Job summary
We are looking to recruit a highly motivated individual to join the Support services team.
To supervise and lead the day to day operational management of Support Services, delivered to Calderdale and Huddersfield NHS Foundation Trust, ensuring quality services are delivered in compliance with relevant service specification and key performance indicators.
To ensure the continuous delivery of services and respond to service failures in a timely manner.
Main duties of the job
To support the Facilities manager and deputise in their absence, whilst ensuring sufficient numbers of staff are available to deliver quality and timely services.
Lead the operational day to day management of a comprehensive centralised general office, administration and helpdesk function which includes switchboard and car parking.
Communication both written and verbal, to all levels of staff relating to the provision of Facilities Services.
Maintain systems for monitoring internal process and service requirements e.g. service performance standards, time and attendance and other associated documentation.
Ensure all associated policy and procedures are implemented as required.
About us
At CHS we understand the differences in delivering our services in complex environments and we have a flexible approach to meet the needs of our customers. Our Estates and Facilities management functions alongside our Medical Engineering, decontamination and procurement service, provides the following:
- Fully managed estate and building maintenance
- Medical engineering/equipment maintenance/ decontamination
- Procurement advice, guidance and governance
- Capital project management
- Transport
- Grounds maintenance.
- Portering
- Catering
- Cleaning (including robot and deep cleaning)
All provided to nationally recognised standards giving you assurance that your premises and equipment will be the best they can, and your customers will have confidence in you as a provider.
Job description
Job responsibilities
- Assist in the planning and delivery of Facilities Services in accordance with client requirements, service specifications, National NHS standards and best practice guides.
- Ensure sufficient numbers of staff are available to deliver quality and timely Facilities Services. Cover any staff shortages due to absence by the reallocation of duties.
- Assist in the development and delivery appropriate work schedules, frequencies and programs to ensure services are compliant with any associated standard.
- Undertake surveys/audits as necessary to manage performance, ensure task action sheets are completed and all other relevant paperwork. Compile reports as required.
- Assists in the specification and quality control of Facilities Services. Planning and implementation of associated work practices and procedures.
- Respond to service delivery issues in a timely and professional manner.
- Assist with monthly team meetings, undertake toolbox talks and provide information on Facilities Services when required.
- Meet with service users and providers with regard to Support Services
- Communication both written and verbal, to all levels of staff relating to the provision of Facilities Services.
- Provide and receive technical and non-technical information, to inform work colleagues, patients and clients. Ensuring, were relevant, such information is communicated effectively up to senior management level.
- Assist in the development and implementation of changes to service delivery including any changes in statutory/mandatory requirements.
- Ensure a partnership approach is adopted as agreed with the Facilities Manager.
- Attend meetings with Senior Management, Stakeholders, and associated
- Steering Groups as required, in relation to the delivery of Facilities Services.
- Communicate with colleagues, patients and staff.
- Dealing with problems, interruptions or service emergencies.
- Provide information and advice to all Trust senior managers, users, clients, contractors and associated NHS networks relating to the operational delivery of Facilities Services.
- Undertake such training as required to fulfill the responsibilities for Assistant Facilities Manager as agreed with the Facilities Manager
- Resolve operational services issues and failures in meeting the required service standards using own knowledge and experience.
- Analyse performance information related to the operational delivery of Facilities Services. Assess any required action to recover failed standards and escalate where appropriate to line manager
- Maintain accurate, computerised databases and records relating to Facilities Services.
- Maintain systems for monitoring internal process and service requirements e.g. service performance standards, time and attendance and other associated documentation.
- Ensure performance and service data is reviewed, analysed and recorded into the departments database.
- Ensure all technical information received or developed is disseminated to the appropriate Trust officer in a suitable format in order for the Trust to fully understanding the content and any possible implications it may have.
- Assist the Facilities Manager in providing and maintaining services that supports and enhances patient care
- Responsible for ensuring all Facilities Services works are responded to in an effective and timely manner to maintain a suitable patient environment
- Give clear information to patients and visitors when asked or during incidental contact.
