Nhs Tayside Agenda for Change s3

Important Job Application Information

Thank you for your interest in NHS Tayside vacancies.

Please see below Job Description/Specification and General Conditions of Service.

Your Application Form must be completed in full. Please note copies of Curriculum Vitae, Qualifications and Course Certificates will not be accepted at this stage.

Please return your completed Application Form to (quoting the Post Reference Number in the subject box) or to the postal address given on the General Conditions of Service.

All completed applications are held in Human Resources until the closing date. After the closing date a panel will meet to prepare an interview shortlist. Once this decision has been made, all shortlisted applicants will be emailed to invite them to attend for interview. It is important that you check your emails regularly, including your spam/junk box.

This process takes approximately six weeks. Therefore, if you have not been contacted regarding interview within six weeks of the closing date, your application has been unsuccessful and you will receive no further correspondence from Human Resources.

ADDITIONAL INFORMATION:-

Find out more about living and working in Tayside at:

www.dundeecity.gov.uk

www.angus.gov.uk

www.pkc.gov.uk

NHS TAYSIDE – AGENDA FOR CHANGE

JOB DESCRIPTION

1.  JOB IDENTIFICATION / Job Title / Property Asset Officer
Department(s)/Location / Property Department
Number of Job Holders / 2
1. 

2.  JOB PURPOSE

To fully support the Property Asset Manager (PAM) in the corporate governance and management of the Property Portfolio in all areas related to an integrated, responsive and service focused Property Department , incorporating all PFI, PPP, NPDO and 3rd Party Schemes lease arrangements, rent reviews, rates re-evaluations, accommodation projects, property acquisitions and disposals, supervision of non operational and surplus property assets, marketing, condition survey data collection and the day to day interrogation of the Estates Asset Management System (EAMS), in accordance with local and national priorities outlined in the NHS Tayside’s clinical service strategies and Property Asset Management Strategy (PAMS) and in accordance with all Scottish Government regulatory requirements and demonstrating best practice.
Assist NHS Tayside in relation to effective Property portfolio management with SGHD, SFT, CLO and HFS, LA’s and 3rd parties.
Responsible for the Management of planning, ensuring the development and provision of modern, high quality, well equipped and flexible contractor (medical) premises throughout Tayside, taking into account the Primary Care Division and Operations Directorate Property Strategy and in accordance with regulations.
Responsible and accountable for implementing and the delivery of the Primary Care Premises Strategy.
Responsible for the Primary Care Division’s General Medical premises budget and manage developed excel spreadsheet for monitoring the rent and rates premises budget.
To effectively and efficiently monitor NHS Tayside Property Portfolio giving clear support and guidance to the Assistant Property Asset Manager (APAM) and PAM ensuring that the property portfolio, in terms of buildings and maintenance, is well utilised and effectively and efficiently meets the demands of the organisation.
To deliver, integrate and embed within NHS Tayside the key corporate system of Property Asset Management.
Deputise for the APAM as required.

3.  ORGANISATION CHART

4.  SCOPE AND RANGE

This is a multifaceted role. The post holder has responsibility for the effective performance measuring of the Property portfolio with regards to cost, condition, function and utilisation. The post holder has direct contact with 68 GP Medical Practices and their staff, members of staff (from junior to senior level) within the NHS Tayside single Operations Unit, Primary Care Services and Community Health Partnerships. The Tayside population range is approx 406,000 and CHPs covered is 3 (Angus, Dundee, Perth & Kinross).

To deliver support to the APAM on property utilisation, property management and disposal.

Assist the APAM in the monitoring of all property asset resources.

Responsible for the delivery of all delegated projects.

Responsible for the effective monitoring of data held within the EAMs and ensure that all data is updated to allow effective planning and decision making with regards to property investment and expenditure.

Responsible for effective liaison with colleagues, contractors, consultants and statutory bodies, agreeing options and standards and ensuring they are met effectively and efficiently.

Completing data in line with the performance specification as set down within the Estates Asset Management System (EAMS).

