Head of Estates Management

Due to the nature of the post, the post holder will be frequently required as necessary to work at weekends and in the evenings to fulfill business needs. To report any non-compliance or irregularities or inefficient practices to the Associate Director of Estates and Facilities. To provide specialist knowledge across a range of specialist works and building knowledge including all relevant construction-related legislation, health building notes (HBNs) and Health Technical Memorandums (HTMs) to clinical leads, projects team, divisional directors, and various trust boards in person or in report format.

To develop, monitor, and review the trust policies and standards relating to estates compliance, procurement methods, and performance. To be responsible for delegated sections of the Trust’s estates strategy. To be responsible for developing the estates key performance indicator system for monitoring external contractors and professional consultants. To train all other members of the estates department in order to implement the system and policy and to review at regular intervals to ensure that statutory updates are incorporated as part of the system.

To be responsible for updating the Associate Director of Estates & Facilities on a quarterly and annual basis with regards to overall compliance and performance on asset and estates risk management. To be responsible for updating departmental processes and procedures as and when required and to ensure successful implementation throughout the department. To be responsible for developing and implementing a department specification standardization policy. To ensure that buildings are fit for purpose, are fully accessible, and make a positive contribution to the built environment.

To ensure the quality of estates from contractors, external consultants, and/or from in-house teams involved with its operation. To monitor the performance and information provided by external professional consultants and building contractors against relevant legislation, contracts, health and safety, project delivery, compliance issues and report back to the Associate Director of Estates & Facilities, divisional leads, and procurement as and when necessary.

To work closely with the trust capital team and manage the transfer of services into new or refurbished hospital buildings (as and when the need occurs), ensuring that all medical, paramedical, ancillary, and FM contractors integrate smoothly and fully support the patient. To initiate surveys of defined areas and assess existing engineering and estates requirements. To interrogate information provided by external professional consultants and provide advice to the Trust accordingly.

To manage out conflict (managing expectations) for the implementation of change to ensure achievable service delivery giving direction and guidance on options available to clinical leads when working to tight budgets and deadlines. To compile estates information for all relevant domains within the operational estate, i.e., trust profile; SDMP; NHS PAM; safety; fire safety; FM services; quality of building; CHP; energy; water services; waste; and car parking for annual estates return information collection (ERIC), to the Associate Director of Estates & Facilities.

To produce annual reports to the Associate Director of Estates & Facilities for all modules that are relevant to the operational estate for the sustainability development assessment tool (SDAT), i.e., asset management & utilities; adaptation; green space & biodiversity; sustainable care models; sustainable use of resources; governance; and policy demonstrating full compliance with the requirements contained within.

Demonstrate compliance through preparation and assessment of evidence for all estates activities including any interdependencies within the estates and facilities services across all domains to support the NHS premises assurance model (NHS PAM) assessment. The post holder will be required to demonstrate a personal commitment to the trusts sustainable development plan and to take personal responsibility for carrying out work duties in a way which is compliant with this plan.

Workforce lead on the development, establishment, and implementation of professional standards and staff development policies. Responsible for the management of staff, including the setting of performance objectives, carrying out annual appraisals, and ensuring personal development plans are in place. Ensure estates succession planning is well linked in with other people management processes for e.g., performance management, etc.

Following appraisal and identification of key skills and skill gaps, produce a training needs analysis report and a rolling training and development programme. Effectively manage the health, well-being, and absence of staff. Provide support and guidance to the services managers in ensuring that all staff remain compliant with the trust policies including attendance management procedures.

Financial responsibility for budget management for budgets in excess of £5m. Work closely with the designated finance business partner ensuring full understanding of financial performance including setting annual budgets, monitoring arrangements, and implementation of agreed financial action plans.

To plan and deliver agreed cost improvement programmes in compliance with business/financial plans. Act as authorized signatory, in compliance with trusts standing financial instructions (SFIs). Responsible for planning and delivering service cost improvements through productivity and efficiencies (including those set out in the Model Hospital opportunities) in a financially sustainable manner. Responsible for annually supporting with budget setting and delivering a balanced operational budget.

Identify and act on commercial opportunities to maximize efficiencies while maintaining standards compliant with local and national guidelines. Responsible for the development and implementation of approved business cases including adequate risk management. Providing reports on service performance to the leadership team for various assurance committees including Engineering Maintenance Compliance group, risk management committee, capital management group, and quality assurance committee.

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