Job summary
The Head of Capital Planning's prime role is to develop and successfully deliver the Trust's estates led capital projects, and technical/professional support in any other trust wide construction projects requiring capital resources, ensuring all schemes meet programme, budget, and quality targets.
The post holder will work closely with trust senior managers, formulating the yearly depreciation funded (c£1-1.5m pa) departmental capital programme and trust service development projects (c£4m pa), creating resourcing schedules, budget forecasts, procurement plans, risk profiles and handover documentation.
A secondary aspect is acting as the Trusts Space Planning Lead, assessing current utilisation of space across the Trust portfolio, and coordinating amendments either through audit or new service developments. Overseeing any new space requests from inception thru to completion, engagement with key personnel and departments to fully understand their needs and requirements is critical to identify best fit solutions.
Accuracy and assurance are expected in regular progress reports delivered to the department and to Senior Responsible Owners (SRO), end users, and senior managers.
Leading a small team of internal project staff and externally procured specialists, the post holder will always ensure that a high level of professional/ technical service is maintained, and schemes are delivered and handed over with due regard to ongoing FM usability and public accountability.
Main duties of the job
Core duties
- The post holder will ensure successful delivery of projects from initial inception through to completion and acceptance of works.
- Line management of internal project managers and contract management of external professional consultants and appointed contractors.
- Providing technical assurance, ensuring legislative, statutory, mandatory and guidance are foremost in all project phases.
- Proactively monitoring progress on programmes, expenditure, and risk of individual projects, providing an update/exception report to any project board meetings.
- Ensuring risk is properly identified, costed, documented, and managed throughout the life of each project.
- Procurement and expenditure authorisation in line with the trust's SFI's and SOP.
- Ensuring that effective/positive relations are developed/maintained between all external and internal stakeholders throughout the project.
- Ensuring that all aspects of any project promote sustainability and social value, working towards enhancing patient care and experience.
Space Planning Management
- The post holder will provide expertise and guidance in managing/delivering a portfolio of space requests and planning/change projects.
- Create and drive ownership and accountability for space use.
Other duties
- Undertake all other duties as agreed and deputise as required for the Deputy Director of Estates and Facilities.
- Ensure that a professional, transparent and "commercially clean" culture always prevails.
About us
Key Result Areas
- Individual projects and programmes of work are delivered to evidenced base-lined expenditure, schedules and quality.
- All capital documentation is maintained at a high standard for assurance and auditing purposes
- Space is managed effectively with high utilisation rates maintained consistently.
- Data management systems and policies, including information governance, are adhered to.
- Team members are provided with development opportunities for career progression.
- All governance, including legislative and regulatory requirements, is complied with and evidence-based.
Leadership fit
The trusts estates and facilities (E & F) division is divided into five operational services; electro-biomedical engineering (EBME), estates maintenance (hard services), facilities (soft services), capital planning, and the E & F business hub (including compliance, property & the help desk function).
The deputy director leads a team that strives for an open, collaborative and collegiate approach to service delivery.
The department has centred its approach around three principles;
- Transparency
- Customer focus
- Technical competency and professionalism
Whilst capital planning, and the wider E & F department, represent a support function, they are an integral part of the "overall machine" and deserve to be recognised for their own expertise, competence and skill sets.
Whilst based at City Road, the role encompasses carrying out site visits across the trusts wider network.
Job description
Job responsibilities
PROBATIONARY PERIOD
This post will be subject to a probationary period of 6 months.
During the probationary period, your suitability for continued employment will be assessed and provided a satisfactory standard is achieved and maintained, your employment will be confirmed.The probationary period may be extended or your employment terminated either during or at the end of probation, in line with the trust Probationary Policy. For the duration of the probation period, the notice period will be in line with contractual obligations on either side.
Team Management
- Management of the estates capital projects team, including line management of internal project managers and contract management of external consultants and appointed contractors.
