East Coast Community Healthcare CIC

Deputy Head of Estates

This job is now closed

Job summary

The Deputy Estates and Facilities Manager will provide support across a range of managerial and technical functions, providing leadership to the staff within their remit in the Estates and Facilities management structure. The post holder will be responsible for ensuring that the provision of Soft and Hard Services are delivered to the highest standard of quality and efficiency, delivering value for money. As well a maintaining compliance registers.

The role will require engagement within the group of companies as well as external agencies.

Main duties of the job

To provide general management of Estates and Facilities resources within ECCH, to ensure efficient and quality site management services and estates compliance. Manage In house services as delivered to each site and to ensure ECCH site management services are governed within agreed policies and procedures. Participate in operational and strategic decision-making by attending relevant meetings and undertake project management role where required. To be the primary contact and maintain the compliance register. Hold a current Responsible Persons Certificate for Legionella.

To assist the Head of Estates and Facilities with the day to day running of the department and services within.

Be flexible and work within the group of companies as and when required.

About us

ECCH is well established health care provider and has been successfully delivering NHS care within the community since 2011. We provide a range of NHS, community health and social care services predominantly across the easterly region of the Norfolk/Suffolk borders.

We are aligned to NHS terms and conditions, and offer many employee benefits, to find out more about us visit our website at www.ecch.org. We are a social enterprise and staff owned Organisation which means staff can opt to be shareholders and have a real say in how ECCH is run and evolves to deliver healthcare for the future.

At the heart of our ambition, we work in partnership with and for the community to become the provider and employer of choice for community healthcare.

We encourage you to apply as early as possible as this job may close earlier than the advertised closing date once enough applications have been received.

Date posted

23 November 2023

Pay scheme

Agenda for change

Band

Band 7

Salary

£43,742 to £50,056 a year

Contract

Fixed term

Duration

6 months

Working pattern

Full-time

Reference number

B9849-125-23

Job locations

Hamilton House

Battery Green Road

Lowestoft

Suffolk

NR32 1DE

Job description

Job responsibilities

PRINCIPAL ACTIVITIES

Service Delivery

To ensure an efficient and responsive property maintenance service is provided across East Coast Community Healthcares estate.
To ensure a rolling programme of estates maintenance is developed and implemented across the organisation.
To ensure effective FM services are provided across premises used by ECCH.
To establish and maintain effective communication systems and processes between the estates and facilities team and users of services.

Property and Contract Management

To develop and implement services specifications for estates and FM services purchased/provided by ECCH.
Assist the Head of Estates and Facilities with the management and performance of contractors in line with ECCHs requirements to achieve best possible outcomes and best value for money.
Assist the Head of Estates and Facilities procure contractor services to support provision of a quality environment in which to provide patient care and/or optimise efficient working arrangements for staff.
Assist the Head of Estates and Facilities and the Finance Business Partner, ensure ECCH gets best value for money from energy and utility suppliers.
Assist the Head of Estates and Facilities maintain accurate information on estates and facilities contracts within ECCHs Contract Database, ensuring that contract documentation is up to date and complete.
Assist the Head of Estates and Facilities ensure that leases or licences for occupation for all ECCHs premises are negotiated, agreed and signed to protect ECCHs interests.
Assist the Head of Estates and Facilities with the management of relationships with landlords and ensure that they fulfil their obligations and responsibilities to provide safe and fit for purpose premises.
To maintain an up to date terrier of all premises occupied by ECCH and a database of accommodation usage by service or sub-lessee.

Development, Service Improvement and Project Management

To contribute to the achievement of ECCHs vision, strategic objectives and key work programmes.
Assist the Head of Estates and Facilitues, support the development and updating of ECCHs Estate Strategy and to play a lead role in the implementation of the Strategy.
To support Deputy Directors of Operations in optimising use of clinical and non-clinical space.
To ensure estates and facilities services are continuously reviewed and developed to contribute positively to the overall performance of the organisation.
Participate in ECCHs capital review when requested and be responsible for overseeing any capital programmes relating to facilities within ECCH premises.
Identify and develop business development opportunities in conjunction with the Head of Contracting and Procurement.
Produce relevant business plans for any service development or cost pressures.
Produce assets lists, ensure improvements to Estates Helpdesk are undertaken.

Quality and Performance Management and Reporting

o To assist with the safety of premises and services delivered and to ensure appropriate evidence is obtained

Resource Management

o To assist with the delivery of a balance budget

o To assist with cost improvements and optimum service delivery.

o To assist with the value for money and other audit recommendations are actively acted upon and changes are made as agreed within the Finance & Resources Directorate.

o To identify new opportunities for cost improvements and increased value for money.

o Assist with reviews of workforce planning is carried out in relation to service delivery.

