Job summary
Are you ready to take the next step in your Estates and Facilities career? This exciting secondment opportunity offers the chance to broaden your experience and make a significant impact within a busy healthcare environment. As Estates and Facilities Operational Manager, you will lead the day-to-day delivery of estates and facilities services across a diverse property portfolio, ensuring safe, compliant and effective environments that support patient care and staff wellbeing.
This role provides valuable exposure to operational leadership, contractor and project management, service improvement, compliance, budgeting and strategic estates planning. You will work closely with colleagues across clinical and corporate services, building relationships and influencing positive change across the organisation. Whether you are looking to develop your management experience, expand your knowledge of healthcare estates, or prepare for future leadership roles, this secondment offers an excellent opportunity to enhance your skills and make a real difference. If you are an enthusiastic, proactive and solutions-focused professional, we would love to hear from you.
This post is offered as a 6 month secondment. Permission must be sought from your line manager before applying.
Main duties of the job
As Estates and Facilities Operational Manager, you will be responsible for the day-to-day operational management of estates and facilities services across the organisation's property portfolio. You will lead and support operational teams, ensuring services are delivered safely, effectively and in compliance with all statutory, regulatory and organisational requirements. Key responsibilities include managing maintenance and facilities contracts, monitoring contractor performance, overseeing planned and reactive works, supporting capital and minor works projects, and ensuring compliance with health and safety, fire safety and other estates-related legislation.
You will contribute to business continuity planning, manage budgets and resources effectively, investigate incidents and service issues, and drive continuous service improvement. The role requires close collaboration with clinical and non-clinical colleagues, external contractors and stakeholders to maintain high-quality environments that support patient care and organisational objectives. You will also provide operational leadership, support the development of policies and procedures, and promote a culture of safety, quality and customer-focused service delivery.
About us
ECCH is well established health care provider and has been successfully delivering NHS care within the community since 2011. We provide a range of NHS, community health and social care services predominantly across the easterly region of the Norfolk/Suffolk borders.We are aligned to NHS terms and conditions, and offer many employee benefits, to find out more about us visit our website - www.ecch.org. We are a social enterprise and staff owned organisation which means staff can opt to be shareholders and have a real say in how ECCH is run and evolves to deliver healthcare for the future.At the heart of our ambition, we work in partnership with and for the community to become the provider and employer of choice for community healthcare.
The Estates and Facilities team plays a vital role in supporting the delivery of high-quality community healthcare services by providing safe, compliant and well-maintained environments for patients, visitors and staff. We are a collaborative and supportive team responsible for estates maintenance, facilities management, compliance, projects and property management across a diverse portfolio of healthcare sites. Working closely with clinical and corporate colleagues, we are committed to continuous improvement, innovation and delivering excellent customer service.
Job description
Job responsibilities
To be available; when on duty both on the telephone and in person to deal with complex and sensitive issues in the absence of Professional Heads of Service and to deputise for the Head of Estates and Facilities, analysing the situation and providing solutions when required.
*Liaise with and be initial contact for all Service contractors; in relation to Estates and Facilities, monitor standards of performance ensuring that service failures are brought up to standard in a timely manner.
*Provide support and deputise (in the absence of) Head of Estates & Facilities on a wide range of Estates and Facilities operational issues.
*To deputise for the Head of Estates and Facilities as the Responsible Person for Asbestos and Legionella and maintain the required professional registration/accreditation.
*Post holder to works across both ECCH and subsidiary companies as required.
Patient/Building Management
*To develop and monitor protocols for the security of clients whilst in the ECCH buildings including liaising with external security companies and dealing with clients and carers in a sensitive and appropriate manner. Referring them on to other agencies if required.
*Identify and manage risks by undertaking risk assessments and reporting, ensuring these are regularly reviewed, escalating in accordance with ECCH policy and procedure.
*To assist the Head of estates and Facilities, identify/co-ordinate and manage capital, service projects, minor works, reactive and planned maintenance acting as the conduit between support services, clinical operations, and contractors.
