Job summary
The post of Soft FM Manager fulfils a functional role with the Estates and Facilities Department integrated with its arrangements for Corporate Management and Governance including all aspects of Risk Management related to Soft Facilities Management.
The post holder is the senior estates professional (Intelligent Client) responsible to the Associate Director for Soft FM Services for the overall leadership and performance of soft facilities across the trust.
Reporting to the Associate Director for Soft FM Services and as a senior manager of the Trust, the post holder's prime focus will be to manage all Soft FM monitoring processes, audits and challenge all performance aspect, adherence to the Trusts Construction Requirements and Project Co Proposals.
The post holder will also be responsible for overall management of all aspects of the Trusts retained estates Soft FM services, ensuring the Trust's service specification requirements are met or exceeded.
The post holder will be responsible for managing the financial performance of the services outlined above, contributing to the directorates annual cost improvement plans.
The post holder will be a core member of the senior management team and will deputise for the Associate Director for Soft FM Services in times of absence for Estates and Facilities related matters.
Main duties of the job
Provide management and operational leadership for all Soft FM services providing advice and supervision regarding prevention, preparedness, response and management of activities.
Ensure all activities are undertaken in a timely manner to enable the Trust to be compliant and meet regulatory requirements.
Assist with building and maintaining resilience into all aspects of emergency preparedness by developing existing arrangements and creating new strategies and plans as required. Ensures the organisation can respond appropriately and as required to major incidents along with business continuity situations that maintain critical services against a wide range of abnormal events.
Ensures compliance with the Estates and Facilities Emergency Manual with regards to MAJAX, Serious Untoward Incident Procedure, Estates On-call/Incident Management Handbook, Estates Major Incident Contingency Plans.
Ensure that complaints are dealt with in line with Trust policy and expectations. This includes associated response and reporting on Ulysses.
Ensure outsourced services provide complaint service solutions in accordance with the agreed service level specifications.
Identify, lead and manage the strategy for continual improvement across all services under the Soft FM remit working with Project Co. and the service providers to implement the changes.
About us
North London NHS Foundation Trust (NLFT) is committed to improving mental health care across North London to deliver excellent services to our local people.Our Five-Year Strategy:
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We will provide consistently high-quality care closer to home.
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With our partners in North London and each borough we will ensure equity of outcome for all
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We will offer great places to work, providing staff with supportive environment to deliver outstanding care.
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We will be more effective as an organisation by pioneering research, quality improvement and technology.
Why NLFT?
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We develop and retain our staff through leadership behaviours and managers programme and many more opportunities.
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We promote flexible working and support staff with a range of health and wellbeing initiatives.
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NHS Discounts, generous annual leave and NHS pension scheme
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Excellent internal staff network
The post holder will be aligned with our Values:
- We Are Kind
- We Are Respectful
- We Work Together
- We Keep Things Simple
- We Empower
- We Are Proudly Diverse
In order to meet the needs of the Trust you may be required from time to time to work at different locations to your normal place of work. This may mean that you are required to work at any location that fall under Barnet, Camden, Enfield, Haringey or Islington. The Trust reserves the right to require staff to work at such other places or locations as it considers reasonable and necessary on a temporary or permanent basis.
Job description
Job responsibilities
Liaise with the service providers and service users to ensure requirements are met, optimum standards are maintained, and any deficiencies are rectified in a timely manner.
Responsible for the management of the Estates and Facilities Accommodation services.
To produce Business Cases for Revenue and Capital bids to support the Facilities Service Strategy, Estate Strategy and Development Control Plan.
Monitor and control financial quality and contract performance, ensuring services are delivered in accordance with budgetary, statutory and non-statutory control instruments and policies and other performance indicators.
Report on budget/spend to the Associate Director for Soft FM Services and the Finance Business Partner
Prepares specifications and tender documents for soft FM services in line with Standing Financial Instructions; evaluates tenders and oversees contract award and implementation.
Working with the Head of Soft Services at Hinchingbrooke; prepare specifications and tender documents for specialist services contracts, evaluates tenders and oversees contract award and implementation in line with Standing Financial Instructions.
The post holder will directly manage the Soft FM Monitoring Manager, Soft FM Monitoring Officer, providing leadership and delivering full line management responsibilities in accordance with Trust policies, ensuring effective service delivery.
