Community Estate Manager

Wrightington Wigan & Leigh Teaching Hospitals NHS Foundation Trust

This job is now closed

Job summary

Do you have a background in Estate Management?

Are you looking for a role with autonomy, variety, flexibility, and the ability to make change happen?

WWL has a vast, dispersed estate across Wigan Borough which covers an area of 77 square miles. The estate includes 3 hospitals, over 20 community clinics, an Urgent Treatment Centre, a large out-patients centre, libraries, retail units, training centres and offices. The Community Estate alone has a NIA of 145,152m.

Due to the retirement of the current post holder, we have a vacancy for an experienced Community Estate Manager with a proven track record in managing a diverse estate, spread across multiple locations. You will require dedication, drive and ambition to ensure the community estate continues to offer safe, well maintained, welcoming spaces for our patients, visitors and staff.

The successful candidate will be professionally and technically responsible for all community freehold and leasehold estate and as the main contact for all Contractors attending WWL sites, you will be required to check and sign off their work.

You will need the appropriate driving licence and access to a vehicle to undertake this role.

This role comes with excellent NHS Terms and conditions which include a generous holiday entitlement, flexible working and an attractive pension scheme.

For further information please contact Jude Murphy, Head of Business and Community Estate on 07770 620763 or email. Jude.murphy@wwl.nhs.uk

Main duties of the job

A large part of the role is administration, with the main duties including:

keeping detailed records of all repairs and maintenance.
retaining a database of evidence to demonstrate statutory compliance for all community sites.
producing annual return information for ERIC and PLACE.
raising purchase orders.
processing invoices.
monitoring spend from a £7.5m budget.
ensuring lease costs are correct and paid in a timely fashion.
Contract monitoring.
Chairing and attending Building User Group meetings.
Liaison with WWL tenants.

In addition, you will become fully acquainted with all Wrightington, Wigan and Leigh sites, including 3 hospitals; to enable you to manage requests for work space and provide suitable solutions.

About us

Choose Well - Choose WWL

Wrightington, Wigan and Leigh Teaching Hospitals, NHS Foundation Trust are the proud providers of acute hospital and community services to the people of the Wigan Borough and surrounding areas. At WWL, we value our staff believing that 'happy staff, makes for happy patients'. We have a recognised track record in staff engagement, and living our values 'the WWL Way'.

WWL are committed to placing the patient at the heart of everything we do, and in the provision of safe, effective care that acknowledges and ensures dignity. With this in mind we are seeking to recruit people who share our values and beliefs.

On-Call

Please note that senior positions (AFC band 8A or above) may be expected to participate in an on-call rota, if the role is predominantly operational.

Date posted

13 November 2023

Pay scheme

Agenda for change

Band

Band 7

Salary

£43,742 to £50,056 a year per annum, pro rata(with on call)

Contract

Permanent

Working pattern

Full-time, Part-time, Job share, Flexible working

Reference number

302-23-5769883E

Job locations

Suite 8, Buckingham Row

Brick Kiln Lane

Wigan

WA1 1XX

Job description

Job responsibilities

Duties and Responsibilities

Key results from the job holder

Responsible for maintaining and monitoring the safe and efficient working of the Trusts community premises as an Operational Estates Manager.
Responsible for managing and monitoring repairs, maintenance and minor works activities at all community premises locations utilised by Wrightington, Wigan and Leigh Teaching Hospitals NHS Foundation Trust.
Responsible for maintaining and monitoring compliance with all statutory requirements and mandatory requirements relating to the Trusts community premises.
Responsible for ensuring statutory, mandatory and regulatory compliance with relevant CQC outcomes and maintaining suitable evidence (so as to provide assurances) of such compliance relating to the Trusts community premises.
Responsible for the management and monitoring of associated budget(s) utilising the Trusts Devolved Financial Management (DFM) system and complying with the Trusts Standing Financial Orders relating to the use of community premises
The post holder will liaise with the Capital Projects Team and / or external service providers on developments relating to the Trusts community premises.
The post holder will be work to improve energy utilisation across the Community Estate.
Work closely with the Sustainability Team to ensure compliance with statutory regulations and mandatory requirements in relation to energy usage and environment plans relating to the Community Estate.
The post holder will liaise with the Sustainability Team and Capital Projects Team and / or external service providers in relation to energy and environment issues affecting the Community Estate.
The post holder will be responsible for the monitoring, allocation and reporting of office and clinical space to all teams across the whole Trust, including hospitals.

