JOB DESCRIPTION
Title:
Property Performance & Information Manager / Department:
Property & Asset Management Team
Salary Range:
£35,000 - £48,000
/ Region:
Supports the Property & Asset Management and Project Development Teams across all regions but is based in London
Accountabilities:
  • The Property Performance & Information Manager reports to the Head of Property & Asset Management.
  • The Head of Property & Asset Management assumes operational responsibility for the Property & Asset Management Team.
  • An Executive Director has overall responsibility for property & asset management and project development services.
  • CHP works on a matrix basis and this post will also be a key member of the London Regional CHP Team.
  • The Property Performance & Information Manager has management responsibilities for the Property & Asset Management Project Officer and the PA & Team Administration Support Officer (London & South).

Job Summary:
To manage efficient, effective and professional property & asset management and project development business intelligent information across the NHSLIFT Estate.
  • Support to our clients:Develop strong and professional working relationships with our managed services representatives, including NHS Property Services Ltdand the LIFT Companies (LIFTCos).
  • Performance management: Report on CHP’s Property & Asset Management Assurance Framework and other associated Key Performance Indicators (KPIs); including, but not limited to, statutory and mandatory compliance and contractor’s performance.
  • Infrastructure Asset Management (IAM):Assist the property & asset management team in delivering effective asset management across the NHS LIFT estate.
  • Management Information Systems (MIS):Be responsible for the upload, storage, accessibility and development of the MIS for the property & asset management and project development teams. This will include but is not limited to the G Drive, FileMaker and any other system/s that the organisation will implement from time to time.
  • Contract management:Report on contract management deliverables including assisting in the procurement of services to the NHS LIFT Estate.
  • Financial management:Provide support to the Property & Asset Management Team in monitoring and reporting on expenditure across agreed financial parameters, including working with CHPs Finance Team and other parties as necessary.
  • Business intelligence:Work with the Property & Asset Management and Project Development Teams, CHP regional colleagues, NHS Property Services Ltd, LIFT Companies, local partnersand clients to maintain CHPs business intelligence tools.

Principal accountabilities

  1. Corporate accountabilities
  • Professionally represent CHP externally and develop a network of contacts in fulfilling the requirements of the post.
  • Assist in the development, monitoring and reporting of property & asset management services performance across the NHS LIFT Estate.
  • Lead on the collation and availability of property & asset management services business intelligence in different mediums and formats across the organisation.
  • Support the project development team as and when agreed in collating management information and maintaining on CHPs associated systems.
  • Develop and report on benchmarking standards across the NHS LIFT Estate and other property portfolios.
  • Coordinate and produce the monthly Integrated Performance Reports (IPR) for sign-off by the Executive Director responsible for property & asset management and project development services.
  • Assist in the development of business intelligence tools.
  • Participate in the Property Asset Management (PAM) Group.
  • Monitor and report on financial expenditure within agreed financial parameters across the property management services provided to the NHS LIFT Estate.
  • Contribute to the annual Business Plan, producing a plan that helps deliver central CHP outcomes and outputs including periodic reporting of performance against deliverables.
  • Work with regional colleagues inside CHP, always promoting the success and profile of the region and CHP as a whole.
  • Make a positive contribution to the team working within CHP, providing leadership and support as required.

Performance management accountabilities

  1. Attend, take meeting notes and manage the outcomes of the Property Asset Management (PAM) Group.
  2. Manage effectively the production of periodic team, discipline and regional performance reports and provide analysis where required to agreed timelines.
  3. Effectively oversee, monitor and report on statutory & mandatory compliance standards and contractor’s performance and associated policies and procedures.
  4. Effectively oversee, monitor and report on the Property & Asset Management Teams key deliverables/ outputs within agreed timelines/ parameters.
  5. Develop and report on robust and accurate benchmarking data/ information across the NHS LIFT Estates and other industry standards.
  1. Develop and report on robust energy and sustainability performance and standards across the NHS LIFT Estate and other industry standards.
  2. Undertake Root Cause Analysis (RCAs) where instructed to determine shortfalls in performance.
  3. Assist the Head of Property & Asset Management in monitoring and reporting on the status of occupancy agreements/ voidsacross the NHS LIFT Estate; including instructions currently with solicitors.
  4. Liaise with CHPs Corporate Services Team, LIFT Companies and other third parties as necessary to implement and evaluate tenant satisfaction surveys.
  5. Manage the receipt, investigation, response and reporting to incidents relating to property management services, liaising with other colleagues and third parties as necessary to comply with CHPs policies and procedures.
  6. Manage the receipt, investigation, response and reporting to complaints relating to property & asset management services, liaising with other colleagues and third parties as necessary to comply with CHPs policies and procedures.

