To lead on and manage, strategically and operationally business support for the Estates and Facilities department, to ensure the.....
To lead on and manage, strategically and operationally business support for the Estates and Facilities department, to ensure the department is compliant with both external and internal governance and legal obligations and functions. This will include:
· Fire
· Security
· Departmental governance
· Compliance reporting and auditing
· General reporting
· Administrative support
· Customer service
· Finance administration
· Quality
a) Finance
• The postholder is responsible for the budgets for Fire, Security, Administration & Compliance,for the physical assets associated with the services listed above including fixed and portable equipment, vehicles.
• The authorised signatory for purchases within the Business Management function, and also authorises staff timesheets and expense claims including for bank and agency staff employed within the Estates and Facilities services listed above.
• Is responsible for procurement of goods and services relating to the Business Management function, including contracts for outsourced services and services delivered through Service Level Agreements (SLA’s) with other NHS organisations.
• Responsible for trading accounts for commercial operations and tendering of contracts as appropriate and security of stock within the designated stores areas.
b) Staff management
• Line Manager for several departments. Responsible as line manager for all staff employed within the Business Management function. This includes responsibility for appraisals, managing sickness absence, disciplinary and grievance matters, recruitment and selection decisions, personal and career development of staff and departmental workload and allocation.
• To manage the balance between directly employed staff, temporary staff, agency staff and contractors to achieve optimum performance in service provision whilst maintaining cost effectiveness. To recruit and develop staff either employed by, or seconded to the Trust (B&HCC, or WSH staff) or utilised from the voluntary sector.
Why work for us?
• We have opportunities for everyone across our wide variety of services working in supportive team environments, including medical, clinical, support and corporate services
• Positive 2022 NHS Staff Survey results with compassionate culture and leadership, and support for staff wellbeing, scoring highly.
• A variety of working environments across the community, in patients' homes, within our community hospitals and bases across the county.
• Supportive flexible working patterns such as: part time, flexi time, annualised hours, and flexi retirement options.
• Excellent training and development opportunities tailored to individuals.
• Research opportunities
• Cost-effective and convenient workplace nurseries in Crawley, Hove and Brighton
• Thriving BAME, Disability and Wellbeing, LGBT+ and Religion and Belief staff networks
• We are proud to be a Level 3 accredited Disability Confident Leader, committed to creating inclusive workplaces.
• We are proud to be a Veteran Aware Trust, achieving accreditation from Veterans Covenant Healthcare Alliance (VCHA)
• Located in stunning Sussex, with easy access to the South Downs and the coast.
• Access to a wide range of benefits and discounts for NHS staff.
1. Job summary
To lead on and manage, strategically and operationally on Hard FM services including:
• Planned Preventative Maintenance
• Reactive repairs and maintenance
• Remedial works
• Minor works/small projects
• Capital projects
• Electro-Medical Engineering (EME) and medical devices
The Assistant Director of Estates takes leadership responsibility for the development and management of the physical environment and will inspire and manage a team delivering maintenance and solutions to the technically operational areas of the estate.
The post holder will ensure that the infrastructure on each of SCFT’s sites supports the provision of high quality, safe care and delivers a positive experience for all that use them. In achieving this, the post holder is required to ensure that the company meets all its statutory and regulatory requirements.
To lead and manage the Estates Team so as to provide a physical environment that is efficient, adaptive and responsive, in both the short and long-term, to the strategic aims, objectives and priorities of SCFT’s customers.
To provide professional advice to SCFT, including statutory health and safety and security requirements and to deputise for the Director of Estates & Facilities on relevant professional matters.
The Assistant Director of Estates is a senior and significant management post at SCFT. Although the post holder is responsible for the development, management and operation of SCFT’s estate, they need to be a general manager of the highest calibre who can make a significant contribution to the development and delivery of SCFT’s wider strategic aims and objectives and its operation policies. They are expected to play a key leadership role within the senior management team by developing the estate and the Estates, EME and Capital teams delivering the service.
1. Communication and working relationships
Be responsible for customer relationships, through attendance at the both internal and external groups, chairing user group meetings and by prompt and positive responses to all customer complaints, ensuring at all times, good lines of communication throughout the Trust.
Work with other members of the department to ensure a smooth and consistent service delivery is achieved to provide service excellence to both internal and external customers and patients.