*Conduct and report on a programme of continuous site audits and inspections. Assist with meeting requirements in respect of Health and Safety, Infection Control, CQC, Fire and PLACE by implementing and monitoring actions arising from inspections and audits. Responsible for identifying, collating, and presenting minor works requests for authorisation by Head of Estates and Facilities.
*Assist in the management of and development/implementation of emergency action and service operational procedures and co-ordinate activities related to patient/staff evacuation. Manage and maintain fire safety procedures and resources at all operational sites.
*Assist the Head of Estates and Facilities in the formation of generic site continuity plans and procedures, their testing and communication.
Administrative:
*Provide information as requested for Estates and Facilities data and reports.
*Assist patients during incidental contact, deal efficiently with any issues raised, present and maintain corporate image.
*Assist with meeting requirements in respect of Health and Safety, Infection Control, CQC, Fire and PLACE by implementing and monitoring actions arising from inspections and audits.
*To deal with day-to-day problems that arise either face to face with members of staff or public, answering queries which other service users are unsure how to deal with or answer.
*Ensure that continuous quality improvements to administrative systems and procedures are designed and implemented, facilitating the smooth running of the department.
*Manage own workload delegate where appropriate, ensuring that individual skill levels are commensurate with duties required.
*Formalise and support meetings led by Management.
*Handle queries/issues arising within estates and facilities using independent judgement /decision making skills and action plans as and when the situations arise. This includes forward planning regarding the security cover and planning for sickness and absence.
*To support staff in the use of new equipment and ensure appropriate cleaning and maintenance schedules are in place for the ongoing care of equipment; ensure appropriate cleaning and maintenance schedules are in place for the ongoing care of the equipment.
*To take responsibility for the audits and ordering of equipment vital to the smooth running of services within estates and facilities.
*Analyse site budgets for delegated sites; addressing and reporting on reasons for significant over and under-spends, assist in budget setting. Authorisation to a limit of £5,000; investigating complex invoices for area of responsibility and processing for payments, including landlord invoices and year end reconciliation.
*Process of 3rd party tenants, maximising income by ensuring recharging and lease/licence documentation is regularly reviewed and implemented.
*Identify commercial opportunities for service development and contribute to subsequent business plans in area of responsibility.
*Participate in and promote the ECCH sustainable development plan across all sites.
*Be the intelligent client for Estates & Facilities sites under your responsibility.
Information Systems
*Interpret complex figures and produce reports to aid the improvement of systems. i.e., equipment, sickness/annual leave. To update spreadsheets on a regular basis and provide information as requested for Estates and Facilities data and reports.
*Working in partnership with operational staff across all departments to assess Estates and Facilities services performance and map future workforce planning, recruitment, and selection etc.
*Provide accurate information arising from the room booking system and generating invoices for ad hoc room bookings, and for the generation of Licence to Occupy documentation.
*Ensuring ongoing updating of the master sheet/estates terrier inputting the latest available costings and room usage.
Managerial
*Ensure that the communication process within estates and facilities is clear and unambiguous across a wide and varied group.
*Handle queries/issues arising within estates and facilities using independent judgement /decision making skills.
*Formulate action plans as and when required regarding service delivery and demands, staffing and support service issues. This includes forward planning regarding the security cover and planning for sickness and absence.
*Day to day management of Estates Operatives & Domestic/Portering Teams, including rota management, grievance, appraisal, and absence management. Ensuring compliance with ECCH Policies and Procedures. Participate in recruitment & selection of staff. Create job descriptions and person specs. Shortlist, interview and appoint new staff members in accordance with employment legislation.
*To organise and chair regular meetings to aid the efficiency and development of the teams.
*Ensure workplace Health and Safety assessments are carried out across the bases, including risk assessments -- taking remedial action and implementing appropriate measures to minimise risks.
*To assist with business growth, manage and analyse site budgets, addressing and reporting on reasons for significant over and under-spends, assist in budget setting. Accountable for the authorisation of expenditure within allocated budgets, acting as an authorised signatory and using the procurement system.