Financial and budgetary responsibility of projects under their delegation.

Produce reports as required for the PAM, APAM and Property Department.

Budget holder for General Medical premises in Tayside.

Lead the planning in conjunction with the Community Health Partnerships and Local Authorities in relation to developing and providing high quality, well equipped and flexible contractor premises throughout Tayside.

Authorisation of reimbursements to GP Practitioners, payments to Local Authorities and third parties, where required.

5.  MAIN DUTIES/RESPONSIBILITIES

Induction Standards & Code of Conduct
Your performance must comply with the national “Mandatory Induction Standards for Healthcare Support Workers 2009” and the Code of Conduct for Healthcare Support Workers.
1.  Through delegated duties, deliver a clear property asset management strategy and implement the associated action plan in meeting current and future needs of all users.
2.  To support the Property Asset Department in delivering high quality data through the effective management and utilisation of the Estates Asset Management System at all times.
3.  To provide support to the Department ensuring clarity of roles, clear flexible and productive working arrangements, on-going improvement and robust performance monitoring and management.
4.  To manage resources efficiently and effectively ensuring compliance with current policies and procedures, Standing Financial Instructions, Statutory Requirements and legislation.
5.  To ensure that the key critical systems of PAMS and EAMS are firmly embedded within the Property Department.
6.  To specifically deliver, on behalf of NHS Tayside, Asset Management ensuring that appropriate up to date data and systems are maintained to monitor/manage and feedback performance and financial issues to the APAM and PAM to ensure on-going improvement.
7.  To inform internal information systems which will inform and support staff, supervisors and management in improving both productivity and decision making.

To provide, as and when required, competent advice on all Property Asset matters to NHS Tayside to guide resource allocation both in terms of capital and revenue investment ensuring that informed prioritisation of schemes and projects form the rationale for long term strategic plans.

8.  Budgetary Control: Manage the Primary Care Division’s Cash Limited Allocation for practice premises in consultation with the Director of Finance, within the Management Executive Allocation.
9.  GP Practice Premises: Manage, co-ordinate and consult with the Community Health Partnerships, Local Authorities and General Practitioner Sub Committee in a pro-active manner, discussions relating to the planning, development and provision of modern, high quality, well equipped and flexible GP premises throughout Tayside, taking into account the Primary Care Division’s Property Strategy. Calculate and authorise payments to practices under the Rent and Rates Scheme.
10.  Quality Standards: Establish quality standards and ensure Primary Care Services meet required standards by initiating a programme of inspection of GP practice premises and other initiatives ensuring appropriate follow-up action is taken where necessary to bring premises and service provision to required standards.
11.  Provision of Advice: Interpret and implement complex NHS Circulars and Policy relative to Primary Care GP premises and provide guidance and assistance to Primary Care providers, staff within the Primary Care Division and a wide range of external organisations and individuals in a prompt and efficient manner to ensure that all Primary Care GP Premises regulations are clear.
12.  Review current procedures and initiate new procedures to maintain best practice and achieve high performance standards.

