Job summary
To assist the Estates Manager with the day-to-day management of the Estates Department including line management of staff within the Fabric, Help Desk and Administration Teams.
Operation of breakdown response and Planned Preventative Maintenance (PPM) via the Computer Aided Facilities Management System (CAFM).
Development and upkeep of compliance and management information and relevant systems.
Monitoring and controlling of budgets.
COMMUNICATION AND WORKING RELATIONSHIPS
- To maintain good working relationships and communicate effectively with users of the services and colleagues to include ward staff, other departmental staff and external contractors.
- Is a proactive member of the Estates team.
- Is flexible in their approach to work.
- Provides and receives complex information.
- Plans and organises their own work to provide an efficient service to the estates department.
- Exchanges specialist complex information with specialists, non specialists.
- Negotiates and uses persuasive skills with contractors, suppliers, statutory agencies and utility companies.
- Verbal and written communication required.
- The post holder analyses the tasks they are allocated comparing a range of options, making judgements and evaluates the best solution to the task presented to convince senior managers of the need for change within the specialist fields.
- The post holder will be communicating complex technical information; recipients may not be specialists in the technical field.
Main duties of the job
To update as appropriate all policies and procedures relating to operational estates services to ensure compliance with relevant legislation, regulations, codes of practice and technical guidance. To develop policies and ensure their implementation.
As the lead in compliance, the post holder will be responsible for providing specialist services to the organisation associated with Estates.
The postholder will provide training and guidance within this specialist field and ensure the implementation of best practice as part of the Estates senior leadership team.
The postholder will be guided by broad occupational policies and regulations when undertaking this role and work independently to decide how results are best achieved.
About us
Our mission is to provide outstanding care for people in ways which matter to them so we are seeking outstanding people who share our Trust values of teamwork, integrity, respect and excellence.
On joining our Trust, you will be welcomed into a friendly and supportive environment invested in your ongoing training and development.
I would encourage you to read on to discover why you should join us on our journey to becoming the best performing trust in the country, and wish you all the very best in your application.
Job description
Job responsibilities
The postholder will have responsibility for providing a specialist compliance service to the trust including;
Analytical and Judgmental Skills
- To make judgements across a wide range of complex estates issues, taking into account relevant legislation, health and safety, conflicting demands condition of plant & equipment and complex fault finding.
Planning and Organisation Skills
- To plan, organise a range of complex activities associated with long term maintenance service planning together with short term project planning, emergency and contingency planning for critical services. Liaising with users, contractors and specialist agencies.
Physical Skills
- To accurately use highly developed physical skills, accuracy important, manipulation of fine tools and materials
Responsibility for Patient and Client Care
- To assist patients during incidental contact.
Responsibility for Policy and Service Development
- To develop and implement new and revised policies and changes in estates services and contribute to procedures which impact on other departments.
Responsibility of Physical and Financial Resources
- To authorise payments to contractors and suppliers and to hold delegated budget for refurbishment schemes. To maintain and repair trust properties and equipment / responsible for maintenance of facilities and equipment, and to sign off timesheets/direct labour costs when necessary.
- To undertake complicated analysis / judgement made up of several components with conflicting expert opinion eg Tender analysis.
- Developing structured and scheduled plans, planning programmes that impact across or within departments, services or agencies, eg minor improvement and project managing & planned preventative maintenance.
- Participating in the development and amendment of policies and service developments and procedures.
- Responsible for selecting suppliers taking into account cost, quality, delivery period and reliability.
- Undertake equipment testing or adaptation.
Responsibility for Human Resources
- To act as Line manger for estates maintenance staff
- To take responsibility for the day-to-day management of the Estates Personnel regarding job allocations.
- To assist in the induction and training of new staff.
- To engage instruct and supervise contractors involved in the maintenance of the hospital buildings and services, including accreditation of Sterile Services Department.
- Responsibility for sickness, appraisals, recruitment and selection, personal and career development, work allocation and first stage of disciplinary and grievances.
Responsibility for Information Resources
- To use and update the departments databases and spreadsheets and other computer software including the hospitals building management system. To regularly record information to support the estates department governance framework.
