Job responsibilities
The Deputy Head of Estates and Facilities is the professional lead for all routine and specialist aspects of Estates and Facilities and is responsible planning, capital, maintenance, estates and facilities management. The post holder is responsible for the management and operational maintenance of all LSW assets to ensure compliance.
Provide professional, policy and technical advice to the Executive Directors, General Managers, Departments and outside bodies concerning development and management of the Estate and regarding delivery of facilities management services.
To manage and provide professional leadership in monitoring and co-ordinating all operations and maintenance activities (building, electrical, mechanical, utilities), out of hours on call service and emergency coverage, grounds/landscapes, facilities and hotel Services (Catering, Pest control, Domestic, Site Assistants, Post) and transport Services.
Responsibility for People Management
To provide effective and efficient management of all technical and professional, engineering and building trades staff, catering, domestics, facilities and clerical support within the Estates and Facilities department.
Ensure all staff has a personal development plan that identifies their development needs and is consistent with the aims of the LSW.
Manage disciplinary matters within own area in accordance with legislation and the LSWs policies and procedures.
Ensure that staff are reviewed against objectives agreed at annual appraisals.
Manage sickness absence in line with Livewells Policy and agreed targets.
To ensure all team members attend appropriate mandatory training.
Demonstrate professional skills in advertising, interviewing, and selecting staff, contractors, and professional consultants.
To develop positive working relationships with staff representatives to support the optimum use of staff resources and the implementation of agreed LSW Human Resource policies.
Qualify for, or delegate a suitably trained member of staff, the role of Principle Designer and all design, construction and maintenance which fall under the requirement of The Construction Design and Management Regulations 2015.
To provide effective and efficient management of all technical and professional, engineering and building trades staff, catering, domestics, facilities and clerical support within Estates and Facilities department.
Responsibility for financial and/or physical resources
To effectively manage the associated capital and revenue budgets for refurbishment, maintenance, estates related projects, utilities and facilities as delegated.
To effectively manage all works procurement and service delivery whether undertaken by in house staff or contractors. Ensure that works are undertaken in conformity with all relevant statutory instruments and quality procedures manual, to minimise risk to buildings, patients, staff, and visitors.
Initiate property and landscape appraisals to include condition, functional suitability, space utilisation, fire, and relevant statutory compliance. Initiate service delivery appraisal of all estates and facilities related activities.
Maintain an up-to-date estate database to include, floor plans, internal and external services, backlog maintenance, PPM inspections of engineering services and plant for all existing and new property interests.
Effectively manage budgets as delegated for all maintenance, capital schemes and Hotel Services and Transport.
Continual monitoring and development of a robust audit tool to minimise risk of fraud and corruption in the issue and payment of works orders to contractors and the receipt and custody of stores, equipment, and material for use by Estates and Facilities staff.
Provide estate and facility service for external organisations, including delivering maintenance, building works and any other requests ensuring meeting compliance with legislation and managing financial budgets.
Appoint, liaise, and brief external consultants in connection with the design and costing aspects of capital and maintenance schemes.
Responsibility for administration
Liaison with the LSW Corporate Risk and Compliance team on all issues which impact on identified risks/ hazards associated with Estates, Hotel Services and Transport activities, to include advice on training needs, to fulfil the roles of Authorised and Responsible persons. Including but not limited to, high and low voltage electrical systems, medical gases, legionella, asbestos, waste management, pest control, hygiene and food handling, national cleaning standards and driving vehicles.
Produce and maintain training records for all Estates and Facilities staff.
Produce and participate in a rota system for suitably trained staff undertaking out of hours management and response to emergencies.
Produce and maintain a list of Approved Contractors in accordance with the organisations Standing Orders and Financial Instructions, to ensure their suitability, Safety record, value for money, quality of work, financial stability. The Approved list shall allow for value bands for various works services.
Prepare Board Level Reports and Annual Reports on estates/facilities related issues.
Responsible for development, implementation and review of the estates planned preventative maintenance programme including utilisation and development of estates and facilities management IT systems to enhance the services to meet user and organisational requirements and enables effective reporting, trend analysis and promote innovation and sustainability.
To support the capital programme for the organisation including prioritisation, escalation, project management and capital procurement techniques.
Responsibility for people who use our services.
To ensure that estates resources align with the key priorities within the Livewell Estates Strategy and that coordination and accountability for delivery is supported at the Estates Project group.
Responsible for judgements and decision making for all estates and facilities management activities, taking into account legislative requirements, health & safety issues and any conflicting demands that could impact the organisation.
Responsibility for implementation of policy and/or service developments
Post-holder will be required to research, develop, update and introduce Estates & Facilities led organisational policies, procedures and codes of practice, in accordance with published and updated NHS & statutory guidelines to ensure compliance with legislation and industry best practice.
Work with the Facilities Manager to develop best practice and effectiveness for delivery of all catering, domestic services, pest control and portering/postal services undertaken by the Site Assistants.
Work with the Facilities Manager to develop best practice for delivery of transport services.
To represent Livewell within the various Devon wide and local estates planning groups.
Other Responsibilities
To be responsible for actively identifying own development needs and committing to a personal development plan based on continuous learning.
The post holder has a responsibility to his or herself and others in relation to the management of risk and health and safety in Estates operations. Will be required to work within the policies and procedures laid down by LSW together with the Health & Safety at Work Act.
COMMUNICATIONS AND RELATIONSHIPS
To maintain relationships with the following.
LSW Executive Directors
Non-Executive Directors
Directorate Managers
Assistant Directors
Service Managers
Commissioners
Corporate Risk and Compliance Team
Infection, Prevention Advisory Care Team
Regulatory bodies
External Professional Advisors
Contractors
Sub-Contractors
Statutory Agencies such as Health and Safety Executive
Trade Union Representatives
Estates Strategy Project Group
Partnership Estates Groups
Mount Gould Steering Group
Plymouth Blueprint
