.

Manage maintenance requests quickly and effectively ensuring both reactive, pro-active and planned maintenance work is carried out to schedule, is cost effective and minimises disruption to Hospice services.

Develop the facilities database (Vantage) to record and manage contracts and equipment management, ensuring that all maintenance requisitions are processed and recorded.

Manage and monitor all day-to-day service contracts, ensuring arrangements are robust and support the functional needs of the Hospice.

Manage security arrangements including the effective operation of all premises, CCTV systems, fire and intruder alarm systems and key holding/distribution.

Procure and be responsible for the fleet of vehicles, ensuring maintenance, safety and full compliance with relevant policies.

Ensure annual risk assessments, audits, drills and training are conducted and documented across all Hospice premises.

Demonstrate strong budget monitoring arrangements across all service areas, effectively managing costs and driving efficiencies without compromising on quality.

Identify recommendations for improvement for services including but not limited to, energy usage and waste management.

Liaise with external Project Managers and Contract Leads to ensure completion of works in a safe and timely manner.

Health and Safety

Identify and deliver statutory service frequencies as required by H&S legislation.

Liaise with external H&S advisors regarding HSE, fire safety, environmental health and other considerations that affect the Hospice, ensuring compliance and appropriate action.

Act as the H&S Lead, Decontamination Lead and the Responsible Person for the ordering, changing and storage of piped and portable oxygen.

Ensure that the organisation, premises and equipment is safe, legal and compliant.

Develop risk assessments and policies as appropriate to Estates and Facilities.

Ensure all appropriate materials are stored and used in accordance with COSHH regulations.

Management and Reporting

Provision of line management and leadership of the operational functions for maintenance, housekeeping/domestic provision and the laundry service.

Proactively build and manage a pool of skilled volunteers to support Estates and Facilities activity.

Identify and oversee projects to maintain and enhance the Hospices estates and facilities, and support income generation initiatives where required.

Work with the Corporate Services Manager to produce an annual budget and capital replacement programme for Estates and Facilities.

Support the Hospices strategy to become more financially sustainable by growing the trading estate and capitalising on current and future estates and facilities.

Provide out of hours support for urgent facilities and maintenance issues, and oxygen cylinder supply requirements.

Attend regional H&S/Facilities Management network groups.

Produce Facilities and Estates and H&S reports aligned to the organisational strategy.

As a member of the Audit Sub-Group, undertake regular audits to achieve and maintain high standards.

Ensure accurate and up to date compliance, documentation and certification relating to the premises and equipment are maintained electronically.

As a member of the Risk Sub-Group provide an informed and expert view on current and predicted key risks associated with Estates and Facilities advising where needed on appropriate courses of action.

Write and manage operational procedures, risk assessments and method statements for service areas.

General

Attend team meetings as appropriate.

Develop a close working relationship with staff and volunteers across Hospice Team ensuring that a positive view of the Hospice is promoted at all times.

To maintain excellent lines of communication internally with all staff and volunteers; and externally with supporters within the local community.

Act as an ambassador for Springhill Hospice, including, but not limited to, undertaking speaking engagements, acting as a spokesperson with the media, attending Springhill Hospice events, and attending networking events and conferences as required.

Maintain membership of appropriate professional bodies and keep up to date with current legislation and trends.

Attend training as required to maintain own knowledge and further develop expertise.

Participate in the Hospice education/training programme, including mandatory training.

All staff have a duty to take reasonable care to avoid injury to themselves or to others.

To read, understand and comply with all Hospice policies and procedures, applying the principles as appropriate to role.

To be aware of individual specific responsibilities in respect of the Safeguarding of Vulnerable Adults, in relation to role.

All information relating to patients and staff gained through employment with Springhill Hospice is confidential. Disclosure to any unauthorised person is a serious disciplinary offence under Springhill Hospice Policies.

Undertake any other duties as appropriate to the role.

This Job Description may be reviewed in conjunction with the postholder in conjunction with the development of the organisation.

Springhill Hospice is a registered charity. All staff members are expected to contribute to fundraising activities for the benefit of the Hospice.

Springhill Hospice is an equal opportunities employer and has a No Smoking Policy.

Some posts are subject to a Disclosure & Barring Service/POVA check. If you require more information on this please refer to www.homeoffice.gove.uk/dbs

Person Specification

Qualifications

Essential

• GCSE (grade A-C) or equivalent in English and Maths.
• Recognised industry qualification or transferable experience.

Desirable

• Health and Safety qualification (eg IOSH) and/or membership of professional body.

Experience

Essential

• Managing service and supplier contracts.
• Evidence of managing a team.
• Knowledge and experience of risk management.
• Proven and relevant experience in implementing and monitoring health and safety policy, processes and procedures.
• Experience of procurement and budget management.
• Experience of undertaking audits and ensuring actions are implemented within agreed timescales.

Desirable

• Experience of project management.
• Previous experience of working in a healthcare environment.

Knowledge and Skills

Essential

• Strong communication skills, including providing clear instructions and the ability to prepare clear written reports.
• Strong negotiation skills.
• Proactive individual.
• Comprehensive understanding of current health and safety legislation, guidance and best practice.
• Ability to motivate and manage staff.
• Ability to manage time effectively, be self-motivated and meet deadlines.
• Strong IT skills, including Microsoft Office and database systems.
• Ability to prioritise duties in unexpected situations with a flexible approach to work.
• Ability to identify issues and find practical solutions.
• Ability to multi-task, use own initiative to meet deadlines and deliver required service.

Other

Essential

• Prepared to work outside during inclement weather and occasionally at heights/in confined spaces.
• Ability to travel independently between the main Hospice site and retail outlets.
• Flexible approach to working arrangements.

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

Employer details

Employer name

Springhill Hospice

Address

Broad Lane

Rochdale

Lancashire

OL16 4PZ

Employer's website

https://www.springhill.org.uk (Opens in a new tab)