Planning and Organisational Duties

The post holder will be expected to utilise highly developed and specialised knowledge across a broad range of work procedures and practices underpinned by theoretical knowledge and relevant practical experience.
Responsibility for the short, medium and long term planning of a broad range of complex Operational Estates activities and programmes relating to the Trusts community premises.
Responsible for collating and providing relevant ERIC data required for end of year returns to the DoH relating to the Trusts community premises.
The post holder will be an active member of the local PLACE team and will be responsible for the implementation of estates related annual PLACE inspections and action plan / improvement programmes relating to the Trusts community premises.
The post holder will be expected to manage and monitor the lift specialist provider(s) regarding the Trusts community premises.
Responsible for local management of the Permit to Work procedures and issuing such permits relating to the Trusts community premises.
The post holder will be the nominated pest control officer for Wrightington Wigan and Leigh NHS Foundation Trust community premises (including any relevant SLA arrangements).
The post holder will have specific liaison responsibilities relating to the safe and efficient delivery of the Trusts (Community Premises) Estates Service Level Agreements (SLAs) and any future SLA(s) that may be brought into place.

Communications and Key Working Relationships

The post holder will be expected to have excellent verbal and written communication skills with the ability to effectively engage with others across various levels within the WWL organisation and with associated service providers.
Responsible for the supervision and monitoring of Estates activities across the Trusts Community premises.
Responsible for the supervision and control of Operational Estates external contracts including monitoring the performance of contractors (response times, work quality, materials quality, preparation, submission of claims and the submission of documentation etc.) relating to the Trusts community premises.
The post holder will be responsible for liaising and communicating effectively with senior management, Estates colleagues and wider Trust colleagues such as Infection Prevention & Control etc. in connection with Operational Estates matters including service provision, major capital developments, capital programmes and minor works etc. in relation to the Trusts community premises.
The Post holder will produce and monitor annual maintenance programmes, estate appraisal survey reports and estate control plans etc. for the Trusts community premises.
The Post holder will ensure that records are maintained for the department which will include (but not limited to) up to date floorplans of buildings, drawings for existing equipment and newly installed equipment, all maintenance manuals for installations, technical library contents, preventative planned maintenance manuals, service contractor schedules, insurance schedules, staff personal records, plant, equipment and property data etc. relating to the Trusts community premises.
The post holder will ensure compliance with hazard notices, DoH CAS and MHRA Alerts and defect and failure reporting in relation to the Trusts community premises.
The post holder will monitor compliance of contractors in accordance with the SLA or Contract specifications.
The post holder will prepare technical reports, specifications and tender documents as required.
The post holder will manage the allocation of accommodation across the whole Trust. This will involve liaising with staff and managers at all levels to fully understand their needs. You will identify solutions and produce detailed reports to the executive team on progress.

Responsibility for Finance

Responsibility for managing allocated budget(s) utilising the Trusts Devolved Financial Management (DFM) system.
Responsibility for providing information necessary for the management of monthly claims under the works services contract and for those claims in relation to other agencies under service level agreements.
Responsible for ensuring that all purchasing procedures are in accordance with the trusts standing orders and standing financial instructions.
The post holder will be responsible for the signing of purchase orders to a value of £1,000.00 including VAT for purchases and minor works orders.
The post holder will be responsible for signing off all invoices for minor works orders and monitor those orders for the purchase of items and equipment within the community estate.

Responsibility for Human Resources

The post holder will be responsible for identifying and contributing towards the training needs of staff and trainees / apprentices where applicable.
The post holder will be required to use tact and diplomacy in dealing with a multi skilled workforce and service providers especially in the management of the Trusts absence policy and other policies that may affect the employees lifestyle.
The post holder will be required to be an empathetic first face to face contact with members of staff who have health / personal / family / workplace related problems.
The post holder will be empathic when dealing with staff and their problems in achieving deadlines set by Wrightington, Wigan and Leigh Teaching Hospitals NHS Foundation Trust and the service level agreements managed by the Trust.
The post holder will undertake fact finding, grievance and investigation exercises in accordance with the Trust's relevant procedures.
The post holder will manage and monitor services provided to the Trusts community premises by external service providers.