Sustainability

o To assist with the management of ECCHs Sustainability and Carbon Reduction Programme and report progress to the Head of Estates and Facilities

o To support the development of a Sustainability Strategy for ECCH.

o To assist with reports on ECCHs progress towards improving sustainability within the estates and facilities area.

Business Continuity

o To review with the Head of Estates and Facilities all services managed have robust continuity plans.

Staff Management

o To assist with the effective Estates and Facilities Team that delivers continuously improving services.

o To ensure annual objectives are agreed with all staff within Estates and Facilities Team and staff are appraised, trained and developed.

o To motivate and develop staff and promote achievement of high standards and openness, alongside the Estates and Facilities Operational Managers and wider team.

Other Responsibilities

o To deputise for the Head of Estates and Facilities when required.

o To assist with any verbal or written complaints are dealt with effectively and that any remedial action is undertaken.

Personal Development

The post holder will be required to undertake training and development in the relevant fields, to keep their knowledge base up to date, in support of the delivery of their role.

gathered and documented to demonstrate processes and premises are safe.

All roles within East Coast Community Healthcare CIC (ECCH) require staff to demonstrate our Values and Signature Behaviours in the care and service they provide to patients, service users, stakeholders and colleagues. All members of staff should consider these as an essential part of their job role.

Our Values outline the core behaviours that we can all achieve and are summarised as an acronym within the word CARE. These stand for: Compassion, Action, Respect and Everyone.

Underpinning our Values are our Signature Behaviours which highlight by taking the right actions we continue to build a strong culture. Our four Signature Behaviours are: Compassion - We Listen, We Learn, We Lead| Action - My Accountability, My Responsibility | Respect - Respect Our Resources: People, Time and Money | Everyone - Work Together, Achieve Together.

Job description

Job responsibilities

PRINCIPAL ACTIVITIES

Service Delivery

To ensure an efficient and responsive property maintenance service is provided across East Coast Community Healthcares estate.
To ensure a rolling programme of estates maintenance is developed and implemented across the organisation.
To ensure effective FM services are provided across premises used by ECCH.
To establish and maintain effective communication systems and processes between the estates and facilities team and users of services.

Property and Contract Management

To develop and implement services specifications for estates and FM services purchased/provided by ECCH.
Assist the Head of Estates and Facilities with the management and performance of contractors in line with ECCHs requirements to achieve best possible outcomes and best value for money.
Assist the Head of Estates and Facilities procure contractor services to support provision of a quality environment in which to provide patient care and/or optimise efficient working arrangements for staff.
Assist the Head of Estates and Facilities and the Finance Business Partner, ensure ECCH gets best value for money from energy and utility suppliers.
Assist the Head of Estates and Facilities maintain accurate information on estates and facilities contracts within ECCHs Contract Database, ensuring that contract documentation is up to date and complete.
Assist the Head of Estates and Facilities ensure that leases or licences for occupation for all ECCHs premises are negotiated, agreed and signed to protect ECCHs interests.
Assist the Head of Estates and Facilities with the management of relationships with landlords and ensure that they fulfil their obligations and responsibilities to provide safe and fit for purpose premises.
To maintain an up to date terrier of all premises occupied by ECCH and a database of accommodation usage by service or sub-lessee.

Development, Service Improvement and Project Management

To contribute to the achievement of ECCHs vision, strategic objectives and key work programmes.
Assist the Head of Estates and Facilitues, support the development and updating of ECCHs Estate Strategy and to play a lead role in the implementation of the Strategy.
To support Deputy Directors of Operations in optimising use of clinical and non-clinical space.
To ensure estates and facilities services are continuously reviewed and developed to contribute positively to the overall performance of the organisation.
Participate in ECCHs capital review when requested and be responsible for overseeing any capital programmes relating to facilities within ECCH premises.
Identify and develop business development opportunities in conjunction with the Head of Contracting and Procurement.
Produce relevant business plans for any service development or cost pressures.
Produce assets lists, ensure improvements to Estates Helpdesk are undertaken.

Quality and Performance Management and Reporting

o To assist with the safety of premises and services delivered and to ensure appropriate evidence is obtained

Resource Management

o To assist with the delivery of a balance budget

o To assist with cost improvements and optimum service delivery.

o To assist with the value for money and other audit recommendations are actively acted upon and changes are made as agreed within the Finance & Resources Directorate.

o To identify new opportunities for cost improvements and increased value for money.

o Assist with reviews of workforce planning is carried out in relation to service delivery.

Sustainability

o To assist with the management of ECCHs Sustainability and Carbon Reduction Programme and report progress to the Head of Estates and Facilities

o To support the development of a Sustainability Strategy for ECCH.

o To assist with reports on ECCHs progress towards improving sustainability within the estates and facilities area.

Business Continuity

o To review with the Head of Estates and Facilities all services managed have robust continuity plans.