6.  COMMUNICATIONS AND RELATIONSHIPS

The ability to understand, communicate and negotiate technical information effectively to all NHS Tayside Staff, Contractors and external Professional Bodies, which often impacts across several departments and services. Communications are both formal and informal and will be written and verbal. These are necessary to ensure a consistent, co-ordinated and effective approach involving necessary people and views on the development of Primary Care Services ensuring inter-agency working. Dealing with Freedom of Information requests.
Interpret and implement complex NHS Circulars and policy to provide guidance and assistance to Primary Care Providers in the NHS and a wide range of external organisations as well as individuals.
·  Project a positive, professional manner and attitude at all times.
·  Be self-motivated, flexible, adaptable to change within the organisation and innovative.
·  Provide technical advice and assistance as required to technical and non technical staff.
·  Liaise with and assist specialist NHS Tayside staff, consultants and professionals.
Internal Communications
Director of Operations
Property & Asset Management Lead
Associate Medical Director, Primary Care
Senior Staff in NHS Tayside
Community Health Partnerships
Financial Accounts Department
External Communications
Primary Care Service Contractors
Professional Advisory committees
Central Legal Office
Private Solicitors
Architects
Private Developers
Other NHS Scotland Boards
District Valuer
Banks
Common Services Agency
Fraud Investigation Unit
Local Authorities
Members of the Public
Sensitively deal with confidential staff issues utilising NHST Policies.
7.  KNOWLEDGE, TRAINING AND EXPERIENCE REQUIRED TO DO THE JOB
Will hold either a relevantprofessional orequivalent vocational qualification plus additional knowledge, or arelevant Degree with experience to Masters level with additional specialist knowledgee.g. Electrical, Building and Engineering including condition survey reports ensuring compliance with relevant regulations, codes of practice and legislation. The post holder should have a minimum of five years working, in appropriate senior management background within GP Primary Care plus further staff or project management knowledge to Post Graduate Diploma level equivalent and educated to degree level.
The post holder should have an out-going personality and possess interpersonal skills as well as negotiation skills.
The post holder should be experienced in using computer software packages including Quality Management Analysis System.
The post holder must be experienced in Payment Audit issues.
The post holder must have in depth knowledge of Primary Care GP regulations and finance.
Specialist knowledge underpinned by theory and practice to ensure compliance with all Statutory needs.
Or
Equivalent Knowledge or Training obtained through Continual Professional Development.
Able to provide technical support and direction to colleagues, consultants, and advice to all relevant NHS staff.
Ability to understand and prepare financial and technical reports required by the APAM & PAM.
Knowledge of all Health and Safety at Work Legislation, NHS Tayside General Health and Safety Policy, Fire Policy, Operational Procedures and Subsidiary Policies and Departmental Health and Safety Procedures (after relevant access to Policies and Procedures).
Relevant knowledge and experience in a largely autonomous environment.
Previous knowledge and experience in a supervisory capacity.

