Director of Estates & Facilities Management

Job responsibilities

Principal Duties & Responsibilities1. Analytical and Judgmental Skills Deliver the PFI Contract Management service in a cost-effective manner utilising a partnership approach, where appropriate, with external contractors and ensure that the PFI model is delivered in a cost-effectivemanner. This will include but is not limited to:

Contract administration management: to provide the formal governance of the contract in terms of payment of unitary charge, risks, underperformance, change control, contract maintenance and management of legal obligations required to be fulfilled under the terms of the contract.

Service delivery management: effective governance of performance and quality metrics to monitor compliance with contract and reporting thereof including the availability of the accommodation are adopted and embedded into process.

Relationship management: provision of open and constructive, aiming to resolve or ease tensions and identify problems early.

Act as Trust Representative and key member of the Liaison Committee for the PFI Contract and lead on all negotiations regarding changes/adjustments to the PFI contract.

Lead on setting up effective communication and liaison mechanisms to develop good working relationships with the SPV and FM Provider. Accountable for all aspects of design, project management, delivery, financial tracking and commissioning of capital development projects.

Interpret and comply with relevant legislation, regulation and best practice guidance formulating appropriate policy and governance arrangements with the PFI partners and wider stakeholders.

Responsible for strategic development, business planning, operational delivery and regulatory compliance of all Estates and Facilities services.

Responsible for the agreement and management of all property leases where the Trust is a landlord or a tenant.

Chair the Estates and Energy Management Group to ensure delivery of the Trusts Carbon and Sustainability strategy.

Responsible for the delivery of medical equipment services across the Trust and in external service contracts.

Oversee and control the management of the Trust Security Advisor function to ensure effective security reporting systems are in place. To ensure the Trust has a nominated Local Security Management Specialist and that all security services in the PFI Contract are linked into the required reporting processes.

Act as the NHS Estates Data Collection Advisory Service (NEDCAS) manager for the Trust with responsibility for coordinating the collation, analysis and submission of mandatory data as directed by NHSI including, but not limited to, Estates Returns Information Collection (ERIC) data submissions, NHS Improvement requests for data, Patient Led Assessment of the Care Environment (PLACE) submissions, Premises Assurance Model) PAM and inspections and Care Quality Commission.

To lead and plan all estates/facilities services and technical aspects of the Trusts strategic development to ensure that all services, whether provided in-house or externally, are provided in an efficient and cost effective manner that recognises the importance of patient care and safety.

To prepare reports and presentations for Trust Board, its sub-committee, senior management and other internal and external stakeholder in the interests of delivering the role. This will involve presenting estates and facilities reports and participation in Board Sub-Committees.

To take a lead role in the ICS Strategic Estates Resource Group (SERG). To act as Chair for the Dudley Health Economy Local Estates Forum (LEF). To participate in several other ICS sub-groups relating to estates and facilities.

To provide assurance to the Trust that all statutory obligations are being met by the landlords of any building that the Trust provides both clinical and non-clinical services from.

To manage complaints relating to the facilities and property management service and respond to patients and users as appropriate.

2. Responsibility for Policy and Service Development Lead and develop the Trusts Estates Strategy including property management across the Trust portfolio including building programs, capital expenditure, lifecycle risk assessment, liaison with external partners and stakeholders.

Implement the Estates Strategy in consultation with Trust Board, Executives, Operational Divisions, external partner organisations, public representatives, patients and carers.

Act as Estates & Facilities lead for the NHS Sustainability agenda for the Trust.

To ensure that policies are agreed and delivered with and by the PFI partner organisations.

Has overall responsibility for ensuring that policies and procedures relating to infection control are embedded within the directorate and that staff understand their role in preventing the occurrence and spread of infection.

3. Responsibility for Financial and Physical Resources Accountable for all financial, contract, business and performance aspects of the services covered including the PFI Contract, Estates Capital Planning and Resources. Managing and minimising financial risk and creating income opportunities where available.