- As part of the departments Senior Management Team, be responsible for reviewing the overall estates-led capital programme, identifying any inter-dependencies or opportunities between projects, departmental and trust wide operational requirements, whilst taking account of legal requirements, health and safety issues and any conflicting demands.
- Providing technical assurance, through experience and academical knowledge, ensuring legislative, statutory, mandatory and guidance, (i.e., Building regulations, British standards, Health Technical Memorandum & Health Building Notes) are foremost in design, construction, commissioning, and handover of all projects.
- Regular monitoring of progress on projects (programme, costs, risks etc) through regular one to ones and stage reviews with project managers.
- Provision of mentoring and support for individual team members, and others, as required. Ensure that appropriate training development plans are in place to enable staff to successfully fulfil their roles, develop their knowledge and expertise and support career progression.
- Undertaking of effective two-way communication with the team, articulating key messages at regular team and individual meetings.
- Undertaking annual appraisals including setting objectives and reviewing those objectives on a six-monthly basis.
- Dealing with any grievance, disciplinary or capability issues, as appropriate.
- As part of the management team, responsible for the further development of policies, procedures, and improved ways of working, actively working towards, and promoting, continuous improvement across all areas of work.
Feasibility Studies
- Responsibility for estates led content of projects which are at early stages (RIBA 0-2) and subject to the Capital Planning Oversight Committee (CPOC) review process. Be responsible for liaising with client divisions/departments during development of business cases, including securing funding for necessary external expertise, to ensure that the required construction and associated works have been properly scoped, are fit for purpose, and costed appropriately as part of any feasibility study.
Project Management
- Ensuring that all capital projects are managed in line with the trusts values, Standing Financial Instructions (SFI) and agreed policies and procedures, and in particular the capital project management Standard Operating Procedure (SOP) and other associated documentation.
- Ensuring all projects are managed in line with the requirements of the Construction Design and Management Regulations latest publication including but not limited to ensuring formal appointment of Principal Designers
- Proactively monitoring progress on programmes, expenditure, and risk of individual projects on a regular basis, undertaking stage reviews in accordance with the SOP, identifying any inter-dependencies or opportunities between projects and providing an update/exception report to any project board meetings.
- Monitoring progress to ensure that each stage of the project is managed within the agreed budget and programme, to the required quality standards and in compliance with appropriate legislation, statutory approvals, mandatory standards (HTM's and HBN's) and with trust values, policies, and procedures.
- Ensuring that procurement (via the trusts consultancy or contractor frameworks, tender or OJEU process), is undertaken in line with the trusts SFIs and SOP.
- Ensuring that standard forms of building contract are prepared, and that contracts are signed/sealed on behalf of the Trust.
- Ensuring that there is effective supervision and management of the contract, including change and performance management to ensure the successful delivery of the project within, not only the usual cost, time, and quality parameters but also the constraints of a live hospital environment.
- Ensuring that all clients, internal and external stakeholders and (in accordance legislative requirements) patients and/or their representatives, are properly engaged and briefed, as appropriate throughout the life of the project.
- Provision of support and guidance to team members on all aspects of construction project management, including technical areas (general construction, and mechanical and electrical services).
- Resolving any issues of disagreement or dispute between parties working on a project to ensure that the project remains on course to achieve successful completion.
- Ensuring that all aspects of the project(s) are managed promoting sustainability and social value and working towards enhancing patient care and experience.
Project Reporting
- Reviewing project managers weekly reports for the key events schedule to ensure that they are an accurate reflection of project progress in terms of current programme and financial position.
- Ensuring that regular reports are submitted to Senior Responsible Owners (SRO), end users, and senior managers on individual projects and CPOC, Trust Management Executive and The Trust Board, as required.
Space Planning Management
- The post holder will provide expertise, leadership, and guidance in managing and delivering a portfolio of space requests and space planning/change projects working alongside designated Senior Responsible Officers and Project Sponsors.
