Assistant Facilities Manager

Job responsibilities

• Manages Hard FM services delivery across in-house and contracted resources. Including reactive work, planned maintenance and contract work. Prioritises activities and resources to ensure compliance with statutory and mandatory requirements and that appropriate Service Level Agreements (SLAs), standards, quality, and specifications are met.

• Responsible for organising and allocating work. Uses CAFM system to monitor and manage tasks as required, such as issuing, allocating and prioritising reactive tickets, PPM tasks, or remedial work.

• Supports the delivery of minor schemes and capital works.

• Acts as an escalation and decision point for operational issues and day to day management of external contracts and suppliers. Available on-call as required as part of the business continuity management.

• Acts as the Trusts Authorised Person (AP) for specific areas in accordance with HTMs (up to two areas in total). Engages as appropriate with the Authorising Engineers (AEs).

• Provides appropriate Hard FM knowledge, technical advice, and best practice guidance on service issues.

• Ensures effective communication and engagement with key stakeholder groups as appropriate, such as the QTS Capital and Assets team, site services, to contribute and support the successful management of the property portfolio.

• Represents Hard FM services at internal and external meetings, including senior management meetings, patient and staff partnerships forums, and supplier meetings. Attends internal, Trust or external Hard FM forums as required, for instance Safety Groups such as Water, Ventilation, etc.

Governance, Risk & Compliance

• Ensures that the maintenance of buildings, grounds, and delivery of Hard FM services, are to the required healthcare standards and meet relevant statutory legislation and building regulation such as Health Building Notes (HBNs), Health Technical Memorandum (HTMs), Department of Health (DH) Guidelines, Health and Safety requirements and Trust Policies and Procedures, including environment sustainability and Net Zero Carbon requirements.

• Ensures that safe working practices, Health and Safety and other legislative requirements relating to the building fabric and environment are adhered to.

• Ensures that any Capital projects, are handed over to the Hard FM team, meet agreed procedures and deliver the required standards.

• Reviews and implements work practices and procedures to improve the delivery, quality, or cost of Hard FM services. Updates and implements policies as directed to ensure statutory compliance.

• Undertakes compliance spot checks, including condition surveys, reviews, and audits to monitor Hard FM services performance and statutory compliance.

• Initiates Risk Assessments to ensure appropriate safe systems of work are in place. Reports and escalates findings as required to the appropriate forums, such as the QTS Board, AEs, Infection Prevention Control (IPC), Health & Safety (H&S) and Risk Committees.

• Maintains the risk register, in relation to Hard FM services, reporting key risks to the QTS Directors and ensuring these are successfully mitigated.

• Ensures robust Business Continuity plans are in place, and that contractors are able to provide a resilient service and maintain a satisfactory supply chain. Undertakes periodic testing of these business continuity plans, reviewing any lessons learned, communicating and implementing any improvements.

Supplier & Contract Management

• Monitors and reports on supplier compliance, ensuring performance against SLA and agreed Key Performance Indicators (KPIs), value for money, quality and timelines of the service are delivered. Takes immediate appropriate action on areas requiring rectification or improvement, escalating as necessary.

• Arranges and chairs contract meetings on a regular basis with contract providers and stakeholders.

• Supports the procurement of contracts where required. Actively engaged in procurement, appropriation, evaluation and monitoring and performance of service providers and contractors within area of responsibility. Identifies and communicates good practice across QTS, highlighting and escalating risks to the service.

People Management

• Responsible for effective leadership, direct and indirect line management of direct reports, if applicable.

• Responsible for role modelling QTS values and behaviours, and encouraging and developing a supportive, open, and inclusive culture.

• Promotes and supports professionalism, quality standards and successful achievement of QTSs strategic objectives.

• Ensures all QTS people-based policies and procedures are adhered to within own reporting structure, such as annual leave, sickness, annual appraisals, and mandatory training compliance.

• Ensures effective two-way communications are in place within own team so that all staff are kept informed and engaged in a timely and appropriate manner.

• Contributes to the workforce planning process, being proactive in identifying opportunities for succession planning, service improvements and other longer-term needs.

• Supports the development and implementation of training plans to ensure sufficient competencies are achieved within the Hard FM team, such as Authorised Person (AP), Responsible Person (RP) and Competent Person (CP). Ensures that all statutory and mandatory training is undertaken in a timely manner.

