Facilities Manager

Job description

Job responsibilities

1. Job summary

• To directly manage the Facilities functions within Sussex Community NHS Foundation Trust that relates to Community Hospitals, Clinics and Health Centres, and to oversee the provision of Facilities services in all other buildings, as directed.
• Management and development of Soft FM provision in Housekeeping, Portering, Catering, Switchboard, General Facilities including some Reception Services/Administrative Functions
• Monitoring of contracts and services including, cleaning contractors, laundry and linen, pest control, window cleaning falling under the remit of Facilities
• Provision of leadership and setting of professional standards across all Soft FM services, including service improvement, cost efficiencies and best practice.
• Management role within Estates and Facilities directorate, providing specialist and technical advice on Soft FM services.

1. Communication and working relationships
2. To develop and maintain clear lines of communication between the Soft FM services and their users, community groups and the voluntary sector.
3. To communicate frequently with a wide range of colleagues, organisations and agencies. This includes attending meetings, the delivery of complex data and presentations and undertaking training sessions for any of the specialist technical functions.
4. To liaise with the wider NHS, Department of Health, local authorities and other local groups on specialist and professional areas.

1. Key responsibilities

Finance

• Budget holder (pay and non-pay) for relevant Soft FM cost centres, and to be responsible for the management of relevant budgets for Soft FM services.
• To manage, identify and realise budgetary, QIPP and other cost efficiency saving initiatives in Soft FM services
• Responsible for the physical assets associated with the services listed above including fixed and portable equipment, vehicles, telephony equipment etc.
• Is an authorised signatory for staff payroll, purchases, petty cash and expense claims including for bank and agency staff employed within the Soft FM services
• Responsible for procurement of goods and services relating to the Soft FM services, including contracts for outsourced services and services delivered through Service Level Agreements (SLAs) with other NHS organisations.
• To undertake the procurement of goods and services on behalf of the Trust and other organisations and to prepare and respond to tenders for additional service and revenue opportunities.
• Responsible for security of stock within the designated stores areas.
• Responsible for trading accounts for commercial operations and tendering of contracts as appropriate

Staff management

• Line management and support for all Soft FM staff
• Responsible for supervision and appraisals, management of sickness absence, disciplinary and grievance issues, recruitment and selection of staff, personal and career development, and departmental workload and allocation.
• To manage the balance between directly employed staff, temporary staff, agency staff and contractors to achieve optimum performance in service provision whilst maintaining cost effectiveness within allocated budget.
• To recruit and develop staff either employed by, or seconded to the Trust or utilised from the voluntary sector.
• Responsible for devising and delivering specialist training when required.
• Conducts hearings for sickness, disciplinary and grievances.

1. Main tasks

Management and Leadership

1. To lead and manage staff within Soft FM, ensuring training, mentoring, appraisal and development standards are met and sustained.
2. Effectively manage outsourced facilities services and service level agreements using negotiation and motivational skills to deliver appropriate performance and to ensure best value. Review and market test the service provision in all areas ensuring that all available options are considered whilst maintaining a cost effective service. Manage any service changes arising from review including outsourcing, transfers to in house provision, TUPE transfers etc.
3. Continual measurement of Facilities Service Performance, and analysis of data in relation to key performance indicators (KPIs), targets, strategic objectives, and service redesign/improvement, giving consideration to conflicting financial, safety and legislative demands. Responsible for maintaining and monitoring performance indicators relating to Facilities Operational Management functions.
4. Develops strategies for performance and service improvement. Plans and implements actions to improve performance including complete redesign of facilities services, in liaison with service users across the Trust. Develop business cases as necessary.
5. To cpmplete/assist the management of tender procedures as laid down, and ensure adherence and consistency of Trusts financial standing orders and procedures.
6. To ensure all statutory requirements and legislation controls are adhered to, together with Department of Health guidance and Care Quality Commission (CQC) relevant outcomes.
7. To provide professional Soft Facilities Management input into a range of capital projects including equipment proposals, alteration and extension schemes.
8. To liaise and consult with client user departments to ensure standards of performance for services are achieved and improved.
9. Undertake service delivery audits e.g. food, hygiene, cleaning standards and Patient Led Assessments of the Care Environment (PLACE) inspections. Ensure regular quality audits are carried out and any relevant corrective action is undertaken, e.g. individual patient questionnaires and ward visits.
10. To carry out audits relating to premises owned by external organisations and occupied by the Trust
11. To assist in producing and compiling necessary information for local/national management reports and plans, including Premises Assurance Model (PAM), Estates Return Information Collection (ERIC).
12. To manage assurance processes and evidence within service areas relating to Health and Safety, Risk, COSHH, Food Safety, Care Quality Commission (CQC) and any other relevant legislation and policies with particular development and delivery of all related standards for facilities management. E.g. National Standards of Healthcare Cleanliness 2021, Food Hygiene Ratings.
13. Provide specialist technical advice on all aspects of Soft FM Services to the Head of Facilities and Associate Director of Estates and Facilities, the Board, in-house staff, and health service and local authority partners. This includes strategic, business development and contingency planning.
14. As a Facilities professional, provide expert advice to the organisation, as necessary.
15. To manage the balance between directly employed staff, temporary staff, agency staff and contractors to achieve optimum performance in service provision whilst maintaining cost effectiveness. To recruit and develop staff either employed by, or seconded to the Trust or utilised from the voluntary sector.
16. To provide professional guidance and support to external bodies who utilise the Trusts services on a commercial basis.
17. To manage the quality improvement of Soft FM services.
18. To produce bespoke reports, policies and commercial appraisals for external organisations to which the Trust provides services. To liaise with organisations to achieve commercial shared services to best utilise resources.
19. To liaise with service users over a range of sites and geographical areas to ensure services meet their needs.
20. To identify training needs and draw up training programs to meet the development of staff and external service users.
21. To undertake investigations in line with HR policy and counter-fraud processes; to conduct hearings.

Person Specification

Qualifications

Essential

• Equivalent qualifications / experience to graduate diploma level

Desirable

• Level 3 Food Hygiene qualification

Experience

Essential

• At least 3 years' experience in a management role

Desirable

• Multi site management

Skills and Knowledge

Essential

• Knowledge of Waste Management regulations

Desirable

• Ability to travel to other sites and on occasion work unsocial hours

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.

Certificate of Sponsorship

Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).

From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).

Employer details

Employer name

Sussex Community NHS Foundation Trust

Address

Crawley Hospital

West Green Drive

Crawley

RH11 7DH

Employer's website

https://www.sussexcommunity.nhs.uk/work-with-us/ (Opens in a new tab)