Job summary
We have had an opportunity arise for an experienced Estates Manager to join our charity's facilities team.
This post will be required to oversee the day-to-day management of the Facilities team and service across both Havens Hospices sites - Little Havens in Thundersley, and Fair Havens, located next to Priory Park in Southend on Sea.
This role takes part in a rotational on-call service, which includes evenings, weekends and bank holidays.
Candidates would need to have a full UK driving licence and access to their own vehicle.
Main duties of the job
The core purpose of this role will be to support and manage all Charity properties across the service, being responsible for the safe and efficient management, operation, and development of all Charity premises related functions and resources, ensuring that all statutory requirements within the remit of the post are met.
About us
At Havens Hospices, we care for children, young people and adults with complex or incurable conditions. Our specialist Care Teams can support them and their family living throughout illness, death and bereavement in the comfort of their own home and through our hospice services, Fair Havens and Little Havens.
Working at Havens Hospices allows you to give the gift of time to patients and families, creating memories. Although you may not be giving direct care to our patients, your contribution will have an immediate effect on our care services.
In return for your expertise and passion, you will receive a competitive salary package, and most of all, by making the most of every day you work at Havens Hospices you'll be helping us continue 'Making every day count' for those who need us most.
At Havens Hospices we are committed to safeguarding and promoting the welfare of our employees and patients and expect all colleagues to share this commitment.
We value diversity and welcome applications from all sections of the community.
Job description
Job responsibilities
- To manage the delivery of Servicing, and Reactive, Responsive, Planned and Planned Preventative Maintenance to the charitys various premises.
- To manage/coordinate maintenance contractors to ensure the Charity facilities are maintained to a good standard whilst identifying areas for improvement.
- To be responsible for controlling expenditure, quality control and ensuring statutory servicing and inspections are undertaken on time along with management of remedial works as required.
- Day-to-day responsibilities for: Caretakers, handyperson or any staff directly employed with facilities or maintenance responsibilities.
- To develop and implement all facilities and maintenance procedures.
- To visit the different facilities on a regular basis. At all times providing professional advice on building management and maintenance.
- To be On Call for advice and/or action in any emergencies which may arise out of hours to include weekends and bank holidays to meet the needs of the facilities and as per the on-call roster.
- Ensure that all maintenance and servicing aspects relating to the facilities are efficiently undertaken.
- Inspect the facilities, equipment, and appliances for functionality and faults.
- To be responsible for the monitoring and management of the annual maintenance budget
- Where possible and where qualified to do so, undertake repairs and/or first fixes.
- Implement and manage service contracts to ensure that services are completed on time and in accordance with the specifications.
- Development of maintenance schedules.
- Develop, manage, and implement, a Planned and Planned-Preventative Management strategy for each facility.
- Prepare service visit schedules and inform the relevant facility of works to be undertaken, follow up late/missed service visits urgently and keep accurate records of services undertaken.
- Prepare and update a rolling five-year programme of planned maintenance works, based on the assessed needs surveys, to maintain the building fabric, service systems and external works in a good and serviceable condition.
- Implement and undertake Asset Tagging and maintain a list of property assets (Asset Register) along with details of age of asset, historical repair costs, defects and advise when repairs are no longer economically viable, and the asset should be replaced.
- Provide technical advice and guidance when and where required.
- Work closely with contractors to continuously improve the service.
- Check validate and process invoices.
- Record details of remedial works found at time of service by the contractors, prioritise works and prepare works orders in a cost efficient and timely manner.
- Request quotations for works as required.
- Actively check records to make sure that repairs/remedial works are being carried out and follow up as necessary.
- Maintain up to date records of all appropriate test and service certificates.
- Ensure and/or implement Asbestos Management Plans that are regularly reviewed and implemented in a timely manner, report any significant concerns to the Responsible Person, implement any required asbestos remedial works.
- To provide advice and guidance to the Charity considering the requirements of statutory, non-statutory regulations, and best practice guidance.