- Previous experience in this subject will create and drive ownership and accountability and use information to identify problems, create solutions and monitor delivery across multiple projects, managing project design and delivery issues and risks with energy and passion.
- The post holder will ensure successful delivery of delegated projects from initial inception through to completion, including briefing, design, business cases, agreeing standards and ensuring they are met, overseeing commissioning, and acceptance of works. It should be noted that the capital projects delivery team will be responsible for the management of tenders, contracts, and delivery of works and project handover.
- Receiving space requests, managing the accommodation request process, identifying need, and developing options to meet the need for new and changed space submissions.
- Develop, review, and implement heath planning procurement procedures and ensure the projects team adhere to the procedures.
Risk Management
- Ensuring that risk is properly identified, costed (where appropriate), documented and managed (e.g., through risk registers/logs and risk workshops) throughout the life of each project.
- Ensure that significant risks, if not manageable at project level, are escalated in a timely manner to prevent the risk from materialising.
Financial/Cost Management
- Ensuring that all project budget(s), are managed in accordance with the requirements of the trusts SOP, the Trusts SFIs, relevant legal requirements and recognised best practice with all orders raised and payments certified within delegated financial limits.
- Ensuring that correct procedures are followed in terms of financial reporting including setting out proposed and committed expenditure and cash flow for each project on its capital spreadsheet and ensuring that all variations are correctly authorised.
- Ensuring that all project(s) are managed to ensure that the trust and the client receive value for money, including ensuring that value engineering of the project has been undertaken as necessary.
- Authorising expenditure on projects, including countersigning of purchase orders and invoices in accordance with the trusts SFIs scheme of delegation.
Client and Key Internal and External Stakeholders
- Ensuring that effective and positive relations are developed and maintained between members of the team, all clients, and key external and internal stakeholders, (including the Charity, Engineering, Security, IT, Infection Control, Operations and Design Standards) throughout the project from initial feasibility and development of the brief through to completion and handover.
- In accordance with the requirements of Section 242 of the NHS Act 2006, ensuring that the needs of patients are fully considered in the design and implementation of Capital Projects.
Communications
- Working with the communications team, ensuring that arrangements are in place for effective communications throughout the life of individual projects, including provision of a project communications plan.
- Communicate policy and technical information to senior managers in the Estates and Facilities directorate and Clinical directorates.
- Undertaking high level negotiations with consultants, contractors, and clients, as required.
Other duties
- Deputise as required for the Deputy Director of Estates and Facilities.
- Undertake all other duties as agreed with the Deputy Director of Estates & Facilities.
- Ensuring that a professional, transparent and commercially clean culture always prevails. As a publicly funded body, the trust expects the highest standards of conduct and integrity.
Job description
Job responsibilities
PROBATIONARY PERIOD
This post will be subject to a probationary period of 6 months.
During the probationary period, your suitability for continued employment will be assessed and provided a satisfactory standard is achieved and maintained, your employment will be confirmed.The probationary period may be extended or your employment terminated either during or at the end of probation, in line with the trust Probationary Policy. For the duration of the probation period, the notice period will be in line with contractual obligations on either side.
Team Management
- Management of the estates capital projects team, including line management of internal project managers and contract management of external consultants and appointed contractors.
- As part of the departments Senior Management Team, be responsible for reviewing the overall estates-led capital programme, identifying any inter-dependencies or opportunities between projects, departmental and trust wide operational requirements, whilst taking account of legal requirements, health and safety issues and any conflicting demands.
- Providing technical assurance, through experience and academical knowledge, ensuring legislative, statutory, mandatory and guidance, (i.e., Building regulations, British standards, Health Technical Memorandum & Health Building Notes) are foremost in design, construction, commissioning, and handover of all projects.
- Regular monitoring of progress on projects (programme, costs, risks etc) through regular one to ones and stage reviews with project managers.