Business intelligence accountabilities

  1. Responsible for maintaining the accuracy of the business intelligence information relating to the property & asset management services in collaboration with the Property & Asset Management Team and other parties as necessary.
  2. Responsible for the cleansing, input and upkeep of property & asset management services information across the various business intelligence tools.
  3. Responsible for ensuring that monthly performance reports and associated supporting documentation from CHPs managed service partners are uploaded onto FileMaker in a timely manner.
  4. Assist in the development of CHPs business intelligence tools, including undertaking periodic training as required ensuring that the tools are meeting the Property Management Team needs.
  5. Manage the contractual relationships with suppliers of the business intelligent tools.
  6. Assist the Executive Director responsible for property & asset management and project development services and the Head of Property & Asset Management in implementing and developing current and new business intelligence tools.
  7. Liaise closely with the Property & Asset Management Team to provide them with reports and ad hoc information as necessary.
  8. Provide support to the Head of Project Development in maintaining project related information across the business intelligence tools.
  9. Oversee the production of Standard Operating Procedures (SOPs) for the Property & Asset Management Team, ensuring they are relevant, fit for purpose, periodically reviewed and updated as necessary.
  10. Provide support in authoring and updating policies and procedures as directed.
  11. Provide support to CHP colleagues and other third parties as necessary for project related workstreams such as, but not limited to, QIPP.
  12. Ensure appropriate publications and materials are available to the Property & Asset Management Team.

Financial Management accountabilities

  1. Liaise with CHPs Finance and Property & Asset Management Teams to monitor, evaluate and report on financial expenditure within agreed financial parameters across the property management services.
  2. To monitor and report on monthly the departmental budget to the Executive Director responsible for property & asset management and project development services.

Procurement support services

  1. To provide support to the property & asset management and project development teams as and when required in undertaking, evaluating and awarding/ reviewing contracts.

Support services accountabilities

  1. To be an active member of CHP’srelevant regional office,so that a fully integrated cultureis established and to ensure that all staff are aware of any matters arising which may impact on CHP’s key deliverables and corporate objectives.
  2. Manage effectively the property & asset management support staff, to ensure that timely and professional support services are provided to the Property & Asset Management Team.
  3. Work with other CHP colleagues and external parties as necessary to arrange key events and meetings as required.
  4. To manage a service to meet the Property & Asset Management Teams needs with regards to booking travel, hotel accommodation etc as necessary.
  5. To hold periodic team meetings to programme delivery of key outputs to agreed standards and timescales.
  6. To support the Head of Property & Asset Management in providing periodic updates to CHPs Finance and Human Resources teams with regards to attendance, sickness, Personal Development Plans, Training Needs Analysis (TNA), job descriptions, person specifications etc.
  7. To respond promptly and professionally to emergency or urgent property management issues as they arise, seeking to resolve them as quickly and as effectively as possible.
  8. To liaise with professional and technical experts as necessary in the delivery of the property management services.

Other

  1. To promote and communicate CHP’s vision and goals in undertaking your duties.
  2. Develop strong and professional working relationships with our managed services representatives, including NHS Property Services Ltd and the LIFT Companies (LIFTCos).
  3. To undertake any other duties commensurate with the post as may be requested from time to time.

About us

Community Health Partnerships (CHP) is wholly owned by the Department of Health, the organisation was established in 2001 and until 2007 was known as Partnerships for Health.

Our overall aim is to create the highest quality primary and community estate that serves the needs of local communities and contributes towards improving people’s health and wellbeing.

Over the past 10 years CHP has worked in partnership with a variety of organisations across England to build and maintain a wide range of estate and facilities used by GPs, primary and community healthcare providers and Local Government.

During this time, CHP has established 49 LIFT companies - locally based joint ventures between public and private sectors - and together we have delivered more than 300 buildings, with over 800,000m2 of space, which are used by communities throughout England.

Our role has changed

From 1 April 2013, CHP has taken over PCTs’ responsibilities in the NHS LIFT programme and for the LIFT estate. The changes have come about as a result of the Health and Social Care Bill, passed by Parliament in March 2011, which resulted in the abolishment of PCTs.

CHP plays a pivotal role as a strategic estate leader in local communities, working alongside NHS Property Services Ltd, the National Commissioning Board, Local Area Teams and Clinical Commissioning Groups.

Financial responsibility

The post holder will have delegated budgetary responsibilities for services relating to their role and responsibilities. You will be expected to report periodically on spend and financial activity.

Conditions of service

Contractual hours of duty are 40 per week.

The job holder will be required to work flexibly which may involve some occasional hours outside of core hours.

Job Description: Property Performance & Information Manager(January 2014)Page 1