Job responsibilities
DUTIES AND RESPONSIBILITIES
The Head of Estates Assets and Compliance will take responsibility for all compliance and risk issues together with estate asset management services, as required by the Head of Estates and Facilities.
Communication and Relationship Skills
1. To establish and develop business support across the Estates and Facilities department to meet the delivery of key Trust and departmental targets for the patient care environment.
2. To develop and maintain effective working relationships with the following internal teams and staffing groups as appropriate:
Senior Managers, Ward/Departmental Managers
- Finance and Payroll
- Estates and Facilities Management team
- Infection Control
- Risk & Governance
- Human Resources
- Procurement and IM&T Departments
- Internal Audit
3. To develop and maintain effective working relationships with the following external groups and organisations:
- NHSEI PAM Team
- Patients, Relatives and Visitors
- Local Authorities
- Outside Agencies
4. To contribute and provide professional reports on all estate assets related matters when requested.
5. To deal with highly complex and sensitive information working closely with both internal and external managers and stakeholders to ensure that all estates assets are managed effectively.
6. Influence all staff groups to ensure that the necessary data for statutory returns is completed accurately and on time.
Knowledge, Training and Experience
1. To act as the specialist lead with authority on all matters relating to property management and compliance.
2. To coordinate the monitoring and timely completion of the NHS Premises Assurance Model (NHS PAM), to demonstrate to patients, commissioners, and regulators that robust systems are in place to assure that the premises and associated services are safe and to provide a consistent basis to measure compliance against legislation and guidance to the Trust.
3. To coordinate the monitoring of the Care Quality Commission (CQC) and other statutory & mandatory standards across the directorate and provide monthly updates to the Divisional board.
4. To coordinate the required statistical data to ensure trends in departmental activities are monitored appropriately by the Divisional Board.
5. To develop and implement procedures to assess risk and implement risk control plans to meet assurance standards in all service areas.
6. To ensure that business continuity contingency plans for all Estates and Facilities functions are developed and available for implementation if required.
7. To take overall responsibility for the management of record-keeping for all matters of compliance.
8. To take responsibility for the estate asset portfolio including maintaining an up-to-date estate asset schedule and database with all property information and managing the relevant property parts therein.
9. Liaise with the Trusts partner landlords and provide a tenant interface to monitor service provision and related charges.
10. To establish liaison with the Trusts partner tenants and provide a client manager interface to respond to property/lease related issues.
11. Obtain asset valuations, including insurance, accounting, strategic investment, as required.
12. To take responsibility for managing landlord and tenant activities, liaising with the Trusts Legal Services and external agencies as required. Ensure timely negotiation and response to all new leases, lease terminations, licenses, rent reviews, break clauses and service level agreements.
13. To establish and monitor the procedure for ensuring timely collection and review of rental and service charges. Be aware of rental income targets and monitor progress throughout each financial year reporting deviations when required.
14. Develop and maintain Trust location plans ensuring compatibility with registered title.
15. Ensure all monitoring mechanisms are completed and with a timely submission; including the Trusts ERIC (Estates Return Information Collection) including co-ordinating and collection of stakeholder responses to support the data completion.
Planning and Organising Skills
1. To take strategic responsibility for the management of the Trusts estates assets. This involves formulating long term strategic plans for the Trust.
2. Take responsibility for ensuring the timely completion of all necessary data collections required by the Trust and other national bodies. Liaising with key stakeholders, staff and patients, as appropriate, to ensure their engagement to ensure successful completion of the data returns.
3. Ensure accurate and timely reports are written as required for the Head of Estates and Facilities and wider Trust managers and stakeholders.
Responsibility for Policy/Service Delivery
1. Develop and implement procedures to assess risk and implement risk control plans to meet assurance standards in all service areas.
2. Handle sensitive and highly complex data, analysing and interpreting as required by external national bodies.
3. To ensure that business continuity contingency plans for all Estates & Facilities functions are developed and available for implementation if required.
4. Take overall responsibility for the management of record-keeping for all matters of compliance.
Responsibility for Financial, Legal and Physical Resources
1. Financial responsibility for revenue budgets under their direct control and budget responsibility for estate asset management services. Working within appropriate financial protocols and procedures.
2. Financial responsibility for income generation and report against targets as appropriate.
3. Analytical and judgement skills with ability to compile highly complex facts requiring analysis, interpretation and investigation with ability to compare and report across a range of property related matters.
Legal awareness Ability to interpret Property legal documents and expert advice.
1, Analyse and control property budgets and negotiate any proposed increases or service provision. Ensure orders are placed and compliance of all financial regulations takes place.
2. Procure and select contractors, suppliers, physical assets, resources, equipment materials and services via a rigorous assessment of products and selection of suppliers ensuring compliance with Trust standing orders and standard financial instructions.
Responsibility for Human Resources
1. Support the team with training and development planning and ensure all associated records are kept up to date.
2. Support the team with the management of discipline and grievance, welfare, and sickness procedures, as appropriate.
3. Support the team with appraisal and personal development plans of the direct report managers to ensure that they undertake this process in a meaningful manner.
4. Organise and document meetings and plan specialist training as required.
5. Develop a culture that improves quality by active promotion and better levels of understanding, including equality and diversity.
6. Work within agreed objectives with considerable independence within professional parameters.
Responsibility for Information Resources
1. Utilise appropriate IT resources in order to effectively carry out responsibilities. This to include e-mail, internet, databases, standard windows applications (word, excel spreadsheet, PowerPoint), and specialist systems for managing data.