- Provision of mentoring and support for individual team members, and others, as required. Ensure that appropriate training development plans are in place to enable staff to successfully fulfil their roles, develop their knowledge and expertise and support career progression.
- Undertaking of effective two-way communication with the team, articulating key messages at regular team and individual meetings.
- Undertaking annual appraisals including setting objectives and reviewing those objectives on a six-monthly basis.
- Dealing with any grievance, disciplinary or capability issues, as appropriate.
- As part of the management team, responsible for the further development of policies, procedures, and improved ways of working, actively working towards, and promoting, continuous improvement across all areas of work.
Feasibility Studies
- Responsibility for estates led content of projects which are at early stages (RIBA 0-2) and subject to the Capital Planning Oversight Committee (CPOC) review process. Be responsible for liaising with client divisions/departments during development of business cases, including securing funding for necessary external expertise, to ensure that the required construction and associated works have been properly scoped, are fit for purpose, and costed appropriately as part of any feasibility study.
Project Management
- Ensuring that all capital projects are managed in line with the trusts values, Standing Financial Instructions (SFI) and agreed policies and procedures, and in particular the capital project management Standard Operating Procedure (SOP) and other associated documentation.
- Ensuring all projects are managed in line with the requirements of the Construction Design and Management Regulations latest publication including but not limited to ensuring formal appointment of Principal Designers
- Proactively monitoring progress on programmes, expenditure, and risk of individual projects on a regular basis, undertaking stage reviews in accordance with the SOP, identifying any inter-dependencies or opportunities between projects and providing an update/exception report to any project board meetings.
- Monitoring progress to ensure that each stage of the project is managed within the agreed budget and programme, to the required quality standards and in compliance with appropriate legislation, statutory approvals, mandatory standards (HTM's and HBN's) and with trust values, policies, and procedures.
- Ensuring that procurement (via the trusts consultancy or contractor frameworks, tender or OJEU process), is undertaken in line with the trusts SFIs and SOP.
- Ensuring that standard forms of building contract are prepared, and that contracts are signed/sealed on behalf of the Trust.
- Ensuring that there is effective supervision and management of the contract, including change and performance management to ensure the successful delivery of the project within, not only the usual cost, time, and quality parameters but also the constraints of a live hospital environment.
- Ensuring that all clients, internal and external stakeholders and (in accordance legislative requirements) patients and/or their representatives, are properly engaged and briefed, as appropriate throughout the life of the project.
- Provision of support and guidance to team members on all aspects of construction project management, including technical areas (general construction, and mechanical and electrical services).
- Resolving any issues of disagreement or dispute between parties working on a project to ensure that the project remains on course to achieve successful completion.
- Ensuring that all aspects of the project(s) are managed promoting sustainability and social value and working towards enhancing patient care and experience.
Project Reporting
- Reviewing project managers weekly reports for the key events schedule to ensure that they are an accurate reflection of project progress in terms of current programme and financial position.
- Ensuring that regular reports are submitted to Senior Responsible Owners (SRO), end users, and senior managers on individual projects and CPOC, Trust Management Executive and The Trust Board, as required.
Space Planning Management
- The post holder will provide expertise, leadership, and guidance in managing and delivering a portfolio of space requests and space planning/change projects working alongside designated Senior Responsible Officers and Project Sponsors.
- Previous experience in this subject will create and drive ownership and accountability and use information to identify problems, create solutions and monitor delivery across multiple projects, managing project design and delivery issues and risks with energy and passion.
- The post holder will ensure successful delivery of delegated projects from initial inception through to completion, including briefing, design, business cases, agreeing standards and ensuring they are met, overseeing commissioning, and acceptance of works. It should be noted that the capital projects delivery team will be responsible for the management of tenders, contracts, and delivery of works and project handover.
- Receiving space requests, managing the accommodation request process, identifying need, and developing options to meet the need for new and changed space submissions.
- Develop, review, and implement heath planning procurement procedures and ensure the projects team adhere to the procedures.