Responsibility for Health & Safety

Compliance with the Health & Safety at Work Act 1974 the post holder is required to fulfil a proactive role towards the management of risk in all of their actions.
This entails the risk assessment of all situations, the taking of appropriate actions and reporting of all incidents, near misses and hazards, and a statutory duty of care for their own personal safety and that of others who may be affected by their acts or omissions.
The post holder will be responsible for Departmental compliance with all relevant Trust Policies and Procedures including the Trust Code of Conduct.

Responsibility for Teaching

The post holder will be required to support and pass on relevant knowledge to less experienced colleagues (such as the wider community team, trainees and apprentices etc).

Work Circumstances & on-call

The post holder will be required to work such hours as are required (at the direction of the Director of Estates of Facilities) to ensure the needs of the service are satisfied.
The post holder will carry out such other duties as required (at the direction of the Director of Estates of Facilities) to fulfil the requirements of the service.
The post holder may be required to support the Operational Estates (Emergency) on-call rota arrangements. Whilst on-call the post holder will be required to return to site to deal with any situation within 30 minutes of the call being made.
Whilst performing (Emergency) on-call duties, the post holder will be required to make independent decisions on engineering and / or building matters so as to maintain a safe and effective service.

Job description

Job responsibilities

Duties and Responsibilities

Key results from the job holder

Responsible for maintaining and monitoring the safe and efficient working of the Trusts community premises as an Operational Estates Manager.
Responsible for managing and monitoring repairs, maintenance and minor works activities at all community premises locations utilised by Wrightington, Wigan and Leigh Teaching Hospitals NHS Foundation Trust.
Responsible for maintaining and monitoring compliance with all statutory requirements and mandatory requirements relating to the Trusts community premises.
Responsible for ensuring statutory, mandatory and regulatory compliance with relevant CQC outcomes and maintaining suitable evidence (so as to provide assurances) of such compliance relating to the Trusts community premises.
Responsible for the management and monitoring of associated budget(s) utilising the Trusts Devolved Financial Management (DFM) system and complying with the Trusts Standing Financial Orders relating to the use of community premises
The post holder will liaise with the Capital Projects Team and / or external service providers on developments relating to the Trusts community premises.
The post holder will be work to improve energy utilisation across the Community Estate.
Work closely with the Sustainability Team to ensure compliance with statutory regulations and mandatory requirements in relation to energy usage and environment plans relating to the Community Estate.
The post holder will liaise with the Sustainability Team and Capital Projects Team and / or external service providers in relation to energy and environment issues affecting the Community Estate.
The post holder will be responsible for the monitoring, allocation and reporting of office and clinical space to all teams across the whole Trust, including hospitals.

Planning and Organisational Duties

The post holder will be expected to utilise highly developed and specialised knowledge across a broad range of work procedures and practices underpinned by theoretical knowledge and relevant practical experience.
Responsibility for the short, medium and long term planning of a broad range of complex Operational Estates activities and programmes relating to the Trusts community premises.
Responsible for collating and providing relevant ERIC data required for end of year returns to the DoH relating to the Trusts community premises.
The post holder will be an active member of the local PLACE team and will be responsible for the implementation of estates related annual PLACE inspections and action plan / improvement programmes relating to the Trusts community premises.
The post holder will be expected to manage and monitor the lift specialist provider(s) regarding the Trusts community premises.
Responsible for local management of the Permit to Work procedures and issuing such permits relating to the Trusts community premises.
The post holder will be the nominated pest control officer for Wrightington Wigan and Leigh NHS Foundation Trust community premises (including any relevant SLA arrangements).
The post holder will have specific liaison responsibilities relating to the safe and efficient delivery of the Trusts (Community Premises) Estates Service Level Agreements (SLAs) and any future SLA(s) that may be brought into place.