ESSENTIAL ADDITIONAL INFORMATION

8.  SYSTEMS AND EQUIPMENT
1.  Responsibility for Records Management
All records created in the course of the business of NHS Tayside are corporate records and are public records under the terms of the Public Records (Scotland) Act 1937. This includes e-mail messages and other electronic records. It is the post holder’s responsibility to ensure that they keep appropriate records of their work in NHS Tayside and manage those records in keeping with the NHS Tayside Records Management Policy and with any guidance produced by NHS Tayside specific to their employment.
Carry out and supervise regular on-going condition surveys of building and engineering fabric and systems to ensure optimum performance, utilisation and statutory compliance with legislation, Policies and Procedures and ever changing building regulations and engineering statutes.
Gather condition survey data, statutory and non-statutory information on property system’s (EAMS) by surveying, testing, checking and monitoring performance and recording results.
Source specialist advice and information to assist with property condition and utilisation performance.
Participate to remedy problems in specific areas of projects by ensuring up to date property data is held at all times and effective communication with all relevant parties is maintained with regards to 3rd party properties, PPP’s and PFI’s.
Advise on the need for review of existing or new lease/rent arrangements and ensure NHST interests are managed effectively at all times.
Ensure the property portfolio is managed effectively through regular interrogation of data and systems.
Take role in multi discipline procedures on projects and ensure client/users are fully conversant with their use.
Identify, produce and procure appropriate contracts in conjunction with the APAM and PAM.
Participate as instructed as per specific project appointment.
2.  Environments & Buildings
Implement procedures and processes for the monitoring and delivery of data with regard to environments, buildings and equipment condition and utilisation and report accordingly.
Co-ordinate gathering of information through condition surveys, interrogation of EAMS, observations, records, tests and checks, users and the work team on specific projects and compare to appropriate standards, analyse and identify any issues.
Investigate the nature, cause and extent of issues highlighted through the gathering of information.
Implement remedies to issues on specific projects by either/or, improving condition data (EAMS), improving guidance/information support to users, modifying environments, buildings and equipment, requesting and accessing specialist assistance, specifying improvements taking full cognisance of cost effectiveness, ease of use, needs and wishes of specific individuals and groups, standards and time scales.
Carry out monitoring to specific projects to ensure compliance with all relevant legislation policies and procedures.
Using all relevant IT systems available to NHS Tayside.
9.  PHYSICAL DEMANDS OF THE JOB
1.  To be capable of managing an adverse incident over an extended period.
2.  The working environment is wide and varied. The post holder shall be based in administrative accommodation, but will be required to visit all delegated NHS Tayside properties, PPP, PFI and other rented/leased properties within the locality from which the department provides services and accommodation.
3.  This may involve visiting plant rooms, attics under buildings and other such confined and/or contaminated spaces and may require the wearing, on the occasion, of personal protective equipment (PPE), which will be supplied by the department.
4.  This post will require close adherence to tight timescales in order that a diverse range of matters can be drawn together timeously and effectively. This will place the post holder in a dynamic working environment.
5.  The post holder shall have to react positively and effectively to project demands within tight timescales. These demands and timescales may require extreme mental effort and may lead to stressful situations. Frequent requirement for sustained concentration.
6.  The post holder may be required to deal effectively with systems/installations and property conditions, which may have a direct impact on patient care.
7.  The post holder is required to have the following skills:
Keyboard skills
Manual handling skills
8.  Frequent interruption by telephone, pager, own staff, other NHS staff or contractors, where work priorities and activities are changed because of these interruptions. The workload is subject to constant interruptions from GP Practice Managers, Practitioners and private developers as well as parliamentary questions and other questions. Adhoc requests leading to unpredictable work pattern as priorities change at very short notice according to the needs of the service.
9.  Reasoning with practitioners who feel aggrieved and annoyed.
10.  Thorough understanding of group/team dynamics.
11.  Driving skills required for meetings both local and national on a regular basis.
10.  DECISIONS AND JUDGEMENTS
1.  The post holder has to ensure compliance with all Standing Financial Instructions, statutory SHTMS, SHBNS, SHFNS and Approved Codes of Practice and CDM Regulations as per specific project.
2.  The post holder is required to effectively and efficiently managing the budget delegated to them and must ensure value for money instructed by them and report any irregularities or projected overspends.
3.  Using accumulated specialised knowledge and experience to deal with the ever-increasing burden on the limited GP premises budget. Act as lead specialist on specific contractor premises projects, ensuring projects meet agreed specifications. Participates on project teams ensuring adequate funds available. Prioritising the future developments of premises in Tayside in line with strategic planning.
4.  Assess in conjunction with the Lead Managers whether resources are available to carry out the project work required and, if not, locate suitable alternatives.
5.  The ability to prioritise conflicting demands.
6.  The ability to analyse situations and the autonomy to determine the best course of action.
11.  MOST CHALLENGING PART OF YOUR JOB
1.  To ensure NHS Tayside properties are fully measured and monitored in line with EAMS data requirements, utilised to efficient levels, compliant with all Statutory SHTM, SHBN, SHF and Approved Codes of Practice in a highly complex technical environment.
2.  Meeting the wide range of skills and technical knowledge required to maintain, manage and monitor a wide property portfolio ensuring that all plant, equipment, structures and fabric are fit for purpose and cost effective through regular inspection and EAMS data collection.
3.  Reacting to and manage emergency situations.
4.  Pressures of working within defined timescales to achieve the desired outcome on a number of projects at the same time and meeting these deadlines.
5.  Achieving the planned developments given the inadequate cash limited budget available.
6.  Developing and maintaining collaborative working relationships with independent contractor services.
7.  Risk assess projects and manage in a prioritised order to ensure a sustainable and viable environment for patients, staff, visitors and contractors.
8.  To be aware of and maintain, through training and personal development, advances in technology and legislation.

Person Specification