*Authorise invoices for area of responsibility and processing for payments including landlord invoices and reconciliation.
*To be the authorised signatory for cash petty cash, travel claims and Purchase orders to a value of £5,000.
Education and Training
*To identify staff training needs arising from PDP's and ensure that this is communicated to management and to develop and motivate staff using positive feedback and ensuring that department communication is effective and efficient.
Personal
*To work on own initiative making informed decisions as necessary.
*To visit all bases across ECCH when required.
*To identify own needs and address at PDP with line manager
*To continually work towards improvement of services
*All roles within East Coast Community Healthcare CIC (ECCH) require staff to demonstrate our Values and Signature Behaviours in the care and service they provide to patients, service users, stakeholders and colleagues. All members of staff should consider these as an essential part of their job role.
*Our Values outline the core behaviours that we can all achieve and are summarised as an acronym within the word 'CARE'. These stand for: Compassion, Action, Respect and Everyone.
*Underpinning our Values are our Signature Behaviours which highlight by taking the right actions we continue to build a strong culture. Our four Signature Behaviours are: Compassion - We Listen, We Learn, We Lead| Action - My Accountability, My Responsibility | Respect - Respect Our Resources: People, Time and Money | Everyone - Work Together, Achieve Together.
Person Specification
Qualifications
Essential
- *Knowledge of spreadsheet and or CAFM systems. Knowledge of PPM procedures
- *Relevant specialist professional knowledge via a degree or equivalent experience
Desirable
- *Knowledge of Property Terriers and information
- *A comprehensive knowledge of specialist software relevant to area of work
- *Evidence of continuing Professional Development
Experience
Essential
- *NHS experience.
- *Experience of staff management.
- *IT literate and competency with all MS Office applications
- *Thorough knowledge of Statutory and Mandatory requirements and ability to interpret and apply them.
- *Ability to apply judgements across a wide range of Facilities issue, considering legislation, H&S, Fire.
- *Good organisational skills and an ability to manage your own workload
- *Good Standard of oral and written English
Desirable
- *Previous experience of working an HHS Based environment.
- *Project management experience
- *Theoretical knowledge underpinned by practical experience
- *Conflict management/ mediator skills
Additional Criteria
Essential
- SKILLS AND KNOWLEDGE
- *Demonstrable ability to motivate and influence change
- *Good organisational skills to enable planning and manage work loads
- *Excellent interpersonal and oral communication skills with the ability to communicate at all levels of the organisation, both verbal and written
- PERSONAL ATTRIBUTES
- *Loyal, trustworthy and hardworking.
- *Confident, assertive and friendly.
- *Good communication skills.
- *Ability to embrace our Culture, Values and Signature Behaviours:
- (Compassion - We Listen, We Learn, We Lead| Action - My Accountability, My Responsibility | Respect - Respect Our Resources: People, Time and Money | Everyone - Work Together, Achieve Together).
- *Willingness and ability to work across different sites and travel to alternative sites and across the community as required.
Desirable
- SKILLS AND KNOWLEDGE
- *Willingness to undertake further development and flexible in approach to further training
- *Experience of Digital Filing Systems
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.
Employer details
Employer name
East Coast Community Healthcare CIC
Address
Hamilton House
Battery Green Road
Lowestoft
Suffolk
NR32 1DE
United Kingdom
Employer's website
https://www.ecch.org/ (Opens in a new tab)
Estates and Facilities Operational Manager in Lowestoft employer: East Coast Community Healthcare CIC
East Coast Community Healthcare CIC is an exceptional employer that values its staff and fosters a supportive work culture. With a focus on employee growth, we offer continuous professional development opportunities and the chance to make a meaningful impact in the community. Working remotely in the Great Yarmouth and Waveney area allows for flexibility while providing essential care to those in need, making this role both rewarding and fulfilling.
Contact Details:
East Coast Community Healthcare CIC Recruitment Team
