FM Operations Manager | North Bristol NHS Trust
| Posting date: | 03 April 2024 |
|---|---|
| Salary: | Not specified |
| Additional salary information: | £43,742 - £50,056 per annum (FTE) or pro-rata for part time staff |
| Hours: | Full time |
| Closing date: | 03 May 2024 |
| Location: | Bristol, BS10 5NB |
| Company: | North Bristol NHS |
| Job type: | Permanent |
| Job reference: | 6171754/339-CCC4447 |
Summary
The Facilities Operations Manager is Deputy to a Senior Facilities Manager and a specialist in Catering, Logistics or Domestic Services.
In addition to being the technical lead in their specialist area they will support other services as deputy to the Senior Facilities Manager.
The post holder will contribute towards the Facilities Directorate’s operational strategy and deliver the operational agenda. They will be responsible for the safe, efficient, and cost-effective delivery of all services within the FM portfolio.
The Post holder will:
• Manage the day-to-day service delivery and operations of soft FM services ensuring operational protocols are adhered to and supporting the provision of safe efficient patient care
• Monitor, Improve and enhance all aspects of day-to-day services managed
• Effectively manage and support the Facilities Service Managers/FM Duty Managers to deliver the specific services required in line with organisational needs
• Be responsible and accountable for the smooth running several designated FM services ensuring compliance in accordance with statutory standards, current legislation and Trust Policy and Procedures
• Manage staff compassionately and fairly
• Develop staff and services through the support of the EFM OD strategy and action plan
• Role model and uphold trust values and support Equality, Diversity and Inclusion
Knowledge
The post holder will be educated to degree level or equivalent experience and hold a BIFM (British Institute Facilities Management) Accreditation or appropriate specialist qualification to degree equivalent plus further management experience or training to post graduate diploma level or equivalent
The post holder will have knowledge of trust policies and procedures and how they inter-relate with the service
The post holder will have specialist knowledge of a number of Soft Facilities services within the health sector and or other related industries e.g. (National Standards of Cleanliness 2007, NHS 39 elements, Pas 5748), Hospital Waste Management legislation, Level 4 food safety, IOSH,
Training
• Specialist knowledge across range of procedures and practices underpinned by theory such as
• Health & Safety Certificate (IOSH)
• Institute of Leadership & Management Level 3 or equivalent
• Cook Chill Process
The post holder to be able to demonstrate continuous professional development in relevant areas
The post holder will be proficient in the use of a wide range of software packages including Microsoft excel, word, and project and generic soft FM packages
Experience
The post holder will have experience of managing diverse groups of staff
The post holder should have significant experience of managing within a Soft FM type function in medium to large organisations
The Post holder will have experience of significant budgetary management.
• The role involves office based activity for large periods of the day.
• Display screen equipment user for large part of the working day.
• Busy environment with frequent interruptions.
• Able to work under pressure to ensure any changing priorities are met.
• Work patterns are dictated by prevailing circumstances and therefore unpredictable.
• Dealing with irate customers and staff. This can be over the telephone or in person.
• Frequent requirement for prolonged concentration to carry out analyses of service and performance reports.
• Imparting distressing news i.e. grievance, disciplinary processes, suspending staff, managing change to service.
• Regular off site visits to storage units and project.
• Communicate effectively with patients, public and service users. Contact is mainly incidental however closer involvement will be required to resolve concerns or complaints
• Contribute towards the reduction of Hospital Acquired Infections through ensuring that effective working practices are maintained and to liaise with Infection control practitioners in order toto improve the service.
• Policy and Service Development
• Develop regular customer satisfaction surveys and co-ordinate the publication of performance indicator information, acting where necessary.
• Implement changes to the service as identified through customer feedback and liaison with 8A
• Develop systems, policy and procedures which support the business operation in making continued improvements.
• Responsible for managing services to an agreed standard and quality.
• Financial and Physical Resources
• Responsible for People, assets and cash-based resources relevant to the service portfolio.
• Responsible for budget setting and holding for all services within the portfolio
• To be signatory for payments such as timesheets, including electronic.
• Human Resources
• Oversee day to day appropriate welfare and support of all FM staff and deal with issues where necessary.
• To carry out disciplinary and grievance investigations as delegated by the 8A
• To chair disciplinary and grievance investigations as delegated by the 8A
• To manage recruitment and selection sickness management, authorisation of annual leave, appraisals, and objective setting for all accountable staff.
• Ensure staff are appropriately trained and developed, including providing training
• Information Resources
• To prepare and present regular and ad – hoc reports on service operation to assist with the strategic development of the service.
• Utilise bespoke FM software to ensure effective service delivery and make recommendations to enhance the software for continued improvements.
• Develop and prepare, routinely review, and discuss service levels agreements with internal customers on an annual basis to enhance the service.
• Responsible for managing Health and Safety and completing risk assessments for areas within FM.
• Carry out regular review and benchmarking of services against other trust and industry wide best practice indicators.
• Oversee audit procedures and ensure completion to agreed timetable.
• Responsible for managing all FM services to an agreed standard and quality as defined within Trust policies, procedures, and protocols.
• Ensure appropriate delegation and reprioritise tasks to FM Duty Managers to maintain an efficient and cost-effective service in line with local operational budgets and Service Level Agreements.
• Work independently for most of the time with minimal supervision.
• As and when necessary, deputise for the 8A in managing services and attending meetings.
• To implement appropriate action to resolve and difficulties that arise regarding the provision of services and ensure that any complaints are investigated, thoroughly and promptly an acted on.
• In conjunction with 8A contribute to strategic planning
Communication
• Initiate and chair regular team meetings with internal and external stakeholders and accountable staff to ensure optimal service delivery.
• To advise and negotiate with accountable staff and or service users of relevant operational issues or changes, which may be sensitive, contentious, and complex.
• Implementation of changes to working practices as necessary for optimal service delivery
• Negotiate change on a one to one and group basis with staff at all levels to meet the operational needs of the service to ensure that changes can be implemented.
• Analytical and Judgmental Skills
• To be a proactive problem solver, able to analyse and solve complex services issues or situations, requiring analysis, interpretation, comparison of a range of options
• Analyses and resolves complex service issues, judgements on performance management
• Day to day management of FM service and duty managers to ensure service delivery is met within the complete portfolio.
• To generate and analyse regular performance reports to assist with the strategic development of the service.
• To manage a range of services to specified standards and analyse complex service issues.
• Support the 8A(above) manager with reviewing and preparing of workforce plans for all FM staff within the portfolio.
• Planning and organisational Skills.
• Manage day to day FM Duty Managers ensuring that operational protocols and procedures are adhered to and any complex issues are resolved,
• To plan and organise complex activities to ensure continuity of service delivery, including formulation and adjustment of plans and strategies in liaison with service user and providers
• To ensure compliance of all mandatory and other training within the portfolio as necessary.
• To be responsible for reviewing the service to ensure that the training delivered achieves the required outcome and benefit to the service.
• To identify any operational deficiencies and develop appropriate training to fill any gaps to address subsequent changes to service delivery.
• Manage the FM duty managers to ensure that staff workload is reprioritised , taking into account available resources and reactive service requirements
• The post holder will be required to participate in a site-based/trust-wide emergency on-call system to ensure the requirements of the service are met.
• To be a role model and reflect and promote the values of the Trust in all activities.
• To carry out any other duties commensurate with the post as requested by the 8A
• To be flexible and able to be included with FM management job rotation plan.
• The post holder will be included in the FM Management On Call rota
This advert closes on Thursday 18 Apr 2024