Ensure that annual cost improvement programmes for estates and facilities are identified and implemented (recurrent and non-recurrent) to contribute to the Trusts annual Cost Improvement Programme.

To work within the PFI Project Agreement to manage the performance of the contractors within the defined PFI performance management system.

Anticipate and take early actions to mitigate any financial imbalance.

Ensure compliance with Standing Financial Instructions and Standing Orders in respect of the PFI Contract, purchase requisitioning and other external contracts.

4. Responsibility for Staff Line Manager for the Facilities and Property Management team including the Electro Biomedical Engineering Function.

Manage the development, absence, and appraisals of the Facilities and Property Management team.

Responsible for the design and development of training programmes, commissioning these where appropriate, to support the effective implementation of the Facilities and Property Management Functions.

There may also be a requirement to undertake other similar duties as part of this post to provide a quality service. These will be consistent with the level of responsibilities outlined above.

This job description may be reviewed from time to time considering developments and may be amended in consultation with the post holder.

Qualifications

Essential

• Masters degree or equivalent
• Membership of respective professional recognised body
• Evidence of on-going professional training and development
• Contract Management Qualification

Knowledge and Training

Essential

• Successfully managing a large-scale complex environment and capital programme
• Recognised contract management training accreditation
• Technical, construction and project management skills
• Managing complex agreements
• Negotiations and managing difficult people

Experience

Essential

• Previous experience of complex contract management across multiple sites
• Experience at either director/deputy director level in a complex public or relevant private sector organisation
• Experience and knowledge of PFI contracts/service provision
• Commercial understanding of PFI contracts
• Operational experience including compliance both contractual and at a service delivery level
• Commercial acumen
• In depth knowledge and understanding of statutory requirements and regulations and NHS guidance documents
• Reading and interpreting complex legal documents and contracts
• Successful track record in achieving targets, both service and financial
• Working under pressure and to tight deadlines and manage competing demands

Desirable

• Significant proportion of senior management experience within the NHS
• Knowledge and understanding of the political context, policy environment and financial requirements of NHS Foundation Trusts

Communication and Relationship Skills

Essential

• Leadership - the ability to set out a clear direction, to inspire other and assume command
• Demonstrates the ability to self-manage workloads and understands the complexity in order to operate effectively at a local, regional and national level
• Staff and team management skills
• Ability to work with senior managers and board directors
• Excellent verbal and non-verbal communication and skills to communicate technical and contentious matters to all levels of staff and service providers

Analytical and Judgement Skills

Essential

• Judgements across a wide range of estates, facilities issues, considering legislation, Health & Safety and conflicting demands
• A high level of analytical and conceptualising abilities together with a proven track record with thorough and detailed working knowledge of FM in an acute PFI Hospital
• Ability to provide and receive complex information/ data and be able to communicate the information onwards to allow understanding across all stakeholders
• Skilled at leading, managing and providing concise information from the formal meetings held across the contracts

Planning and Organisational Skills

Essential

• Develops long term estates and facilities strategies to implement organisational objectives for critical services
• Ability to work autonomously under own initiative to achieve set targets whilst providing support to the wider team
• Plan and assign work effectively and manage team to achieve great outcomes
• Manage complex and multi-faceted problems
• Able to plan and organise self to ensure tight deadlines for reporting purposes and operational requirements are met

Physical Skills

Essential

• Be flexible in the approach to working hours including the ability to work unsocial hours to meet the requirements of the service
• Computer literate with excellent understanding of Microsoft Office suite of programmes
• Able to travel to other sites to undertake all parts of the role

Equality, Diversity, Inclusion and Trust Values

Essential

• Able to provide safe, caring, and effective services
• Values and behaviours that reflect the Trust values of Care, Respect and Responsibility
• Commitment to creating a diverse and inclusive workplace that is free from discrimination and where people feel they belong, and their contribution is valued

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).