Associate Director of Estates and Compliance

Job description

Job responsibilities

Management:

To take the estates service forward in terms of predicative maintenance and solid reliability engineering based upon raw data, metrics and continuous improvement.

1. To adopt a strategic approach to every facet of the Trusts engineering maintenance regime and ensuring that operationally appropriate safe systems of work are recorded within the Trust Quality Management System.
2. To support the Technical Lead in the implementation of the Trust-wide Maintenance Strategy and its subsequent measurement and supervision.
3. To be responsible for the engineering and property key policy development and implementation and significant updates.
4. To provide direction and oversight of the Trust backlog maintenance programme both annually and strategically within the five year plan.
5. To ensure the continuous development, at least update annually, of the Five Year Plan in seeking to mitigate risk and improve the patient environment in terms of building fabric cyclical maintenance.
6. To be responsible for contingency and emergency planning for extreme weather conditions e.g. heatwave cold weather plans as well as significant estates infrastructure failures and mitigation plans.
7. Direct the activities of the Estates team in creating an effective and traceable engineering Asset Register that is embedded within the Trust CAFM system.
8. To provide technical support and direction to the Estates, Compliance and Sustainability teams. To take the lead on ERIC and PAM annual returns ensuring the estates engineering content is readily available and accurate in preparation for submission to the centre.
9. To undertake the responsibilities of an SOM (Senior Operational Manager) as defined in HTM for the estates specialities.
10. To ensure the minor works programme (under £5K) is responsive, compliant and adequately resourced.
11. To take responsibility for the estates engineering budget and provide a monthly performance update for the Senior Director of Estates and Facilities.
12. To engage with the FM contracts manager and procurement ensure maintenance contracts are correctly embedded within the CAFM system and are performing to the required standards.
13. To develop effective communications with all Trust stakeholders to promote the estates engineering service.
14. Promote the estates service via attendance at national forums and other events engaging in public speaking when appropriate, regarding estates innovation and quality systems.
15. To manage a complex range of services across the whole of Essex that will at times generate a degree of mental and physical stress with the expectation that this will be mitigated via effective planning, positive engagement and staff development.
16. To formulate plans, strategies and concepts for reducing cost, improving service efficiency and reducing the Trust overarching risk profile.
17. Ensure that sufficient AE, AP/RP and CP are in place to procure the required support for the Trusts premises in the delivery of Healthcare Services.

Finance:

1. To manage the estates budget seeking to improve performance and reduce costs by maintaining effective and efficient estates service contract and working closely with the Divisional Finance Officer.
2. To identify Cost Improvement Programmes annually and ensure delivery of same.
3. Identify at an early stage, cost pressures and emerging changes which may require adjustment of resource allocation in the future.

Compliance:

1. Be responsible for the Trust compliance elements for example asbestos, fire, water, ventilation PPM and essential insurance checks via the Head of Compliance.
2. Ensure that the Trust has robust Estates Compliance Management Plan in place.
3. Have oversight of the professional development of the Head of Compliance, Head of Sustainability and the Trust Technical Lead.
4. Support and direct the patient safety function and associated audit, ensuring implementation of new equipment and repairs to existing are completed as necessary on time and in budget.
5. To work closely with the Head of Compliance to ensure the maintenance plan aligns with the required standards and delivers the agreed outputs that are reflected in a monthly comprehensive report.
6. To actively manage the Head of Compliance to ensure the Trust annual key systems insurance inspections and other similar statutory/mandatory validation programmes are in place and ensure they are suitable and sufficient for each element.

Process:

1. To oversee the department on-call requirement.
2. Ensure the Trust CAFM system aligns with the overarching maintenance service delivery based upon SFG20 and lead the procurement of an updated replacement system.
3. Implement a full Safe Systems of Work including Control of Contractors processes to include for example Permit to Modify/Work/Access system, adequate RAMS and SOP are in place.

Resource:

1. To undertake an annual training needs analysis for estate engineering staff ensuring the correct competencies are in place for staff development and succession planning.
2. To undertake regular 121s with line reports to discuss progress with the agreed annual objectives.
3. To engage with staff to undertake difficult and sometimes emotional engagement relating to performance, personal support, sickness and absence.
4. Regularly review the team structure, evaluate the workload against the resource level and productivity and similar industry standards.
5. Manage sickness and absence within the team working with lead managers to understand the impact of high rates of absence.