- Production of performance reports and management information including highlighting any areas of improvement to the Head of Facilities.
- Monitoring of contractors performance, and reporting (with recommendations) to the Operations Director on a regular basis. Develop and recommend improvement plans, as necessary.
- Monthly liaison and close working with the Facilities Administration Manager.
- Maintain a register of approved contractors including details of public liability and employers liability insurances, and health and safety plans.
- Where necessary seek approval, appoint and manage consultant surveyors, engineers, or other specialists regarding maintenance works.
- Monitoring and managing compliance at each site, including undertaking regular audits.
- Assist with the development of Facilities Management procedures.
- Attend monthly meetings relating to H&S and Facilities Management.
- Ensure that any defects which occur with plant/equipment/ under warranty is raised to the relevant contractor.
- Monitor Health and Safety in relation to the implementation of maintenance works in accordance with current legislation, reviewing risk assessments, Risk Assessment Method Statements (RAMS), and monitoring site operations and the compilation of health and safety information for updating property manuals.
- Keep up to date with statutory guidance and best practice on property management and make appropriate recommendations where needed to the Head of Facilities.
- Respect and implement the principles of equal opportunities in all aspects of the Charitys property management service.
- Any other associated duties that may be deemed necessary from time to time, to ensure the delivery of a comprehensive property maintenance and management service.
- In conjunction with key stakeholders, agree the scope of building works to be undertaken and prepare tender documentation or Request for Quotations (RFQ) for any maintenance or refurbishment works. Attend meetings to discuss and report on progress and issues.
Job description
Job responsibilities
- To manage the delivery of Servicing, and Reactive, Responsive, Planned and Planned Preventative Maintenance to the charitys various premises.
- To manage/coordinate maintenance contractors to ensure the Charity facilities are maintained to a good standard whilst identifying areas for improvement.
- To be responsible for controlling expenditure, quality control and ensuring statutory servicing and inspections are undertaken on time along with management of remedial works as required.
- Day-to-day responsibilities for: Caretakers, handyperson or any staff directly employed with facilities or maintenance responsibilities.
- To develop and implement all facilities and maintenance procedures.
- To visit the different facilities on a regular basis. At all times providing professional advice on building management and maintenance.
- To be On Call for advice and/or action in any emergencies which may arise out of hours to include weekends and bank holidays to meet the needs of the facilities and as per the on-call roster.
- Ensure that all maintenance and servicing aspects relating to the facilities are efficiently undertaken.
- Inspect the facilities, equipment, and appliances for functionality and faults.
- To be responsible for the monitoring and management of the annual maintenance budget
- Where possible and where qualified to do so, undertake repairs and/or first fixes.
- Implement and manage service contracts to ensure that services are completed on time and in accordance with the specifications.
- Development of maintenance schedules.
- Develop, manage, and implement, a Planned and Planned-Preventative Management strategy for each facility.
- Prepare service visit schedules and inform the relevant facility of works to be undertaken, follow up late/missed service visits urgently and keep accurate records of services undertaken.
- Prepare and update a rolling five-year programme of planned maintenance works, based on the assessed needs surveys, to maintain the building fabric, service systems and external works in a good and serviceable condition.
- Implement and undertake Asset Tagging and maintain a list of property assets (Asset Register) along with details of age of asset, historical repair costs, defects and advise when repairs are no longer economically viable, and the asset should be replaced.
- Provide technical advice and guidance when and where required.
- Work closely with contractors to continuously improve the service.
- Check validate and process invoices.
- Record details of remedial works found at time of service by the contractors, prioritise works and prepare works orders in a cost efficient and timely manner.
- Request quotations for works as required.
- Actively check records to make sure that repairs/remedial works are being carried out and follow up as necessary.
- Maintain up to date records of all appropriate test and service certificates.
- Ensure and/or implement Asbestos Management Plans that are regularly reviewed and implemented in a timely manner, report any significant concerns to the Responsible Person, implement any required asbestos remedial works.