Staff Management

o To assist with the effective Estates and Facilities Team that delivers continuously improving services.

o To ensure annual objectives are agreed with all staff within Estates and Facilities Team and staff are appraised, trained and developed.

o To motivate and develop staff and promote achievement of high standards and openness, alongside the Estates and Facilities Operational Managers and wider team.

Other Responsibilities

o To deputise for the Head of Estates and Facilities when required.

o To assist with any verbal or written complaints are dealt with effectively and that any remedial action is undertaken.

Personal Development

The post holder will be required to undertake training and development in the relevant fields, to keep their knowledge base up to date, in support of the delivery of their role.

gathered and documented to demonstrate processes and premises are safe.

Our Values outline the core behaviours that we can all achieve and are summarised as an acronym within the word CARE. These stand for: Compassion, Action, Respect and Everyone.

Person Specification

Experience

Essential

Proven experience in a similar senior-level facilities management role and equally comfortable with managing both hard and soft facilities services.
Excellent financial management skills.
Must have the skills, knowledge and experience to be able to contribute as a senior management team member.
Be able to demonstrate a high level of commitment, versatility and flexibility in the day to day management of the department and with estate operatives, contractors, specialists and consultants.

Desirable

Experience of delivering estates and FM services within a healthcare environment

Skills and Knowledge

Essential

Demonstrable experience in Estates & Facilities Management in a healthcare environment.
Excellent all-round communications skills.
Strong staff management and team building skills; to be able to coach, mentor and develop staff; to lead a motivated and professional team.
Excellent negotiating and influencing skills, to be able to impart FM-related information to a non-technical audience, to have the confidence and ability to advise and recommend courses of action and to see them through to completion
Sound analytical skills and judgment, and excellent problem-solving skills.
Disciplined, diplomatic and pragmatic approach to work

Desirable

Good organisational and administrative ability

Qualifications

Essential

NVQ LEVEL 7 in Construction and Management
B Tec Engineering
ISOH Managing Safely
Legionella Role of the responsible person

Desirable

Quality systems certification
Member of British Institute of Facilities Management
Diploma in Management

Personal Attributes

Essential

Able to forge strong and effective working relationships internally and externally.
Effective and approachable management style.
Competency in Microsoft Word, Excel, Outlook, and Project Ability to travel between ECCH premises and wherever required as part of the job.
Ability to embrace our Culture, Values and Signature Behaviours:
(Compassion - We Listen, We Learn, We Lead| Action - My Accountability, My Responsibility | Respect - Respect Our Resources: People, Time and Money | Everyone - Work Together, Achieve Together).
Willingness and ability to work across different sites and travel to alternative sites and across the community as required.

Person Specification

Experience

Essential

Proven experience in a similar senior-level facilities management role and equally comfortable with managing both hard and soft facilities services.
Excellent financial management skills.
Must have the skills, knowledge and experience to be able to contribute as a senior management team member.
Be able to demonstrate a high level of commitment, versatility and flexibility in the day to day management of the department and with estate operatives, contractors, specialists and consultants.

Desirable

Experience of delivering estates and FM services within a healthcare environment

Skills and Knowledge

Essential

Demonstrable experience in Estates & Facilities Management in a healthcare environment.
Excellent all-round communications skills.
Strong staff management and team building skills; to be able to coach, mentor and develop staff; to lead a motivated and professional team.
Excellent negotiating and influencing skills, to be able to impart FM-related information to a non-technical audience, to have the confidence and ability to advise and recommend courses of action and to see them through to completion
Sound analytical skills and judgment, and excellent problem-solving skills.
Disciplined, diplomatic and pragmatic approach to work

Desirable

Good organisational and administrative ability

Qualifications

Essential

NVQ LEVEL 7 in Construction and Management
B Tec Engineering
ISOH Managing Safely
Legionella Role of the responsible person

Desirable

Quality systems certification
Member of British Institute of Facilities Management
Diploma in Management

Personal Attributes

Essential

Able to forge strong and effective working relationships internally and externally.
Effective and approachable management style.
Competency in Microsoft Word, Excel, Outlook, and Project Ability to travel between ECCH premises and wherever required as part of the job.
Ability to embrace our Culture, Values and Signature Behaviours:
(Compassion - We Listen, We Learn, We Lead| Action - My Accountability, My Responsibility | Respect - Respect Our Resources: People, Time and Money | Everyone - Work Together, Achieve Together).
Willingness and ability to work across different sites and travel to alternative sites and across the community as required.

Employer details

Employer name

East Coast Community Healthcare CIC

Address

Hamilton House

Battery Green Road

Lowestoft

Suffolk

NR32 1DE

Employer's website

https://www.ecch.org/ (Opens in a new tab)

Employer details

Employer name

East Coast Community Healthcare CIC

Address

Hamilton House

Battery Green Road

Lowestoft

Suffolk

NR32 1DE

Employer's website

https://www.ecch.org/ (Opens in a new tab)