Job responsibilities
The Facilities Manager is a
key role accountable for the management of total facilities services across
our two hospices and our retail sites.
They will be accountable for
the fabric of the hospice buildings and tangible assets, including short,
medium and long term planned preventative maintenance, contract and
contractor management, security and energy sustainability. They will be the
nominated competent person ensuring health and safety legislative and
policy compliance.
A key focus of the position
is to deliver safety excellence, drive operational efficiencies and provide
management information to the Executive Management Team.
The Facilities
Manager leads the development of a
high-performing team of technical employees, who can provide exceptional
levels of customer service across all of the Charity work locations. This includes embedding a culture of efficiency
and collaboration that aligns to the Charitys values.
Facilities
Develop
and implement a programme of planned maintenance for all of the Charity
locations, including retail stores, to ensure that the premises and the
equipment within are fit for purpose, maintained in a serviceable condition,
meet relevant safety standards and are in good working order.
Develop
a charity wide asset register to demonstrate condition, life cycles and
service intervals to be used to drive facilities budgeting and forecasting.
Develop
and utilise the facilities system to be a leading tool demonstrating the
completion of maintenance tasks for premises and equipment as well as
remedial actions, compliance recording and auditing
Coordinate and control all
building works and refurbishments, planning for minimum disturbance to the
patients, visitors, customers and employees.
Ensure the Maintenance team carrying
out routine monitoring and repairs on all buildings and facilities and
engage external contractors where necessary.
Is responsible for ensuring all regular
tests and checks are completed as required and recorded accurately. This includes fire alarm and
evacuation procedures.
Ensure all equipment is installed, checked
and serviced in accordance with the manufacturers instructions and accurate
records are maintained to confirm this.
Lead and develop the maintenance team,
allocating work and ensure all work is completed, safely, efficiently and to
a high standard. Line management of supervisor including identifying learning
and development needs and annual performance appraisals.
Ensure that contracts are in place and
reviewed annually to meet the planned maintenance requirements of all sites,
as well as providing support for any reactive maintenance required.
Develop a process for assessing reported
faults/defects to determine appropriate action plans for undertaking
non-planned maintenance.
Consult with relevant managers to ensure maintenance
work is co-ordinated to achieve minimal disruption to patients, visitors, customers
and employees.
Ensure all work sites are adhering to the
required visitor record processes, such as signing in and out, and all
contractors are made aware of the fire safety and evacuation procedures and
standards of behaviour for the site.
Assess maintenance works completed by
contractors and confirm, on behalf of the Charity, the completion of such
works and authorise payment of invoices.
Engage contractors to perform work that
cannot be completed safely, effectively or in its entirety by the Maintenance
team. Undertake a comprehensive quote
process, to ensure the most cost effective and high-quality solution is
achieved and manage the completion of works to be completed within schedule
and budget.
Manage expenditure against budgets and
report to the Finance Director and/or Head of Finance monthly to ensure
actual expenditure within budget.
Ensure effective financial management processes are implemented and
adhered to within the Maintenance team.
Contribute to the development of the annual budget, providing expert
insight to maintenance and asset management requirements.
Provide on-call cover for out-of-hours (i.e.
night, weekend and bank-holiday) maintenance call outs to the Hospices, which
may include attending the site to check reported items, undertake remedial
action if possible and contacting relevant contractors if required.
Undertake planned and reactive maintenance
tasks as required. This will include
general carpentry, basic plumbing, glazing, masonry, decoration and minor
electrical repairs.
Review leases and tenancy agreements to
ensure measures are implemented to comply with the conditions.
Health and Safety (H&S)
Responsible
for the role of competent person.
Ensure the activities of the maintenance team
comply with all aspects of H&S legislation and policy and champion
H&S awareness across all Charity work locations.
Ensure all of the Charity locations and grounds
are maintained to safe standards and are representative of the brand.
Accountable
for ensuring H&S, events and COSHH risk assessments are completed,
actions are planned and implemented, communicated and understood by relevant
teams.
Provide
regular assurance to the Executive Management Team on compliance with
required H&S standards.
Lead
and support the development and maintenance of an effective H&S culture
across the charity including incident and near miss reporting.
Lead
and chair the Health and Safety Committee, ensuring that H&S issues are
discussed on a regular basis with an engaged and well-informed committee,
including production and completion of action plans, risk register and
reports as appropriate, following the meeting.
Key
point of contact for coordinating and facilitating compliance for all staff
and volunteers in relation to training, risk assessments and implementation
of H&S policies.
Maintain
and develop existing H&S policies ensuring they are accurate and up to
date.
Partner
with Education and HR Teams to ensure all new employees and volunteers have
completed necessary H&S induction training as well as delivery of subject
specific training programmes when needed on subjects such as H&S, fire
and manual handling.
Accountability
for building safety including asbestos, water safety, fire, electricity, gas,
portable and fixed equipment.
Accountable
and responsible for preparation for internal and external audits and
inspections and management of compliance documentation using the HSE Key
Standards Framework and other appropriate documents.
General
This job description is intended to provide
an outline of the duties and responsibilities of the post and is not
exhaustive and may be amended periodically as necessary.
The post holder may be asked to undertake
other duties within the general level and scope of the post and to work at
other Cornwall Hospice Care sites as required.