Communications and Key Working Relationships

The post holder will be expected to have excellent verbal and written communication skills with the ability to effectively engage with others across various levels within the WWL organisation and with associated service providers.
Responsible for the supervision and monitoring of Estates activities across the Trusts Community premises.
Responsible for the supervision and control of Operational Estates external contracts including monitoring the performance of contractors (response times, work quality, materials quality, preparation, submission of claims and the submission of documentation etc.) relating to the Trusts community premises.
The post holder will be responsible for liaising and communicating effectively with senior management, Estates colleagues and wider Trust colleagues such as Infection Prevention & Control etc. in connection with Operational Estates matters including service provision, major capital developments, capital programmes and minor works etc. in relation to the Trusts community premises.
The Post holder will produce and monitor annual maintenance programmes, estate appraisal survey reports and estate control plans etc. for the Trusts community premises.
The Post holder will ensure that records are maintained for the department which will include (but not limited to) up to date floorplans of buildings, drawings for existing equipment and newly installed equipment, all maintenance manuals for installations, technical library contents, preventative planned maintenance manuals, service contractor schedules, insurance schedules, staff personal records, plant, equipment and property data etc. relating to the Trusts community premises.
The post holder will ensure compliance with hazard notices, DoH CAS and MHRA Alerts and defect and failure reporting in relation to the Trusts community premises.
The post holder will monitor compliance of contractors in accordance with the SLA or Contract specifications.
The post holder will prepare technical reports, specifications and tender documents as required.
The post holder will manage the allocation of accommodation across the whole Trust. This will involve liaising with staff and managers at all levels to fully understand their needs. You will identify solutions and produce detailed reports to the executive team on progress.

Responsibility for Finance

Responsibility for managing allocated budget(s) utilising the Trusts Devolved Financial Management (DFM) system.
Responsibility for providing information necessary for the management of monthly claims under the works services contract and for those claims in relation to other agencies under service level agreements.
Responsible for ensuring that all purchasing procedures are in accordance with the trusts standing orders and standing financial instructions.
The post holder will be responsible for the signing of purchase orders to a value of £1,000.00 including VAT for purchases and minor works orders.
The post holder will be responsible for signing off all invoices for minor works orders and monitor those orders for the purchase of items and equipment within the community estate.

Responsibility for Human Resources

The post holder will be responsible for identifying and contributing towards the training needs of staff and trainees / apprentices where applicable.
The post holder will be required to use tact and diplomacy in dealing with a multi skilled workforce and service providers especially in the management of the Trusts absence policy and other policies that may affect the employees lifestyle.
The post holder will be required to be an empathetic first face to face contact with members of staff who have health / personal / family / workplace related problems.
The post holder will be empathic when dealing with staff and their problems in achieving deadlines set by Wrightington, Wigan and Leigh Teaching Hospitals NHS Foundation Trust and the service level agreements managed by the Trust.
The post holder will undertake fact finding, grievance and investigation exercises in accordance with the Trust's relevant procedures.
The post holder will manage and monitor services provided to the Trusts community premises by external service providers.

Responsibility for Health & Safety

Compliance with the Health & Safety at Work Act 1974 the post holder is required to fulfil a proactive role towards the management of risk in all of their actions.
This entails the risk assessment of all situations, the taking of appropriate actions and reporting of all incidents, near misses and hazards, and a statutory duty of care for their own personal safety and that of others who may be affected by their acts or omissions.
The post holder will be responsible for Departmental compliance with all relevant Trust Policies and Procedures including the Trust Code of Conduct.

Responsibility for Teaching

The post holder will be required to support and pass on relevant knowledge to less experienced colleagues (such as the wider community team, trainees and apprentices etc).

Work Circumstances & on-call

The post holder will be required to work such hours as are required (at the direction of the Director of Estates of Facilities) to ensure the needs of the service are satisfied.
The post holder will carry out such other duties as required (at the direction of the Director of Estates of Facilities) to fulfil the requirements of the service.
The post holder may be required to support the Operational Estates (Emergency) on-call rota arrangements. Whilst on-call the post holder will be required to return to site to deal with any situation within 30 minutes of the call being made.
Whilst performing (Emergency) on-call duties, the post holder will be required to make independent decisions on engineering and / or building matters so as to maintain a safe and effective service.

Person Specification

Qualifications

Essential

A degree or equivalent (ideally in a related subject), with extensive specialist knowledge of property management underpinned through theory and practice Those working towards the above qualification or those with suitable community Estates experience at an appropriate level will be considered for the post.
Current Authorised Person (MGPS) training, certification and relevant experience or the ability to meet the requirements of that role.
Current Authorised / Nominated Person (Lifts) training, certification and relevant experience or the ability to meet the requirements of that role.

