St Columba’s Hospice

Candidate Job Pack for the position of:

Estates & Facilities Manager

VACANCY

St Columba’s Hospice provides Specialist Palliative Care, free and equitably, to people living with an advanced life threatening disease irrespective of diagnosis.

Estates & Facilities Manager

£39,632 – £47,559 + Pension

To manage and co-ordinate all estate and facilities activitiesdelivering effective and efficient services including cleaning, catering and buildings maintenance, ensuring that all standards are met in relation to statutory and mandatory regulations covering health & safety, environmental and other risks.

Reporting to the Chief Executive, you’ll have overall leadership responsibility for Hospice buildings, environment, hotel services functions and maintenance programmes. You’ll be experienced in facilities management and the maintenance of premises and have a proven track record delivering cost effective and compliant maintenance and facilities services.

To succeed, you will need a strong background in estate & facilities management together with proven leadership and change management skills. Previous healthcare experience is not a prerequisite but you will need to demonstrate a high level of achievement within a similarly complex environment. Finally, you’ll bring a high level of customer focus and drive for continuous improvement, recognising that your teams have a major impact on the experience and wellbeing of patients and their families, staff and volunteers.

For an informal discussion please contact John Sharples, Facilities Manager, on 0131 551 1381.

If you would like to find out more about this position and to apply, please download the candidate job pack from our website at or email or call 0131 551 7722.

Closing date: Friday 14November 2014

Interview date: Friday 28 November 2014

JOB DESCRIPTION
1. JOB IDENTIFICATION
Job Title: Estates & Facilities Manager
Responsible to: Chief Executive
No of Job Holders: 1
Job reference: STC/FAC/010
Last Update: 17.04.2019
2. JOB PURPOSE
The post holder will be responsible for the effective delivery of all of the Hospice estate and facilities services including:
  • Manage, support and develop staff to meet all performance targets, promote continuous improvement and ensure the consistent delivery of customer focussed, cost effective estates & facilities services.
  • Ensuring the provision and the safe, effective and optimum use of the Hospice Estate and facilities in a manner that ensures the Hospice provides appropriate, effective, patient centred care in pleasing and accessible facilities.
  • Ensures the development and implementation of property, estates and facilities management policies, procedures and systems that are fully integrated with the Hospice values and strategic direction
  • Ensure all properties meet statutory regulations and environmental, health and safety requirements so that safe and compliant services are provided to patients, visitors, staff and volunteers.
  • Ensures the effectiveness and appropriateness of the overall service delivery provided under external contract arrangements.
  • Responsible for the procurement and purchasing of supplies for the hospice achieving financial savings and value for money
  • To provide professional leadership and strategic management to the Estates and Facilities functions.

