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Assistant Facilities Manager | Central and North West London NHS Foundation Trust
| Posting date: | 26 July 2024 |
|---|---|
| Salary: | Not specified |
| Additional salary information: | £58,698 - £65,095 pa inc HCAS (pro rata if P.T) |
| Hours: | Full time |
| Closing date: | 25 August 2024 |
| Location: | London, NW1 3AX |
| Company: | CNWL NHS Foundation Trust |
| Job type: | Permanent |
| Job reference: | 6485528/333-C-HQ-0712 |
Summary
This role is based within Zone C.
The post holderwilldeputiseasrequiredfor theHead ofHard FMat meetings and/or sub committees.
The post holder should haveextensiveHard FM knowledge,experience,and technical skills,ideallyacross a diverse healthcare estate portfolio. The post holder should demonstrateexcellent leadershipas well aschange management skills.
The post holder is expected to develop an extensivehands-onknowledge of the condition of the estate,as well asassimilate and share complex information covering various aspects of Hard FM Services.
The post holder exercises a high degree of autonomy, working independently within broad occupational policies and guidelines to ensure that quality standards, statutory and mandatory requirementspertaining toHard FM services are met.
The post holder isresponsible for:
• Theoperationalmanagementand deliveryofHardFacilitiesservicesincludingstaff,performanceandcontract managementof services,and associated reporting.
• Monitoringand ensuringstatutory and mandatory compliance, as well asbusiness continuity. Including ensuring asafe environment for all service users,staff,and visitorswithin the geography.
• Participating inthedevelopmentandimplementation ofappropriatepolicies,procedures,and processes, in alignment withthe strategic planninganddevelopment oftheestateand Hard FMservicesand corporateobjectives.
• Managing delegatedHard FMrevenue andcapitalbudgets,to ensurethe provision of high-quality,cost-effectiveandvalue for money services.
• Undertaking Authorised Person (AP) duties.
• RepresentingQTSwith a range of senior internal and external stakeholders and partners.
• Liaisingasrequiredwith external Hard FM services providers for tenanted sites within the estate where QTS does not have responsibility for the delivery of Hard FM Services.
QTS operates as a wholly owned subsidiary of Central and North West London NHS Foundation Trust (CNWL). Established in 2017, QTS provides a broad range of Estates and Facilities services, spanning strategic operational delivery through to estates maintenance and repairs, primarily within mental health and community healthcare settings.
The successful applicant may have contact with patients or service users. As an NHS Trust we strongly encourage and support vaccination as this remains the best way to protect yourself, your family, your colleagues and of course patients and service users when working on our healthcare settings.
• Manages Hard FM services delivery across in-house and contracted resources. Including reactive work, planned maintenance and contractwork. Prioritisesactivities and resources toensurecompliance with statutory and mandatory requirements and thatappropriateServiceLevel Agreements (SLAs),standards, quality,and specifications are met.
• Responsible for organising andallocatingwork.Uses CAFM system tomonitorand manage tasks asrequired, such as issuing,allocatingand prioritising reactive tickets, PPM tasks, or remedial work.
• Supports the delivery ofminor schemes and capital works.
• Actsas an escalationand decisionpoint for operational issuesand day to day management of external contracts and suppliers.Available on-call asrequiredas part of the business continuity management.
• Actsas the Trust’sAuthorised Person (AP)for specific areasin accordance withHTMs(up totwoareas in total).Engages asappropriate withthe Authorising Engineers (AEs).
• ProvidesappropriateHard FMknowledge, technicaladvice,andbest practice guidanceonserviceissues.
• Ensureseffective communication and engagement withkeystakeholder groupsasappropriate,such as the QTS Capital and Assets team, site services, to contribute and support the successful management of the property portfolio.
• RepresentsHard FMservices atinternal and external meetings,includingseniormanagement meetings, patient and staff partnerships forums,and supplier meetings.Attendsinternal, Trustor external Hard FM forums asrequired, forinstanceSafetyGroups such as Water,Ventilation,etc.
Governance, Risk &Compliance
• Ensuresthat themaintenance ofbuildings,grounds,anddelivery ofHard FM services,areto the required healthcare standards and meet relevant statutory legislationand building regulationsuch as Health Building Notes (HBNs), Health Technical Memorandum (HTMs), Department of Health (DH) Guidelines, Health and Safety requirements and Trust Policies and Procedures, including environmentsustainability andNet Zero Carbon requirements.
• Ensures that safe working practices,Health and Safety and otherlegislative requirementsrelating to the building fabric and environmentareadhered to.
• Ensuresthat anyCapital projects, arehanded over to the Hard FM team,meetagreed proceduresanddeliver therequired standards.
• Reviewsand implementswork practices and procedures to improve the delivery,quality,or cost of Hard FM services.Updates and implements policiesas directedto ensure statutory compliance.