- Assist in the Facilities Manager with the management of the Facilities
- Services budgets where directed including the provision of reports
- Ensure that all financial information is inputted onto the departments database system.
- Ensure the safe and effective use of equipment, manage and maintain stock control.
- Check and invoices as requested by the Facilities Manager
- Check and authorise department financial documentation e.g. overtime sheets, consumable usage and time sheets.
- Meet all KPIs and budget requirements.
- Identify and action any poor practice which may result in financial loss to the Trust and report such to the Facilities Manager.
- Assist with the operational supervision and delivery of Facilities Services,including management of staff and associated supervisory/team leaders.
- Assist in the Facilities Manager with the recruitment, appointment, induction, training, and retention of staff;
- Assist in the Facilities Manager with ensuring all Facilities Services staff receives appropriate training for their area of work in accordance with National NHS Guidance, current legislation and Health & Safety guidance.
- Assist in delivering personal development plans for in-house staff and ensuring a similar structure is available to contracted staff.
- Assist in the Facilities Manager with ensuring the corporate Disciplinary and Grievance procedures, sickness abscess and any HR related policy/procedure are adhered and managed in an appropriate and professional manner.
- Responsible for staff motivation
- Provide advice to in-house and contracted staff in relation to general working conditions, benefits offered by the Trust, training and Health & Safety issues.
- Undertake all such reasonable other duties as may be required as part of the role
Job description
Job responsibilities
- Assist in the planning and delivery of Facilities Services in accordance with client requirements, service specifications, National NHS standards and best practice guides.
- Ensure sufficient numbers of staff are available to deliver quality and timely Facilities Services. Cover any staff shortages due to absence by the reallocation of duties.
- Assist in the development and delivery appropriate work schedules, frequencies and programs to ensure services are compliant with any associated standard.
- Undertake surveys/audits as necessary to manage performance, ensure task action sheets are completed and all other relevant paperwork. Compile reports as required.
- Assists in the specification and quality control of Facilities Services. Planning and implementation of associated work practices and procedures.
- Respond to service delivery issues in a timely and professional manner.
- Assist with monthly team meetings, undertake toolbox talks and provide information on Facilities Services when required.
- Meet with service users and providers with regard to Support Services
- Communication both written and verbal, to all levels of staff relating to the provision of Facilities Services.
- Provide and receive technical and non-technical information, to inform work colleagues, patients and clients. Ensuring, were relevant, such information is communicated effectively up to senior management level.
- Assist in the development and implementation of changes to service delivery including any changes in statutory/mandatory requirements.
- Ensure a partnership approach is adopted as agreed with the Facilities Manager.
- Attend meetings with Senior Management, Stakeholders, and associated
- Steering Groups as required, in relation to the delivery of Facilities Services.
- Communicate with colleagues, patients and staff.
- Dealing with problems, interruptions or service emergencies.
- Provide information and advice to all Trust senior managers, users, clients, contractors and associated NHS networks relating to the operational delivery of Facilities Services.
- Undertake such training as required to fulfill the responsibilities for Assistant Facilities Manager as agreed with the Facilities Manager
- Resolve operational services issues and failures in meeting the required service standards using own knowledge and experience.
- Analyse performance information related to the operational delivery of Facilities Services. Assess any required action to recover failed standards and escalate where appropriate to line manager
- Maintain accurate, computerised databases and records relating to Facilities Services.
- Maintain systems for monitoring internal process and service requirements e.g. service performance standards, time and attendance and other associated documentation.
- Ensure performance and service data is reviewed, analysed and recorded into the departments database.
- Ensure all technical information received or developed is disseminated to the appropriate Trust officer in a suitable format in order for the Trust to fully understanding the content and any possible implications it may have.