3. DIMENSIONS
The postholder is responsible for facilities, estates, procurement and the delivery of a comprehensive range of services including domestic services (including cleaning, waste management), steward services (including security, maintenance, portering, driving), catering services, laundry services, vehicles, FM contracts development, management & monitoring, security access control, car park, fuel & light.
The estates premises include new build Hospice facilities, existing refurbished buildings, warehouse & garages, and retail outlets at approx. 10 different sites across Edinburgh & the Lothians:
  • Hospice & Education Centre at Boswall Road
  • Storage facility at Granton Square
  • Book Shop Separate location (stand alone shop)
  • Hospice Shops Advice on estates and property (5 Shops and a warehouse)
  • Garages x 2
Procurement of:
  • All stores for the above services
  • Non medical supplies for the ward including Surgical Gloves, Aprons, Hand Gel, Toiletries and Disposable items etc.
The post holder has a budget responsibility in excess of £1M (excluding externally contracted services). The services are provided through a combination of in-house staff, and external contractors and suppliers.
The post holder has management responsibility for approx. of 30 in-house staff of which 3 managers/supervisors are direct reports.
5. ROLE OF DEPARTMENT
To provide and support on a day-to-day basis the provision of Estates & Facility Management within the above areas of responsibility which demonstrate best practice and value for money within agreed financial parameters.
Ensure that specified sites meet all legal and statutory obligations in the provision of Estates & Facility Management.
Control a range of suppliers, product and budget expenditure portfolios covering products and services, mainly including service and facilities, but to relate to Medical and Surgical and other bought-in services and consumables, where appropriate, in line with ensuring that best value is achieved through the use of best professional procurement practice.
Ensure compliance with all relevant legislation, guidelines and best practice to determine the shape of services which best support the efficient and effective delivery of care.
Provide specialist professional advice and services within the Hospice. Including risk management, Health & Safety and fire prevention
6. KEY RESULT AREAS
Senior Management
  1. To work as part of the Hospice Management Team to promote and develop services and enhance the delivery of services within the Hospice
  1. As a member of the Hospice Management Team, the post holder will contribute to the development of the Hospice and the annual service planning cycle. The post holder will ensure that all concerned in strategic planning process fully appreciate and recognise the Estates and Facilities implications of their proposals and that the Estates Strategy is fully integrated and supportive of the Hospice corporate strategies. The post holder will recognise that providing effective and quality patient care, supported by Estates and facilities, is a primary objective of the Hospice.
  1. Working closely with the CEO, the post holder will ensure that an Estates Strategy is in place for the Hospice to support the development and achievement of its strategic and operational objectives.
  1. Ensure all properties meet statutory regulations and environmental, fire, health and safety requirements, so that safe and compliant services are provided to patients, visitors, staff and volunteers.
  1. To confidently contribute in meetings of senior hospice staff and Board of Directors.
  1. To oversee implementation of new service developments within Facilities and Estates to ensure smooth, effective implementation.
  1. To lead and manage the assessment of complex operational issues and challenges facing the both clinical service and non-clinical services in respect of premises and facilities. This will demand high levels of judgement, analysis and interaction to agree clear solutions and recommendations that the post holder will be responsible for implementing.
  1. Management of the minor capital programme and maintenance programme, including Planned Preventative Maintenance in conjunction with the all Hospice departments.
  1. To ensure all Hospice owned infrastructure, buildings, systems, plant and equipment are maintained in a safe and operational condition at all times, in compliance with the relevant statutory / regulatory requirements (fire, environmental, health & safety), best practice guidance and Hospice policies and procedures, through effective management, of staff, contractors and resources.
  1. To ensure the delivery and development of a comprehensive planned maintenance system and reactive repair of all Hospice owned infrastructure, buildings, electrical systems, building services, plant and equipment.
  1. Responsible for the planned and reactive maintenance for all electrical, mechanical and building services.
  1. Responsible for prioritisation, issue and completion of maintenance work, small works and utilising any information and management system in operation; assisting in the revision of working procedures and practices where necessary. The post holder is also responsible for ensuring facilities, equipment and supplies are available when required together with the supervision of both directly employed and contract staff.
  1. The post holder will be experienced in maintenance of complex estates and have a proven track record delivering cost effective and compliant maintenance services.
  1. Effective management and monitoring of contractors and consultants, responsible for the development and management of Facilities contracts for the supply of goods and services
  1. The post holder will take the lead in advising the CEO on all matters relating to the tendering, delivery and monitoring of contractors.
  1. Manage the collection and analysis of information relating to general department performance, contract activity and quality, taking corrective actions where appropriate and to raise standards accordingly.
  1. Responsible for the development & review of all policies, procedures and practices relevant to Maintenance, Estate and Facilities operations. Ensure Hospice procedures and guidelines are complied with.
  1. Represent the Hospice interests on all major estates projects.
  1. Ensures professional, robust and timely project management is in place for all estates development projects.
  1. Ensuring the development of Business Cases for all new estates and facilities development schemes.
  1. Research existing and forthcoming legislation concerning health and safety in order to review, update and implement systems, policies and procedures, which will allow the department to meet such legislation
  1. To provide effective and innovative leadership and management, ensuring clear direction concerning service improvement and effective utilisation of resources
  1. Lead Facilities staff within Hospice environmental conditions, whilst absorbing increased activity, maintaining quality and retaining maximum operational effectiveness.
  1. Ensure quality and consistency of service whilst meeting all Hospice financial targets.
  1. Display full understanding of the Hospice aims and objectives regarding the future of the service and using ‘Best Value’ principles produce option appraisals designed for use at strategic level.
  1. Study and observe ‘Best Practice’ within the industry and adapt such practices to meet the Hospice aims, objectives and values.
  1. Implement, co-ordinate and develop communications systems whilst ensuring users influence the planning and development of the service.
  1. Develop commercial side of the operation and maximise any possible income generation opportunities.
  1. Monitor record and evaluate service to ensure user satisfaction, compliance with quality standards and statutory legislation.
  1. To develop an effective partnership with staff side to maintain staff morale and good employee relationships.
  1. Responsible for assessing, evaluating and purchasing of new equipment and machinery across all departments within the hospice.
  1. Undertake and monitor exterior fabric of all hospice estates buildings ensuring surveys and audits are completed as appropriate
Health & Safety
  1. To ensure efficient systems are in place to maintain a safe working environment for all patients, staff, volunteers and visitors to the Hospice.
  1. To develop systems for the implementation of health and safety initiatives across all departments.
  1. To utilise and review the Hospice Health and Safety Systems ensuring compliance with legislation and best practice.
  1. To lead and coordinate the development and review of Hospice Health and Safety Strategy, systems, policies, standards and guidelines developing systems to ensure compliance with legislation and best practice, ensuring accurate documentation
  1. To establish and ensure implementation of regular audit as an integral part of health and safety practice within the Hospice.
  1. To participate in infection control assessment and ensure compliance with NHS HIS standards.
  1. To monitor and disseminate safety alerts from NHS Scotland relevant to support services practice.
  1. To monitor and report non clinical accidents and incidents.
  1. To chair the Hospice Health and Safety Group as part of clinical governance arrangements ensuring representation across all Hospice departments.
  1. To lead and coordinate the Hospice emergency and continuity planning program
Risk Management
  1. To lead, coordinate and participate in the development of Risk Management strategy within the Hospice.
  1. To develop and maintain the Hospice risk register.
  1. To chair the Risk Management Group as part of clinical governance arrangements
  1. To prepare reports on individual projects and working groups as required for risk management group and satellite groups.

