Estates & Facilities Business Manager

The use of AI is monitored and if applicants have used it, then they are required to declare this in their supporting statement.
Job overview
The Estates and Facilities Directorate (EFD) is seeking an enthusiastic and experienced EFD Business Manager to support the senior management and work closely with other members of the team and line manage the team of administrators.
This is an exciting opportunity for the post holder who is organised and enjoys working with a multidisciplinary team.
The post holder will be required to have advanced knowledge and skills, for the use of IT systems and software, experience of CAFM, procurement, and financial software systems, knowledge of AI and the benefits for streamlining administrative processes.
Main duties of the job

• Provide an efficient and effective administrative service to a multidisciplinary team, actively manage administrative processes and administration team.
• Produce highlight reports, EFD performance and operational reports and Dashboards.
• Ensure the process for raising PO\’s and receipting invoices is followed and full records kept.
• Ensure targets are met, identifying potential delays and escalating this to their manager.
• Lead on specialised administrative areas of work within the directorate as approved by the Heads of Services.
• Manage the team of administrators, providing day to day supervision and support, including delegating tasks and work allocation.

Working for our organisation
The EFD has a broad portfolio of responsibilities which range from security, fire safety, daily cleaning, and mail services to creating and sustaining a safe and healthy environment for our patients, staff, and visitors. We are responsible for the management of Facilities Management contracts and overseeing the services provided by our Service Providers.
Our main areas of operation are:

• Estates maintenance: working closely with our service provider and PFI partners to deliver major planned and critical reactive maintenance and the long-term planning and implementation of our capital investment, asset improvement, and project delivery.
• Facilities and hotel management: providing operational management of cleaning/domestic, portering, catering, and other \”soft\” services and facilities in multi-occupant buildings.
• Fire safety and security services: including fire training, evacuation procedures, security matters, and advice.
• Environmental sustainability and carbon management: managing the energy, and waste, and promoting better use of our resources to minimise the effect on the environment.

Detailed job description and main responsibilities
For the full Person Specification and more information regarding the main responsibilities of this role, please refer to the attached Job Description.
Come and be a part of the best NHS trust in England to work for, according to our staff*
* UCLH top trust to work at in England – In the most recent NHS staff survey UCLH had the highest percentage of staff who said they would recommend us as a place to work, out of all general acute or acute/community NHS trusts in England – for the third year in a row.
UCLH recognises the benefits of flexible working for staff – To find out more, visit: Flexible working.
To discover more about what makes UCLH a great place to work, visit: Why Choose UCLH?
Person specification
Knowledge and Qualifications
Essential criteria

• Educated to Degree level or equivalent experience.
• Knowledge of the full range of administrative procedures, acquired through training and previous experience of working in an administrative environment at post graduate diploma level or equivalent.
• Awareness of the requirement to maintain confidentiality, and knowledge of the Data Protection Act.

Experience
Essential criteria

• Experience of working in a non-routine environment, with demonstrable evidence of problem solving and resolving issues as they arise.
• Experience of working in a customer facing environment, resolving queries and using initiative to ensure first-class service delivery.
• Previous NHS experience, or experience of working in a healthcare setting.
• Previous managerial experience in a large and complex organisation preferably within the NHS
• Experience of CAFM systems and the administrative support required.

Experience
Essential criteria

• Experience of procurement and financial software systems – including the ability to extract data on performance and tracking progress on orders and spend.

Personal and People Development
Essential criteria

• Able to supervise a team of colleagues, providing day to day supervision and support, including delegating tasks and work allocation.

Specific Requirements
Essential criteria

• Flexible approach to work. i.e. Varied workload and people at different levels from different parts of the business.

At UCLH, we have a real \’One Team\’ ethos, and our values – safety, kindness, teamwork and improving, are central to the way we work. This is supported by our staff, who voted us as the #1 NHS Acute Trust to work for in the whole of England.
At UCLH we take equality of opportunity seriously and are committed to being a diverse and inclusive employer, with a culture that creates a real sense of belonging and trust. It is our fundamental aim, to recruit, retain and promote a diverse mix of people who are representative of our local communities. Applications are encouraged from candidates of all backgrounds, cultures, and perspectives to support our world class research, innovation and creativity.
UCLH recognises the benefits of flexible working for staff and has a dedicated policy which allows staff to apply for flexible working right from the beginning of employment. For more information please go to: https://www.uclh.nhs.uk/work-with-us/why-choose-uclh/flexible-working.
We offer our permanent staff an interest free season ticket loan for travel, all our staff have access to free independent and confidential support, large retail discounts, a staff discount platform, cycle to work scheme and on-site accommodation to name a few.
Additionally, UCLH Arts and Heritage\’s staff wellbeing programme, Creative Comfort, offers a variety of ways to engage with the arts as a member of UCLH staff. You can try out the weekly choir, weekly art club and join the Culture Club for exclusive access to free and discounted tickets for opera, exhibitions, theatre and more.
We recognise, reward and thank colleagues by nominating them for our annual Celebrating Excellence Awards, which are funded by UCLH Charity.
We are also members of www.mytrustbenefits.co.uk/ which offers discounts on high street retail stores, offers on travel deals, and also to take advantage of cash back schemes.
This vacancy may close before the current listed closing date. You are advised not to delay submitting your completed application.
Please note that all correspondence regarding your application will be via email. The emails will be sent to you via TRAC.jobs and not via NHS Jobs, we encourage you to check your inbox regularly.
Please note that if you are at present in a training position on the 2016 new junior doctor\’s contract and are applying for a Trust doctor role your salary will not be pay protected.
You will be placed on the appropriate point of the Trust Doctor pay scale based on your previous experience.
Please note that if you have not heard from us within 3 weeks of the closing date of the advert to assume that you have not been shortlisted on this occasion.
The Trust uses electronic new starter forms on Trac to collect personal details. Information collected is securely stored and used to set up the employee record on the ESR HR system.
Employer certification / accreditation badges
Documents to download

• Job Description (PDF, 224.4KB)
• Functional Requirements (PDF, 262.3KB)
• UCLH Values (PDF, 860.9KB)