- To provide advice and guidance to the Charity considering the requirements of statutory, non-statutory regulations, and best practice guidance.
- Production of performance reports and management information including highlighting any areas of improvement to the Head of Facilities.
- Monitoring of contractors performance, and reporting (with recommendations) to the Operations Director on a regular basis. Develop and recommend improvement plans, as necessary.
- Monthly liaison and close working with the Facilities Administration Manager.
- Maintain a register of approved contractors including details of public liability and employers liability insurances, and health and safety plans.
- Where necessary seek approval, appoint and manage consultant surveyors, engineers, or other specialists regarding maintenance works.
- Monitoring and managing compliance at each site, including undertaking regular audits.
- Assist with the development of Facilities Management procedures.
- Attend monthly meetings relating to H&S and Facilities Management.
- Ensure that any defects which occur with plant/equipment/ under warranty is raised to the relevant contractor.
- Monitor Health and Safety in relation to the implementation of maintenance works in accordance with current legislation, reviewing risk assessments, Risk Assessment Method Statements (RAMS), and monitoring site operations and the compilation of health and safety information for updating property manuals.
- Keep up to date with statutory guidance and best practice on property management and make appropriate recommendations where needed to the Head of Facilities.
- Respect and implement the principles of equal opportunities in all aspects of the Charitys property management service.
- Any other associated duties that may be deemed necessary from time to time, to ensure the delivery of a comprehensive property maintenance and management service.
- In conjunction with key stakeholders, agree the scope of building works to be undertaken and prepare tender documentation or Request for Quotations (RFQ) for any maintenance or refurbishment works. Attend meetings to discuss and report on progress and issues.
Person Specification
Qualifications
Essential
- NEBOSH and/or IOSH
- Health & Safety based qualification
- Full driving licence and access to own vehicle
Desirable
- Membership of RICS or IWFM
- Membership of a professional body
- Degree/HND/IWFM in Estates Management
- Environmental qualification
Experience
Essential
- Demonstrable experience in managing a facilities/estates team function.
- Demonstrable experience working within a facilities/estates team at managerial level.
- Project management and/or matrix management
- Working with and understanding detailed budgets and financial reports
- In-depth knowledge of Property Management and Health & Safety Legislation
- Sound understanding of building construction technology.
- Understanding of COSHH
- Good working knowledge of mechanical and electrical systems
- Sound understanding of the regulatory frameworks and best practice guidance, Building Regulations, Environmental Health Legislation, Health and Safety Acts (including CDM Regulations), codes of practice on Water Hygiene, etc
- Excellent written and verbal communication skills
- Ability to use Microsoft Office (including Word, Excel, PowerPoint, Outlook, Teams), databases, other relevant software and systems, and the internet to an intermediate level
Person Specification
Qualifications
Essential
- NEBOSH and/or IOSH
- Health & Safety based qualification
- Full driving licence and access to own vehicle
Desirable
- Membership of RICS or IWFM
- Membership of a professional body
- Degree/HND/IWFM in Estates Management
- Environmental qualification
Experience
Essential
- Demonstrable experience in managing a facilities/estates team function.
- Demonstrable experience working within a facilities/estates team at managerial level.
- Project management and/or matrix management
- Working with and understanding detailed budgets and financial reports
- In-depth knowledge of Property Management and Health & Safety Legislation
- Sound understanding of building construction technology.
- Understanding of COSHH
- Good working knowledge of mechanical and electrical systems
- Sound understanding of the regulatory frameworks and best practice guidance, Building Regulations, Environmental Health Legislation, Health and Safety Acts (including CDM Regulations), codes of practice on Water Hygiene, etc
- Excellent written and verbal communication skills
- Ability to use Microsoft Office (including Word, Excel, PowerPoint, Outlook, Teams), databases, other relevant software and systems, and the internet to an intermediate level
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