The post holder will lead the respective Soft FM roles in ensuring the policies and procedures are updated in accordance with the departmental and organisational objectives.
Agree and set objectives and personal development plans for all Soft FM Staff ensuring training and development is provided where necessary.
Be responsible for the recruitment and retention of staff within the Estates and Facilities Soft FM team including producing job descriptions, person specifications, advertising, shortlisting, interviewing and where required exit interviews.
Ensure all HR and Trust policies with regard to people management are adhered to i.e. sickness absence reporting and lead on any performance management and disciplinary issues.
Take responsibility for ensuring the Soft FM team is appropriately covered by substantive staff, minimising the use of agency/bank staff where possible.
Lead and manage change within the department, ensuring smooth transitions to achieve the strategic direction and improvements in services.
Job description
Job responsibilities
Liaise with the service providers and service users to ensure requirements are met, optimum standards are maintained, and any deficiencies are rectified in a timely manner.
Responsible for the management of the Estates and Facilities Accommodation services.
To produce Business Cases for Revenue and Capital bids to support the Facilities Service Strategy, Estate Strategy and Development Control Plan.
Monitor and control financial quality and contract performance, ensuring services are delivered in accordance with budgetary, statutory and non-statutory control instruments and policies and other performance indicators.
Report on budget/spend to the Associate Director for Soft FM Services and the Finance Business Partner
Prepares specifications and tender documents for soft FM services in line with Standing Financial Instructions; evaluates tenders and oversees contract award and implementation.
Working with the Head of Soft Services at Hinchingbrooke; prepare specifications and tender documents for specialist services contracts, evaluates tenders and oversees contract award and implementation in line with Standing Financial Instructions.
The post holder will directly manage the Soft FM Monitoring Manager, Soft FM Monitoring Officer, providing leadership and delivering full line management responsibilities in accordance with Trust policies, ensuring effective service delivery.
The post holder will lead the respective Soft FM roles in ensuring the policies and procedures are updated in accordance with the departmental and organisational objectives.
Agree and set objectives and personal development plans for all Soft FM Staff ensuring training and development is provided where necessary.
Be responsible for the recruitment and retention of staff within the Estates and Facilities Soft FM team including producing job descriptions, person specifications, advertising, shortlisting, interviewing and where required exit interviews.
Ensure all HR and Trust policies with regard to people management are adhered to i.e. sickness absence reporting and lead on any performance management and disciplinary issues.
Take responsibility for ensuring the Soft FM team is appropriately covered by substantive staff, minimising the use of agency/bank staff where possible.
Lead and manage change within the department, ensuring smooth transitions to achieve the strategic direction and improvements in services.
Person Specification
Qualifications
Essential
- Specialist knowledge acquired through degree or experience to masters equivalent level
- Facilities professional qualification for example IWFM
- Senior management qualification or equivalent experience
Desirable
- Good oral and written communication and presentation skills
Skills/ Abilities
Essential
- Good oral and written communication and presentation skills
- IT skills - the ability to produce spreadsheets, statistics and KPI's
- Able to understand and comply with the requirements of the Trust's H&S policies
Desirable
- Able to write and develop polices, procedures and guidance relating to Soft FM services
Experience/ Knowledge
Essential
- Experience of working at a managerial level in a healthcare/public services/armed forces environment with a Soft FM background
- Experience of operational PFI contracts and the process of performance management
Desirable
- Proven knowledge of relevant H&S, food safety and national cleaning standards
Person Specification
Qualifications
Essential
- Specialist knowledge acquired through degree or experience to masters equivalent level
- Facilities professional qualification for example IWFM
- Senior management qualification or equivalent experience
Desirable
- Good oral and written communication and presentation skills
Skills/ Abilities
Essential
- Good oral and written communication and presentation skills
- IT skills - the ability to produce spreadsheets, statistics and KPI's
- Able to understand and comply with the requirements of the Trust's H&S policies
Desirable
- Able to write and develop polices, procedures and guidance relating to Soft FM services
Experience/ Knowledge
Essential
- Experience of working at a managerial level in a healthcare/public services/armed forces environment with a Soft FM background
- Experience of operational PFI contracts and the process of performance management
Desirable
- Proven knowledge of relevant H&S, food safety and national cleaning standards
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).