Financial Responsibility
  1. To be responsible for the budget for the portfolio of Estates and Facilities Services. Hospice Maintenance, Estates including gardens, Catering and Domestic Cleaning accounts
  1. Procurement of physical assets and supplies for departments and services.
  1. Responsible for the authorisation of purchase orders for goods and services across the organisation
  1. To ensure that all services are provided within the budgetary limits set for the financial year, and ensure that services are provided within approved budgets.
  1. To advise the CEO of any potential situation where financial targets may be under/over achieved.
  1. To actively participate in the budget setting process and identify areas for cost improvement.
  1. To analyse financial performance and identify when financial targets are being under/over achieved and to take corrective action as appropriate.
  1. To obtain up to date information to ensure that services continue to operate effectively and that best practice initiatives are implemented across the services.
  1. To negotiate with suppliers to secure cost reductions and value added service provision within the bounds of their terms and conditions. Sets and reviews tenders/ contracts for outsourced services
  1. The post holder will personally ensure compliance with the Hospice Standing Orders and Standing Financial Instructions
Lead for:
  • Buildings and non-medical equipment
  • FM Contract
  • Catering and food hygiene
  • Contracts and contractor control
  • Environmental management
  • Laundry services
  • Domestic services
  • Stewards
  • Security & Swipe Access
  • CCTV camera system
  • IT & Communication system including pager and cordless phone systems
  • Car Parking
Other
The postholder will be required to participate in the senior management emergency on-call arrangement.
To carry out any other duties that are within the employee's skills and abilities whenever reasonably instructed.The Hospice reserves the right to vary or amend the duties and responsibilities of the post holder at any time according to the needs of the Hospice.
7a. EQUIPMENT AND MACHINERY
Must have a basic knowledge of how to use all equipment and machinery in each department and their safe use. This will include:
  • Grass cutting machinery (ride on tractor type)
  • Fine tools & Power tools
  • All catering equipment including Combination Ovens
  • Industrial Washing Machines
  • Floor cleaning equipment

7b. SYSTEMS
To establish and maintain an accurate system of monitoring for all Services in order that an accurate assessment of Value For Money can be drawn.
Manage information systems which ensure all staff have the relevant training i.e. Health and Safety, Fire regulations, Manual handling, COSHH, Haccp, Rehis- food safety,
Maintenance records.
Risk Register
Health & Safety Manual
Method Statements
COSHH Register
Diary System
Risk Assessments
IT Systems
Swipe Access System
Work Schedules
CCTV Monitoring
Infection Control Guidelines
Fire Prevention & Detection Systems
Communication systems
Items referred to in Domestic Services, Catering, Portering and Maintenance Supervisor job descriptions when acting in this capacity.
8. ASSIGNMENT AND REVIEW OF WORK
The post holder will have a high level of autonomy working in a self-directed way within the parameters and objectives agreed with Chief Executive
Work can be generated due to the active and legislative driven nature of the service
Works as part of the senior management team under the direction of the Chief Executive.
Is responsible to the Chief Executive for guidance, professional management, review of work and formal appraisal of performance.
Anticipates and responds appropriately to problems/needs of the service.
Plans and prioritises own workload on a daily basis.
Meets regularly with other team members/ attends staff meetings/ attends departmental development meetings.
Verbal reports are presented at Management Meetings and verbal/written reports to the Board of Directors.
Responsible for the overall management and performance of all support services staff within the Hospice.
Works as part of the senior management team, participating in formal Management Team meetings and other Hospice sub-groups as appropriate.
Assigns and manages the workload of senior support services staff, utilising senior department staff to supervise others.
Structured review meetings take place on a regular basis with the Chief Executive who monitors work performance through agreed appraisal system, compliments/complaints procedure and meetings.
9. DECISIONS AND JUDGEMENTS
Makes decisions where a number of factors need to be assessed across a wide range of Estates and Facilities issues which require deep analysis and there are often many conflicting priorities
Accountable for own activity/ workload and able to act independently, using own initiative within the area of risk management/health and safety
Manages multiple projects at any one time. Co coordinating and prioritising to ensure delivery on time, to budget and resolving service issues that may impact on patient services. This involves negotiating across departments to ensure continued agreement and co operation between departments concerned.
Produce detailed specification for tender and analyse tender response for quality and price. Review and negotiate alterations to specification.
Continually monitor and evaluate contractor performance and take action to ensure compliance with specification.