Job summary
This is an exciting opportunity for an outstanding Deputy Head of
Estates and Facilities to lead on hard and soft facilities management services (EFM) across a wide estate portfolio. The post holder will: Provide effective and efficient management of all
technical, professional, engineering & building trades, catering, facilities
and clerical support staff within the EFM department. Attend and chair meetings, create and deliver
presentation and board papers, representing EFM as a
professional support service function for LSW. Responsible for developing and fostering collaborative
working relationships with operational services and partnership organisations
including management, auditing, and assurance of EFM contractual arrangements across commissioning partners. Lead on transformational changes supporting LSWs Estates
Strategy improving quality, cost effectiveness and safe
estate management.
Develop EFM policies, procedures and codes of practice, in accordance with published NHS & statutory
guidelines to ensure compliance with legislation and industry best practice. Manage staff ensuring compliance with LSWs people
management policies. Responsible for significant revenue budgets including but
not limited to planned preventative and reactive maintenance, service contracts
and capital budgets. 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.
Main duties of the job
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.
"please note that this role may not be eligible for sponsorship under the Skilled Worker route, please refer to the Direct Gov website for more information with regards to eligibility"
All Livewell Southwest staff are expected to able and willing to work across a 7 day service.
Job Share(s) Considered
Please note that Livewell may close the job advertisement earlier than the specified deadline if a high number of applications are submitted. Therefore, we recommend you submit your application at the earliest opportunity
About us
Livewell Southwest is an independent, award-winning social
enterprise delivering integrated health and social care services across
Plymouth, South Hams, and West Devon, with specialist services in parts of
Devon and Cornwall. Our teams work in community hospitals, GP practices, sports
centres, and health hubs.
As an organisation with a strong social conscience we are guided by our values,kindness, respect, inclusivity, ambition, responsibility, and
collaboration. We focus on transforming services to ensure sustainability, while
empowering staff and those we serve.
We involve the people we care for, along with their families and carers, in
shaping the care they receive, striving to deliver the right care at the right
time and place. Centering our work on individual needs helps people lead
healthy, independent lives.
We prioritise employees' development, offering protected CPD time, training
pathways, leadership programs, and funding for qualifications like the Care
Certificate and Nurse Training Scholarships. Our induction and preceptorship
programs ensure a smooth transition into our organisation.
Livewell Southwest values diversity and encourages applications from all
sections of the community, including those with armed forces experience, lived experience of mental
health, neuro-diverse conditions and learning disabilities. If you need assistance or reasonable adjustments during the
application process, contact the Recruiting Manager listed in the job advert.
Job description
Job responsibilities
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.
Job description
Job responsibilities
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.
Person Specification
Qualifications
Essential
- - Educated to Degree level plus management qualification and equivalent relevant work-based experience.
- - Evidence of continuing professional development.
- - Registered membership of an appropriate professional body
Desirable
- - Professional specialist knowledge acquired through masters degree level qualification or equivalent in-depth experience. This should be enhanced by underpinning theory and experience gained at post graduate level or equivalent.
Additional Requirements
Essential
- - Development of medium to long term plans, with an understanding of the interdependencies and impact across the organisation.
- - Ability to work with senior leads to transpose their aspirations and desires to an Estates Strategy.
- - Management, delegation, and monitoring of departmental objectives.
- - Ability to plan the development and improvement of all Estates level agreements with other organisations.
- - Reliable and flexible approach to work.
- - Ability to work under pressure and with competing deadlines and demands.
- A *Standard / Enhanced CRB Check will be required for this role.
Desirable
- - Use of fine tools and equipment. For example, measurement tools and use of computerised technical drawings.
- - Patient focused approach and a clear understanding of the priorities
Knowledge
Essential
- - A proven track record of knowledge of service management, including change management, acquired through training or experience.
- - Ability to liaise and communicate with all levels of staff internally and externally. Excellent communicator skills both written and verbal.
- - Ability to use own initiative, prioritise and meet deadlines and to work under pressure.
- - Computer literate in a variety of computer software packages, i.e., database, spreadsheets to advanced level.
- - Good leadership skills within a multidisciplinary environment.
- - Proven ability to problem solve and to achieve change, while at the same time balancing competing demands.
- - Third party Contract/Service Level Agreement writing.
- - Ability to analyse, interpret and summarise financial data.
Desirable
- - Understanding of LSW Systems; including Planet Facilities Management Software & ESR
- - 2 years Managerial Experience within an estate or construction environment.
Experience
Essential
- - Extensive Estates and/or business experience gained through the public or private sector managing a service department in a multi-site organisation.
- - Evidence of continuing professional development.
- - Previous experience of managing contracts, staff, and budgets.
- - Excellent skills in planning and resource management.
- - Ability to work on own initiative is essential and managing own workload as well as others in addition to working as part of a team. To present work methodically, accurately and in a professional and clear manner.
- - Experience of IT Systems
- - Experience of business case writing.
Desirable
- - Working in healthcare environment.