• Undertakes compliance spot checks,includingcondition surveys,reviews,and auditstomonitorHard FM services performanceand statutorycompliance.
• InitiatesRisk Assessments to ensureappropriatesafesystems of work are in place.Reportsand escalatesfindingsasrequiredto theappropriate forums, such as theQTS Board,AEs,Infection PreventionControl(IPC), Health & Safety (H&S) and Risk Committees.
• Maintainstherisk register, in relation to Hard FM services,reporting key risks to the QTS Directors and ensuringthese are successfully mitigated.
• EnsuresrobustBusiness Continuity plans are in place,andthatcontractorsare able toprovide a resilient service andmaintaina satisfactory supply chain. Undertakesperiodic testing of these business continuity plans, reviewinganylessons learned,communicatingand implementingany improvements.
Supplier & Contract Management
• Monitorsand reportsonsuppliercompliance,ensuringperformanceagainst SLAandagreedKey Performance Indicators (KPIs),value for money, quality andtimelines ofthe servicearedelivered.Takesimmediateappropriate actionon areas requiring rectification or improvement,escalatingas necessary.
• Arranges and chairscontract meetingson a regular basiswith contract providers and stakeholders.
• Supportsthe procurement of contractswhererequired.Actively engaged in procurement, appropriation, evaluation and monitoring and performance of service providers andcontractorswithin area of responsibility.Identifiesand communicatesgood practice across QTS,highlightingand escalating risks to the service.
People Management
• Responsible foreffectiveleadership,direct and indirectlinemanagementofdirect reports, if applicable.
• Responsible forrole modelling QTS values and behaviours, andencouragingand developingasupportive,open,and inclusiveculture.
• Promotesandsupportsprofessionalism,quality standards andsuccessfulachievementofQTS’sstrategicobjectives.
• Ensuresall QTS people-based policies and procedures are adhered towithinownreporting structure, such as annual leave, sickness, annualappraisals,and mandatory training compliance.
• Ensureseffectivetwo-waycommunicationsare in place withinownteam so that all staff are kept informedandengagedina timelyandappropriate manner.
• Contributesto the workforce planning process, being proactive inidentifyingopportunities for succession planning, serviceimprovementsand otherlonger-termneeds.
• Supports the development andimplementation oftraining plansto ensure sufficient competenciesare achieved within the Hard FM team,such asAuthorisedPerson (AP),ResponsiblePerson (RP) and Competent Person (CP).Ensures that allstatutory and mandatory trainingisundertakenin a timely manner.
Finance and budgets
• ManagesdelegatedHard FM capital and revenue budgets, ensuringthe mostappropriateand effective use of resources.Monitors spend againstbudgetand ensuresvalue for moneyis achieved.
• Working with Finance, undertakes periodic monitoring of supplier finance performance within zone.
• Drives operational efficiencies and continuous development,sharing knowledge and best practice.Working with peers and Hard FM Zone Managers,contrasts and compares performance.
• Contributesto setting the budget,taking intoconsiderationinvestmentrequired,maintenance contracts etc.
• Contributes tobusiness cases for capital works. Contributes to the development and prioritisation of themaintenance backlog.
• PromotesQTSethos of saving energy and decarbonisation, raising awareness of financial benefits and environmental issues.
Data & Information
• Monitorsand reportson thecompliance,performance,andcost-effectivenessof Hard FM Services(in-house and outsourced),against agreed standards and strategicobjectives.
• Monitorsenergy usage and utilities.
• Supports thecompletionofEstates Returns Information Collection (ERIC), property asset management (PAM),ModelHospitaldataandPatient-Led Assessments of the Care Environment (PLACE).
• Ensurestheasset registerisregularly reviewed,updated,and feeds intothemaintenancebacklogprioritisation.
• Producesreports and inputsinto regularKPI reporting,QTS reports,statutory reportingand other requestsasrequired.Ensuresrelevantinformation is available tomonitorservice and compliance.
Strategy andService Development
• Supportsinitiativesto improve, innovate or modernise the estate environmentandHard FMservices.Openlyseeksto collaborate with othersin the Hard FM service and wider QTS team,sharing knowledge and best practice to drive operational efficiencies.
• Supports the successful delivery of QTS’s strategic, operational and sustainabilityobjectives, includingfor exampleHard FM carbon reduction projects,QTS energy management andsustainabilityplan.
• Contributesto strategic plans which develop QTS and CNWL Hard FM services.
• Provides hands-on knowledge, best practice advice andways of working guidance as part ofQTSstrategic work with external organisations, toassistothersin developing their Hard FM services.
• Reviewsand implementsrecommendations from external audits and reports such asFinance, IPC,Health and Safety, AE.
This advert closes on Thursday 8 Aug 2024
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