- Assist the Facilities Manager in providing and maintaining services that supports and enhances patient care
- Responsible for ensuring all Facilities Services works are responded to in an effective and timely manner to maintain a suitable patient environment
- Give clear information to patients and visitors when asked or during incidental contact.
- Assist in the Facilities Manager with the management of the Facilities
- Services budgets where directed including the provision of reports
- Ensure that all financial information is inputted onto the departments database system.
- Ensure the safe and effective use of equipment, manage and maintain stock control.
- Check and invoices as requested by the Facilities Manager
- Check and authorise department financial documentation e.g. overtime sheets, consumable usage and time sheets.
- Meet all KPIs and budget requirements.
- Identify and action any poor practice which may result in financial loss to the Trust and report such to the Facilities Manager.
- Assist with the operational supervision and delivery of Facilities Services,including management of staff and associated supervisory/team leaders.
- Assist in the Facilities Manager with the recruitment, appointment, induction, training, and retention of staff;
- Assist in the Facilities Manager with ensuring all Facilities Services staff receives appropriate training for their area of work in accordance with National NHS Guidance, current legislation and Health & Safety guidance.
- Assist in delivering personal development plans for in-house staff and ensuring a similar structure is available to contracted staff.
- Assist in the Facilities Manager with ensuring the corporate Disciplinary and Grievance procedures, sickness abscess and any HR related policy/procedure are adhered and managed in an appropriate and professional manner.
- Responsible for staff motivation
- Provide advice to in-house and contracted staff in relation to general working conditions, benefits offered by the Trust, training and Health & Safety issues.
- Undertake all such reasonable other duties as may be required as part of the role
Person Specification
Knowledge & Skills:
Essential
- Good working knowledge and understanding of the provision of facilities services in the given service functions.
- Good organisational and managerial skills, ability to priorities and organise own and departmental workloads
- Experienced at working to deadlines
- Ability to manage own time
- Multi-tasking skills
Desirable
- Ability to produce reports in relation to facilities services in the NHS environment
Experience
Essential
- Demonstrable and significant experience at junior manager or supervisor level within the Facilities Management environment
- Ability to lead and manage FM service delivery teams
- Good interpersonal and relationship building skills along with a proven track record in delivering quality in service provision.
- Excellent ability to communicate effectively in writing and face-to-face
Desirable
- Experience of facilitating partnership working, decision making and conflict resolution
Qualifications
Essential
- Educated to HNC level or equivalent in an associated field, OR professional knowledge and experience to NVQ Level 3 equivalent, plus additional knowledge to diploma level acquired through training and experience or City and Guilds.
Desirable
- Evidence of continuing professional development
General
Essential
- Must be eligible to work in the UK.
- Ability to work in various locations throughout the network of services provided by the Company/Calderdale and Huddersfield NHS Foundation Trust.
Person Specification
Knowledge & Skills:
Essential
- Good working knowledge and understanding of the provision of facilities services in the given service functions.
- Good organisational and managerial skills, ability to priorities and organise own and departmental workloads
- Experienced at working to deadlines
- Ability to manage own time
- Multi-tasking skills
Desirable
- Ability to produce reports in relation to facilities services in the NHS environment
Experience
Essential
- Demonstrable and significant experience at junior manager or supervisor level within the Facilities Management environment
- Ability to lead and manage FM service delivery teams
- Good interpersonal and relationship building skills along with a proven track record in delivering quality in service provision.
- Excellent ability to communicate effectively in writing and face-to-face
Desirable
- Experience of facilitating partnership working, decision making and conflict resolution
Qualifications
Essential
- Educated to HNC level or equivalent in an associated field, OR professional knowledge and experience to NVQ Level 3 equivalent, plus additional knowledge to diploma level acquired through training and experience or City and Guilds.
Desirable
- Evidence of continuing professional development
General
Essential
- Must be eligible to work in the UK.
- Ability to work in various locations throughout the network of services provided by the Company/Calderdale and Huddersfield NHS Foundation Trust.
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).