Specific Skills
Essential
- - Good project management skills that enable a concept to be planned, programmed, and successfully implemented. Working at all levels throughout the organisation to explain the value and benefit of the concept.
- - Ability to act autonomously and make decisive decisions for the benefit of the service.
- - Ability to constructively communicate with a wide range of professionals and staff at all levels of the organisation.
- - Ability to inspire and motivate individuals and teams to allow them to realise their value to the organisation and the pivotal role they provide.
- - Evidence of excellent IT skills using a range of software applications that we support the growth of the services.
- - Ability to present ideas clearly and concisely so less technical staff member can implement.
- - Ability and experience to prioritise work with many conflicting pressures of significant importance for the service and the organisation.
- - Make judgements across a range of issues within the Estates disciplines, considering legislation, health and safety, contractual demands, professional technical and specialist advice.
- - Consider complex and often competing information to set out a reasoned argument for presentation to non-professional experts.
Desirable
- - Good attention to detail and analytical skills that identify issues that can be addressed.
- - Analyse highly complex facts of activity/service in relation to performance targets, strategic objectives. Where opinions may conflict to ensure contract services deliver high-quality, cost-effective services and Cost Improvement Savings.
- - Ability to ensure all aspects of work are patient focused.
Person Specification
Qualifications
Essential
- - Educated to Degree level plus management qualification and equivalent relevant work-based experience.
- - Evidence of continuing professional development.
- - Registered membership of an appropriate professional body
Desirable
- - Professional specialist knowledge acquired through masters degree level qualification or equivalent in-depth experience. This should be enhanced by underpinning theory and experience gained at post graduate level or equivalent.
Additional Requirements
Essential
- - Development of medium to long term plans, with an understanding of the interdependencies and impact across the organisation.
- - Ability to work with senior leads to transpose their aspirations and desires to an Estates Strategy.
- - Management, delegation, and monitoring of departmental objectives.
- - Ability to plan the development and improvement of all Estates level agreements with other organisations.
- - Reliable and flexible approach to work.
- - Ability to work under pressure and with competing deadlines and demands.
- A *Standard / Enhanced CRB Check will be required for this role.
Desirable
- - Use of fine tools and equipment. For example, measurement tools and use of computerised technical drawings.
- - Patient focused approach and a clear understanding of the priorities
Knowledge
Essential
- - A proven track record of knowledge of service management, including change management, acquired through training or experience.
- - Ability to liaise and communicate with all levels of staff internally and externally. Excellent communicator skills both written and verbal.
- - Ability to use own initiative, prioritise and meet deadlines and to work under pressure.
- - Computer literate in a variety of computer software packages, i.e., database, spreadsheets to advanced level.
- - Good leadership skills within a multidisciplinary environment.
- - Proven ability to problem solve and to achieve change, while at the same time balancing competing demands.
- - Third party Contract/Service Level Agreement writing.
- - Ability to analyse, interpret and summarise financial data.
Desirable
- - Understanding of LSW Systems; including Planet Facilities Management Software & ESR
- - 2 years Managerial Experience within an estate or construction environment.
Experience
Essential
- - Extensive Estates and/or business experience gained through the public or private sector managing a service department in a multi-site organisation.
- - Evidence of continuing professional development.
- - Previous experience of managing contracts, staff, and budgets.
- - Excellent skills in planning and resource management.
- - Ability to work on own initiative is essential and managing own workload as well as others in addition to working as part of a team. To present work methodically, accurately and in a professional and clear manner.
- - Experience of IT Systems
- - Experience of business case writing.
Desirable
- - Working in healthcare environment.
Specific Skills
Essential
- - Good project management skills that enable a concept to be planned, programmed, and successfully implemented. Working at all levels throughout the organisation to explain the value and benefit of the concept.
- - Ability to act autonomously and make decisive decisions for the benefit of the service.
- - Ability to constructively communicate with a wide range of professionals and staff at all levels of the organisation.
- - Ability to inspire and motivate individuals and teams to allow them to realise their value to the organisation and the pivotal role they provide.
- - Evidence of excellent IT skills using a range of software applications that we support the growth of the services.
- - Ability to present ideas clearly and concisely so less technical staff member can implement.
- - Ability and experience to prioritise work with many conflicting pressures of significant importance for the service and the organisation.
- - Make judgements across a range of issues within the Estates disciplines, considering legislation, health and safety, contractual demands, professional technical and specialist advice.
- - Consider complex and often competing information to set out a reasoned argument for presentation to non-professional experts.
Desirable
- - Good attention to detail and analytical skills that identify issues that can be addressed.
- - Analyse highly complex facts of activity/service in relation to performance targets, strategic objectives. Where opinions may conflict to ensure contract services deliver high-quality, cost-effective services and Cost Improvement Savings.
- - Ability to ensure all aspects of work are patient focused.
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.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
UK Registration
Applicants must have current UK professional registration. For further information please see
NHS Careers website (opens in a new window).
Additional information
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.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
UK Registration
Applicants must have current UK professional registration. For further information please see
NHS Careers website (opens in a new window).