Risk Management
- Ensuring that risk is properly identified, costed (where appropriate), documented and managed (e.g., through risk registers/logs and risk workshops) throughout the life of each project.
- Ensure that significant risks, if not manageable at project level, are escalated in a timely manner to prevent the risk from materialising.
Financial/Cost Management
- Ensuring that all project budget(s), are managed in accordance with the requirements of the trusts SOP, the Trusts SFIs, relevant legal requirements and recognised best practice with all orders raised and payments certified within delegated financial limits.
- Ensuring that correct procedures are followed in terms of financial reporting including setting out proposed and committed expenditure and cash flow for each project on its capital spreadsheet and ensuring that all variations are correctly authorised.
- Ensuring that all project(s) are managed to ensure that the trust and the client receive value for money, including ensuring that value engineering of the project has been undertaken as necessary.
- Authorising expenditure on projects, including countersigning of purchase orders and invoices in accordance with the trusts SFIs scheme of delegation.
Client and Key Internal and External Stakeholders
- Ensuring that effective and positive relations are developed and maintained between members of the team, all clients, and key external and internal stakeholders, (including the Charity, Engineering, Security, IT, Infection Control, Operations and Design Standards) throughout the project from initial feasibility and development of the brief through to completion and handover.
- In accordance with the requirements of Section 242 of the NHS Act 2006, ensuring that the needs of patients are fully considered in the design and implementation of Capital Projects.
Communications
- Working with the communications team, ensuring that arrangements are in place for effective communications throughout the life of individual projects, including provision of a project communications plan.
- Communicate policy and technical information to senior managers in the Estates and Facilities directorate and Clinical directorates.
- Undertaking high level negotiations with consultants, contractors, and clients, as required.
Other duties
- Deputise as required for the Deputy Director of Estates and Facilities.
- Undertake all other duties as agreed with the Deputy Director of Estates & Facilities.
- Ensuring that a professional, transparent and commercially clean culture always prevails. As a publicly funded body, the trust expects the highest standards of conduct and integrity.
Person Specification
Qualifications
Essential
- Technical/Engineering Industry qualification to bachelors (level 6).
- Full membership of a chartered institute in the construction or project management industry (e.g., RICS, RIBA, APM, CIBSE, or CIOB).
- Advanced theoretical and practical knowledge of a range of work procedures and practices within healthcare construction and/or planning.
Desirable
- Post graduate level of education or equivalent experience in technical/engineering discipline.
- Qualified in a Building, Surveying or Project Management discipline.
- Project management qualification e.g., PRINCE2 Practitioner, or APM PMQ
Experience
Essential
- Extensive experience and record of achievement in delivering projects and programmes in the healthcare sector to the required cost, quality and programme, working with a wide range of internal and external stakeholders.
- Demonstrable extensive experience of RIBA stages, successfully leading and managing a team of project managers responsible for projects from £20,000 to £5 million in value.
- Demonstrable extensive experience of developing capital schemes through RIBA 0-7 including estimating and planning.
- Extensive experience of leading on service improvement and modernisation within a specialist/acute Trust setting.
- Extensive experience of working with a wide range of stake holders including the private medical sector.
Desirable
- Significant experience in the management of projects in the NHS, including meeting the needs and requirements of large acute hospital trusts.
Knowledge
Essential
- Expert detailed knowledge of statutory requirements associated with capital schemes including building regulations, planning approvals, sustainability and environmental legislation, and legislation relating to patient and public involvement.
- Demonstrable extensive knowledge of project management methodologies and techniques for planning, monitoring, and controlling projects, including risk management.
- Demonstrable understanding of contract management including standard forms of contract (JCT/NEC) and procurement options.
- Understanding and commitment to equality and diversity
- Extensive knowledge of healthcare construction processes and issues.
- Excellent understanding of change management and performance management processes, with a proven record of successful delivery.