1. Key responsibilities
Strategic Planning of the Estate
1. Assisting the Director of Estate & Facilities with creating and maintaining a strategic estate plan (over a 10 year timescale) in line with the overall objectives of SCFT. Delivery of the strategic plan and Leadership of Estates, EME and Capital Managers.
1. Development of a 10/15 year capital replacement plan that responds to the service development requirements of SCFT.
Programme management and governance
1. Devise and deliver an Estates Service Improvement plan in line with SCFT strategy to ensure that the service is improved and can confidently deliver services in compliance with statutory requirements.
1. Ensure that all services provided by the division follow SCFT procurement rules and are in line with Standard Financial Instructions. Any contracts should be tendered to ensure they are back to back with divisional SLAs and standardised across the estate wherever possible, representing value for money.
1. Draft, develop and implement policy, procedure and process across the division to ensure standardisation and adherence of the same. Identify improvements or gaps in service as well as staff training requirements with the departmental managers to continually improve standards of service.
1. Development of Capital programme annually and ensure the delivery of the plan is in line with projected spend and timelines. Assist Managers with the compilation of business cases and tendering documentation where required, ensuring the final proposal is of sufficient standard for submission.
1. Provide leadership and ownership to the assurance of project completion by ensuring a seamless handover of all capital projects is undertaken and relevant maintenance regimes and data are implemented in to the relevant systems to ensure the on-going operation of said assets and buildings.
Interaction with external bodies
1. Act as the SCFT point of contact for external bodies such as NHS Property Services and other Trusts (SCPT, ESHT, UHS etc) with regards to Estates operational issues & advice.
1. Act as the Divisional representative for all Estates escalations and presence at formal meetings.
1. Communication between the services identified above and their users, community groups and voluntary sector. This includes reporting to Brighton & Hove City Council, PCT partners and the Trust Board of Directors. Communicates frequently with a wide range of colleagues, organisations and agencies. This includes attending meetings, and the delivery of highly complex messages via reports and presentations and undertake training sessions for any of the technical functions identified above. Deliver highly complex messages, relating to service changes (market testing, outsourcing, TUPE transfers etc), to staff and senior managers. Liaison with the wider NHS, Department of Health, local Councils and other local groups on a frequent basis.
1. To lead in the Care Quality Commission assurance process for the outcomes that relate to the department and to provide evidence in relation to the outcome standards.
Operational Delivery
1. Direct line management responsibilities consists of:
Estates Managers
EME Manager
Capital Projects Manager
Estates Help Desk
1. Defining, for the Departmental management team, their overall objectives and targets in support of the Estate Strategy and monitoring results to ensure that planned objectives and services levels are met.
1. Setting and monitoring the professional standards required of departmental staff, having regard to quality expectations as well as relevant statutory and regulatory requirements.
1. Reviewing and updating applicable Service Level Agreements and KPIs to reflect the needs of SCFT to ensure excellent service levels are delivered. This will include working with NHS PS to ensure a high level of service is provided throughout the estate.
1. Embedding change derived from the Service Improvement programme and monitoring delivery to ensure this is at the required standard to meet the required Key Performance Indicators and Service Level Agreements.
1. Ensure all systems have adequate reporting capabilities to enable accurate data provision, together with the ability to carry out informed analysis – identifying and enabling focus on key areas for improvement.
1. Oversee the delivery of national data compilations such as ERIC and PAM, ensuring data is accurate and timelines are met.
1. Manage out-sourced external providers to achieve high standards and ensure good working partnerships. Prepare relevant specifications and undertake market testing in preparation of in-house/outsourcing tenders, including the service level agreement process where required.
1. Ensure robust emergency, contingency and continuity plans are in place to allow for continuous service delivery throughout the division.
Financial Management
1. Compilation of annual budgets for the division to accurately reflect the needs of the department.
1. Current budgetary responsibility for £9m pa capital funding and £4m pa revenue budget, plus an income stream of £2m pa (provision of M&E services to NHS PS).
1. Constant review to ensure value for money, efficiencies and potential savings in order to contribute to the wider divisional CIP programme.
1. The post holder is an authorised signatory for purchases within the Estates function, and also authorises staff timesheets and expense claims including bank and agency staff employed within the Estates function.
2. The post holder is responsible for procurement of goods and services relating to the Estates function, including contracts for outsourced services and services delivered through Service Level Agreements (SLA’s) with other NHS organisations.
3. The post holder is responsible for security of stock within the designated stores areas.
This advert closes on Thursday 31 Oct 2024