Desirable

Qualification to HNC level or equivalent in either electrical or mechanical engineering or building as a secondary qualification to the post holder's primary qualification.
Any qualifications to GCE or A level in a science based subject.
Post degree qualification in management associated with construction, building management or engineering.
Member of a Professional Body (e.g. CIOB / RICS / CIBSE / IET / IHEEM etc)
Registered as a Chartered Builder (CIOB) or Chartered Surveyor (RICS) or Incorporated Engineer (IEng) or Chartered Engineer (CEng).

Experience

Essential

Comprehensive knowledge and practical experience of Building Management or Engineering and Building Services
Experience of maintenance management techniques
Experience of close support to capital programme new build and refurbishment schemes

Desirable

Experience in project management and competitive tendering procedures within the NHS.
An interest in energy and sustainability issues that affect the NHS

Skills

Essential

Ability to encourage and motivate staff.
Highly versatile and receptive to training initiatives and change.
Excellent communicator.
Excellent interpersonal and personnel management skills.
Ability to remain calm under pressure
Ability to negotiate with others to address contentious or sensitive issues
Good organisation and management skills
High level of literacy and numeracy skills.
Experience of report writing at a standard that could be presented to Executives
Experience of using Excel to produce details reports on projections and spend

Desirable

Formal qualification / training in management and the efficient use of resources and manpower

Knowledge

Essential

Knowledge of Health Care premises; in particular, within Community Clinics and how this impacts on patient experience.
Knowledge of the wider Health Care System within Wigan
Knowledge of legislation relating to statutory compliance of buildings
Knowledge of space management and planning office/clinical layouts

Desirable

Knowledge of NHS processes and systems would be an advantage
Specialist knowledge in complex technical aspects of engineering systems and the built environment

Additional

Essential

Ability to travel independently between sites.
Speak English to an appropriate standard relevant to their role, i.e. with confidence and accuracy, using correct sentence structures and vocabulary, and without hesitation

Person Specification

Qualifications

Essential

A degree or equivalent (ideally in a related subject), with extensive specialist knowledge of property management underpinned through theory and practice Those working towards the above qualification or those with suitable community Estates experience at an appropriate level will be considered for the post.
Current Authorised Person (MGPS) training, certification and relevant experience or the ability to meet the requirements of that role.
Current Authorised / Nominated Person (Lifts) training, certification and relevant experience or the ability to meet the requirements of that role.

Desirable

Qualification to HNC level or equivalent in either electrical or mechanical engineering or building as a secondary qualification to the post holder's primary qualification.
Any qualifications to GCE or A level in a science based subject.
Post degree qualification in management associated with construction, building management or engineering.
Member of a Professional Body (e.g. CIOB / RICS / CIBSE / IET / IHEEM etc)
Registered as a Chartered Builder (CIOB) or Chartered Surveyor (RICS) or Incorporated Engineer (IEng) or Chartered Engineer (CEng).

Experience

Essential

Comprehensive knowledge and practical experience of Building Management or Engineering and Building Services
Experience of maintenance management techniques
Experience of close support to capital programme new build and refurbishment schemes

Desirable

Experience in project management and competitive tendering procedures within the NHS.
An interest in energy and sustainability issues that affect the NHS

Skills

Essential

Ability to encourage and motivate staff.
Highly versatile and receptive to training initiatives and change.
Excellent communicator.
Excellent interpersonal and personnel management skills.
Ability to remain calm under pressure
Ability to negotiate with others to address contentious or sensitive issues
Good organisation and management skills
High level of literacy and numeracy skills.
Experience of report writing at a standard that could be presented to Executives
Experience of using Excel to produce details reports on projections and spend

Desirable

Formal qualification / training in management and the efficient use of resources and manpower

Knowledge

Essential

Knowledge of Health Care premises; in particular, within Community Clinics and how this impacts on patient experience.
Knowledge of the wider Health Care System within Wigan
Knowledge of legislation relating to statutory compliance of buildings
Knowledge of space management and planning office/clinical layouts

Desirable

Knowledge of NHS processes and systems would be an advantage
Specialist knowledge in complex technical aspects of engineering systems and the built environment

Additional

Essential

Ability to travel independently between sites.
Speak English to an appropriate standard relevant to their role, i.e. with confidence and accuracy, using correct sentence structures and vocabulary, and without hesitation

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.

Certificate of Sponsorship

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).

Additional information