Responsibility for Research and Development
- To undertake surveys or audits as necessary to your own work.
Other responsibilities include;
- To assist the Estates Manager in the preparation of the major maintenance programme.
- To assist in the implementation of the major maintenance programme and minor improvement works, including preparation of specifications and drawings, supervision of contractors and directly employed labour.
- To ensure the department quality assurance procedures are maintained including the departments statutory, mandatory, and recommended testing records, documentation and signatory in areas of responsibility.
- Exchange specialist knowledge and information with estates staff, contractors, suppliers and statutory agencies.
- To understand the relevance and importance of the Care Quality Commission Essential Standards of Quality and Safety Regulation 15, outcome 10 and 11.
- To undertake surveys of engineering plant and equipment, prepare reports or audits and to develop the trusts on going condition/appraisal reporting framework.
- To support the Head of Estates by acting as Authorised Person for specific areas as required.
- To assist with the management of the Trusts energy consumption including liaising with suppliers and contractors.
- To promote a trust wide sustainable environment culture and to ensure the Trust addresses all energy and environmental targets.
- To deputise for the Estates Manager as required in relation to delegated tasks.
- To participate in a rota to give emergency estates management support outside normal working hours.
- ENVIRONMENT AND EFFORT
Physical Effort
- Frequent light physical effort for short periods, i.e., when accessing inaccessible areas.
- To be able to drive and hold a clean driving licence.
Mental Effort
- Frequent concentration required for 1 to 2 hours at a time for paperwork and fault finding. Frequent interruptions. Dealing with operational incidents.
Emotional Effort
- Occasional (less than once a week) exposure to distressing or emotional circumstances by contact with terminally ill patients on wards, dealing with staff grievance, disciplinary issues and complaints.
Working Conditions
- Occasional direct exposure (less than once a week) to unpleasant working conditions, dirt, dust, noise, heat, humidity, height, confined spaces, and inclement weather,
Job description
Job responsibilities
The postholder will have responsibility for providing a specialist compliance service to the trust including;
Analytical and Judgmental Skills
- To make judgements across a wide range of complex estates issues, taking into account relevant legislation, health and safety, conflicting demands condition of plant & equipment and complex fault finding.
Planning and Organisation Skills
- To plan, organise a range of complex activities associated with long term maintenance service planning together with short term project planning, emergency and contingency planning for critical services. Liaising with users, contractors and specialist agencies.
Physical Skills
- To accurately use highly developed physical skills, accuracy important, manipulation of fine tools and materials
Responsibility for Patient and Client Care
- To assist patients during incidental contact.
Responsibility for Policy and Service Development
- To develop and implement new and revised policies and changes in estates services and contribute to procedures which impact on other departments.
Responsibility of Physical and Financial Resources
- To authorise payments to contractors and suppliers and to hold delegated budget for refurbishment schemes. To maintain and repair trust properties and equipment / responsible for maintenance of facilities and equipment, and to sign off timesheets/direct labour costs when necessary.
- To undertake complicated analysis / judgement made up of several components with conflicting expert opinion eg Tender analysis.
- Developing structured and scheduled plans, planning programmes that impact across or within departments, services or agencies, eg minor improvement and project managing & planned preventative maintenance.
- Participating in the development and amendment of policies and service developments and procedures.
- Responsible for selecting suppliers taking into account cost, quality, delivery period and reliability.
- Undertake equipment testing or adaptation.
Responsibility for Human Resources
- To act as Line manger for estates maintenance staff
- To take responsibility for the day-to-day management of the Estates Personnel regarding job allocations.
- To assist in the induction and training of new staff.
- To engage instruct and supervise contractors involved in the maintenance of the hospital buildings and services, including accreditation of Sterile Services Department.
- Responsibility for sickness, appraisals, recruitment and selection, personal and career development, work allocation and first stage of disciplinary and grievances.
Responsibility for Information Resources
- To use and update the departments databases and spreadsheets and other computer software including the hospitals building management system. To regularly record information to support the estates department governance framework.