Finance and budgets

• Manages delegated Hard FM capital and revenue budgets, ensuring the most appropriate and effective use of resources. Monitors spend against budget and ensures value for money is achieved.

• Working with Finance, undertakes periodic monitoring of supplier finance performance within zone.

• Drives operational efficiencies and continuous development, sharing knowledge and best practice. Working with peers and Hard FM Zone Managers, contrasts and compares performance.

• Contributes to setting the budget, taking into consideration investment required, maintenance contracts etc.

• Contributes to business cases for capital works. Contributes to the development and prioritisation of the maintenance backlog.

• Promotes QTS ethos of saving energy and decarbonisation, raising awareness of financial benefits and environmental issues.

Data & Information

• Monitors and reports on the compliance, performance, and cost-effectiveness of Hard FM Services (in-house and outsourced), against agreed standards and strategic objectives.

• Monitors energy usage and utilities.

• Supports the completion of Estates Returns Information Collection (ERIC), property asset management (PAM), Model Hospital data and Patient-Led Assessments of the Care Environment (PLACE).

• Ensures the asset register is regularly reviewed, updated, and feeds into the maintenance backlog prioritisation.

• Produces reports and inputs into regular KPI reporting, QTS reports, statutory reporting and other requests as required. Ensures relevant information is available to monitor service and compliance.

Strategy and Service Development

• Supports initiatives to improve, innovate or modernise the estate environment and Hard FM services. Openly seeks to collaborate with others in the Hard FM service and wider QTS team, sharing knowledge and best practice to drive operational efficiencies.

• Supports the successful delivery of QTSs strategic, operational and sustainability objectives, including for example Hard FM carbon reduction projects, QTS energy management and sustainability plan.

• Contributes to strategic plans which develop QTS and CNWL Hard FM services.

• Provides hands-on knowledge, best practice advice and ways of working guidance as part of QTS strategic work with external organisations, to assist others in developing their Hard FM services.

• Reviews and implements recommendations from external audits and reports such as Finance, IPC, Health and Safety, AE.

Education & Qualifications

Essential

• Educated to degree level or able to demonstrate having produced work to equivalent academic range
• Evidence of training in HTM, in particular Water, Ventilation, Fire, Electrical, Lifts, as well as Asbestos Awareness, Managing Safety (NEBOSH / IOSH)

Desirable

• Masters-level qualification such as an MSc or MBA or equivalent professional experience
• PRINCE2 or equivalent project management qualification (e.g., Agile, Scrum, etc.)
• Authorised Person in healthcare HTM
• Membership of a relevant professional body with maintained registration

Previous Experience

Essential

• Demonstrable knowledge and experience working within a healthcare environment, preferably NHS or Mental Health Services
• Experience of financial, budgetary and resource management.
• Experience of managing services and monitoring to meet Key Performance Indicators (KPIs) and Service Agreements
• Demonstrable technical knowledge and experience managing estates maintenance services
• Good understanding of asset management and condition survey
• Knowledge of relevant legislation and guidance associated with Estates and Facilities Infrastructure including HTMs and HBNs
• Demonstrable experience planning and managing projects and workstreams to budget, time, and quality

Desirable

• Knowledge of working with specialist contractors
• Experience of maintaining high standards in fast-paced environments
• Experience of developing and implementing policy and procedures

Skills and Knowledge

Essential

• Ability to produce management reports and communicate using different packages, including the Microsoft Office suite
• Ability to use CAFM (Computer-Aided Facilities Management) system
• Inclusive people manager who acts with integrity, sets standards, motivates, and promotes development
• Risk and issue management and implementation of appropriate control measures
• Necessary knowledge and experience of Hard FM to appropriately deliver the service and manage stakeholder expectations and contractor input.
• Demonstrate appropriate leadership communication styles across all levels of the organisation, working collaboratively and openly.
• Demonstrate commitment and focus on quality to promote high standards and deliver high-quality services
• Ability to build constructive relationships with warmth and empathy, always treating all stakeholders with respect and dignity and valuing diversity and differences
• Demonstratable continued professional development

Desirable

• Willingness to learn new digital programmes
• Knowledge of the competitive tendering process.

Other requirements

Essential

• Able to evidence high levels of self-motivation and an ability to work independently while remaining within a team structure
• Ability to work well under limited supervision
• A willingness to undergo any relevant further leadership training or accreditation

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).