Skills
Essential
- Excellent oral and written communication skills, including the ability to communicate complex ideas to a range of audiences and to generate trust and confidence in individuals at all levels both internally and externally to the organisation.
- Ability to establish effective and collaborative working relationships and engage effectively with a wide range of stakeholders, both internally and externally to resolve issues.
- Ability to think and plan strategically and to exercise sound judgement in the face of conflicting pressures to find innovative ways of solving or pre-empting problems
- Excellent organisational skills and the ability to prioritise, meet prescribed deadlines with the ability to manage a complex workload under pressure and delegate to deliver to varying deadlines.
- Skilled in latest project control techniques, with ability to analyse complex problems and develop practical and workable solutions.
- Demonstrable attention to detail and high standards of accuracy particularly with budgeting and resource allocation procedures.
- Strong leadership and project management skills
- Excellent staff management skills including motivating and coaching staff and managing capability/grievance/disciplinary issues, as required.
- IT literate, including demonstrable competency in MS Office programmes including high competency in MS Excel and Project
Person Specification
Qualifications
Essential
- Technical/Engineering Industry qualification to bachelors (level 6).
- Full membership of a chartered institute in the construction or project management industry (e.g., RICS, RIBA, APM, CIBSE, or CIOB).
- Advanced theoretical and practical knowledge of a range of work procedures and practices within healthcare construction and/or planning.
Desirable
- Post graduate level of education or equivalent experience in technical/engineering discipline.
- Qualified in a Building, Surveying or Project Management discipline.
- Project management qualification e.g., PRINCE2 Practitioner, or APM PMQ
Experience
Essential
- Extensive experience and record of achievement in delivering projects and programmes in the healthcare sector to the required cost, quality and programme, working with a wide range of internal and external stakeholders.
- Demonstrable extensive experience of RIBA stages, successfully leading and managing a team of project managers responsible for projects from £20,000 to £5 million in value.
- Demonstrable extensive experience of developing capital schemes through RIBA 0-7 including estimating and planning.
- Extensive experience of leading on service improvement and modernisation within a specialist/acute Trust setting.
- Extensive experience of working with a wide range of stake holders including the private medical sector.
Desirable
- Significant experience in the management of projects in the NHS, including meeting the needs and requirements of large acute hospital trusts.
Knowledge
Essential
- Expert detailed knowledge of statutory requirements associated with capital schemes including building regulations, planning approvals, sustainability and environmental legislation, and legislation relating to patient and public involvement.
- Demonstrable extensive knowledge of project management methodologies and techniques for planning, monitoring, and controlling projects, including risk management.
- Demonstrable understanding of contract management including standard forms of contract (JCT/NEC) and procurement options.
- Understanding and commitment to equality and diversity
- Extensive knowledge of healthcare construction processes and issues.
- Excellent understanding of change management and performance management processes, with a proven record of successful delivery.
Skills
Essential
- Excellent oral and written communication skills, including the ability to communicate complex ideas to a range of audiences and to generate trust and confidence in individuals at all levels both internally and externally to the organisation.
- Ability to establish effective and collaborative working relationships and engage effectively with a wide range of stakeholders, both internally and externally to resolve issues.
- Ability to think and plan strategically and to exercise sound judgement in the face of conflicting pressures to find innovative ways of solving or pre-empting problems
- Excellent organisational skills and the ability to prioritise, meet prescribed deadlines with the ability to manage a complex workload under pressure and delegate to deliver to varying deadlines.
- Skilled in latest project control techniques, with ability to analyse complex problems and develop practical and workable solutions.
- Demonstrable attention to detail and high standards of accuracy particularly with budgeting and resource allocation procedures.
- Strong leadership and project management skills
- Excellent staff management skills including motivating and coaching staff and managing capability/grievance/disciplinary issues, as required.
- IT literate, including demonstrable competency in MS Office programmes including high competency in MS Excel and Project
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.
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).
Additional information
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.
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).