Responsibility for Research and Development
- To undertake surveys or audits as necessary to your own work.
Other responsibilities include;
- To assist the Estates Manager in the preparation of the major maintenance programme.
- To assist in the implementation of the major maintenance programme and minor improvement works, including preparation of specifications and drawings, supervision of contractors and directly employed labour.
- To ensure the department quality assurance procedures are maintained including the departments statutory, mandatory, and recommended testing records, documentation and signatory in areas of responsibility.
- Exchange specialist knowledge and information with estates staff, contractors, suppliers and statutory agencies.
- To understand the relevance and importance of the Care Quality Commission Essential Standards of Quality and Safety Regulation 15, outcome 10 and 11.
- To undertake surveys of engineering plant and equipment, prepare reports or audits and to develop the trusts on going condition/appraisal reporting framework.
- To support the Head of Estates by acting as Authorised Person for specific areas as required.
- To assist with the management of the Trusts energy consumption including liaising with suppliers and contractors.
- To promote a trust wide sustainable environment culture and to ensure the Trust addresses all energy and environmental targets.
- To deputise for the Estates Manager as required in relation to delegated tasks.
- To participate in a rota to give emergency estates management support outside normal working hours.
- ENVIRONMENT AND EFFORT
Physical Effort
- Frequent light physical effort for short periods, i.e., when accessing inaccessible areas.
- To be able to drive and hold a clean driving licence.
Mental Effort
- Frequent concentration required for 1 to 2 hours at a time for paperwork and fault finding. Frequent interruptions. Dealing with operational incidents.
Emotional Effort
- Occasional (less than once a week) exposure to distressing or emotional circumstances by contact with terminally ill patients on wards, dealing with staff grievance, disciplinary issues and complaints.
Working Conditions
- Occasional direct exposure (less than once a week) to unpleasant working conditions, dirt, dust, noise, heat, humidity, height, confined spaces, and inclement weather,
Person Specification
Education & Qualifications
Essential
- Master's degree or equivalent and relevant qualification in engineering
- Specialised knowledge and experience relevant to the post.
Knowledge & Experience
Essential
- Significant post qualification experience, preferably within a health care environment
- Experience of supervising multi - trade teams
Desirable
- Knowledge of project management and dealing with Compliance and Minor Capital Schemes
Skills & Abilities
Essential
- Ability to manage and supervise trades personnel. Ability to provide professional support and advice to colleagues
- Ability to ensure staff training needs for specialist equipment and services within and outside of Estates are met.
- Ability to manage risk and compliance systems.
- Ability to organise PPM scheme and to assist in the development and implementation of compliance monitoring and governance systems.
- Experience in preparation of specifications and contract supervision
Desirable
- Ability to ensure that a safe environment is always maintained in accordance with Health & Safety Regulations
- Ability to liaise with associates in other disciplines, particularly users of the service and ensure that good working relationships are maintained.
- To assist in the induction of new staff
- Must be computer literate and be able to use various software programmes in the course of their duties.
- Current driving licence
Person Specification
Education & Qualifications
Essential
- Master's degree or equivalent and relevant qualification in engineering
- Specialised knowledge and experience relevant to the post.
Knowledge & Experience
Essential
- Significant post qualification experience, preferably within a health care environment
- Experience of supervising multi - trade teams
Desirable
- Knowledge of project management and dealing with Compliance and Minor Capital Schemes
Skills & Abilities
Essential
- Ability to manage and supervise trades personnel. Ability to provide professional support and advice to colleagues
- Ability to ensure staff training needs for specialist equipment and services within and outside of Estates are met.
- Ability to manage risk and compliance systems.
- Ability to organise PPM scheme and to assist in the development and implementation of compliance monitoring and governance systems.
- Experience in preparation of specifications and contract supervision
Desirable
- Ability to ensure that a safe environment is always maintained in accordance with Health & Safety Regulations
- Ability to liaise with associates in other disciplines, particularly users of the service and ensure that good working relationships are maintained.
- To assist in the induction of new staff
- Must be computer literate and be able to use various software programmes in the course of their duties.
- Current driving licence
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.