Capital & Property:

1. Engage with the Property Manager to clearly define the responsibilities of the maintenance team in relation to leased properties.
2. To work with the Trust Associate Director of Capital & Property to develop an effective operating process for Estate/Capital works interaction throughout any Capital Project to, but not limited to, commencement/isolations and hand back to Estates.
3. To ensure the Estates and Sustainability work streams contribute to the capital planning teams master planning process as and when required.
4. To liaise with the Trust colleagues and external specialists to create a Standards List of equipment to be fitted.
5. To support the Trust new ways of working and subsequent space management programme
6. Work with the Associate Director of Capital and Property to establish a full CAD service for both departments including devising a robust system for updating drawings as required.

Planning:

1. Supporting the Trust Property and Engineering Senior Management teams in delivering the estates Five Year Plan, Development Control Plan and overarching Estates Maintenance Strategy.
2. To ensure each Trust property has an effective cyclical maintenance plan and that the engineering teams or contracted services, have the required competencies to deliver against the annual plan.

Reporting:

1. Receive monthly performance reports from the Maintenance Manager, Technical Lead, Head of Compliance and Head of Sustainability.
2. Create, manage and report monthly for the Senior Director of Estates and Facilities to include departmental KPIs/compliance stats/HR/Finance etc.
3. Contribute to the quarterly operational reporting to the Trust Executive.

Sustainability:

1. To ensure the Head of Sustainability is given direction and support to deliver the NHS and national targets of zero carbon by 2040.
2. To ensure the Head of Sustainability adheres to the Trust Green Plan and delivers where possible any initiatives therein.
3. Ensure all efforts are made to reduce carbon emissions across the estate.
4. Work towards implementing a full electric vehicle fleet by 2028.
5. Oversee the Head of Sustainability in applying for external funding for various schemes such as low carbon funding scheme etc.

Continuous improvement:

1. To undertake both hardware and software research to improve the Trust estates services deliver as part of the ISO9001 continuous improvement mandate.
2. To regularly review and adjust services to meet the Trust ever changing needs, bringing in innovative ideas and technology where necessary.

Person Specification

Education

Essential

• Masters in an Engineering or business bias. Member of a professional body such as IHEEM.

Desirable

• Chartered Engineer.

Knowledge

Essential

• Significant post professional qualification experience. A full understanding of current legislation relating to Estates regulations. In depth knowledge and understanding of NHS Policy and technical guidance, ability to interpret this in order to implement across the Trust. Previous experience and sound understanding of the principles of reliability engineering.

Skills

Essential

• Ability to interpret and implement with minimal guidance, a wide range of complex health policies and technical guidance. Ability to contribute to the management of processes and stakeholder input in the development and delivery off an effective estates maintenance regime. Experience of managing a customer focussed engineering environment. Ability to translate highly complex information to be easily understood by a diverse audience and into operational practice using own initiative. Excellent communication, presentation and interpersonal skills. This includes leading on public discussions often requiring delivery of sensitive information with tact and diplomacy e.g. relaying news of ward or unit closures to public meetings. Ability to communicate and negotiate with a multiplicity of stakeholders and at all levels of the organisation. Ability to produce accurate, high quality management reports and complex documents, requiring attention to detail at all times. Previous experience of budget management and proven ability to manage finance within a system of constraint including experience of making cost improvement savings. Ability to use IT Systems including Microsoft Word, Excel, Access and Project at an advanced level.

Corporate

Essential

• Full UK Drivers Licence. Ability to Travel across Trust sites as required.

Person Qualities

Essential

• Ability to influence, persuade and carry out complex negotiations on behalf of the Trust at senior management level and with various stakeholders both internal and external to the organisation in relation to highly technical issues. Good organisational skills and ability to prioritise own and team workloads to meet changing demands Ability to work flexibly, under pressure and tight timescales.

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

Essex Partnership University NHS Foundation Trust

Address

Pride House

Christy Close, Laindon

Basildon

SS15 6EA

Employer's website

https://eput.nhs.uk/ (Opens in a new tab)