Facilities Operations Manager

Job description

Job responsibilities

Suitable for someone who

Is value driven, delivery focused and motivated to improve the healthcare environment for staff and people who use our services. Who has the required experience and qualifications to deliver the fullest remit of the role. Who has excellent communication skills and is able to work with people of all levels both within the Trust and in other organisations collaboratively.

Dimensions of role

Responsibility for the management, planning and delivery of all Soft Facilities Management (FM) services to the whole Trust estate, including grounds and gardens, receptions, switchboard, catering, laundry, cleaning, waste management, pest control, parking, security, porterage, post, transport and service help desk.

Contract manager and responsibility for the management of the Soft FM Service Contracts, value in excess of £4.5M.

The role requires regular close liaison with a wide range of Trust teams and staff, at all levels, including Directors and Trust Executive on matters of, service delivery.

As a key member of the Property department and a leader within the Property Operations team, the post holder will ensure that the operational delivery of the estate and services is aligned with the property strategy, capital projects, asset management and transformational programmes that are being delivered and will work to add value to those schemes through Soft FM services innovation and service matter expert challenge.

To continually plan, develop and deliver a more effective and innovative service delivery model in order to drive new ways of working in support of the Property Strategy.

Responsibility to operate and develop a Soft Facilities Management Service delivery model that includes directly employed staff and a range of supplier contracts to deliver the required standard of services.

The role will liaise with various stakeholders within Property and across the wider Trust to ensure the services meet the needs of the Trust. Key relationships will include Facilities Managers, Service Managers, Project Managers, Head of Health and Safety and Technical Operations Manager.

This role will necessitate an involvement with all of the Trusts circa 75 buildings across Surrey, whether owned or leased including community services, in-patient units, care homes, day centres and office facilities.

This role will participate in the on-call process.

Key Responsibilities

• Strategic:
  • Ensuring that soft facilities management operational delivery of the estate aligns with the Trusts strategic direction and taking responsibility for addressing evolving clinical or financial needs and emerging issues that impact upon the delivery of facilities services.
  • Ensure an integrated Property approach to service delivery through co-ordination and collaboration with other elements of the Property team and other departments within the Trust.
  • Participate in Trust committees and project groups as required.
  • To represent the interests of the Trust at external forums across the health economy.
• Management:
  • To specify, design, plan and execute the delivery of all Soft Facilities Management services across the whole portfolio of buildings to meet statutory requirements and the quality requirements of the Trust.
  • To ensure that Soft Facilities Management services are delivered in a safe manner and can demonstrate a robust governance framework and compliance reporting.
  • Managerial and professional responsibility to deliver high quality and affordable Soft Facilities Management services to those using our buildings in accordance with Government, NHS and Trust priorities and objectives.
  • Management of outsourced Soft Facilities Management contracts and scopes of delivery.
  • To participate in the Property department on-call rota.
  • To ensure that Soft Facilities Management third party suppliers provide services in line with agreed contractual arrangements as part of the effective delivery of services and provide assurance to the Property Senior Leadership Team.
  • Responsibility for the Soft Facilities Management response to CQC and PLACE audit requirements and actions.
  • Delivery of regular reporting against key targets of time, cost and quality.
  • Effective communication of the service levels to building users providing clear leadership and direction.
• Financial:
  • To ensure sound financial control for operational activities including contractual arrangements.
  • Participate in the formation of service specifications for contract tendering to reflect the present or future requirements of the Trust.
  • To develop business cases as required for service changes.
  • To complete and manage the contract change notice process.
  • Adhere to Standing Financial Instructions and ensure they are followed consistently both personally and throughout the department.
• Compliance:
  • To ensure statutory and NHS compliance of all delivered services and deploying appropriate procedures to govern the inspection, undertaking of remedial actions and recording these within the Trusts Integrated Workplace Management System.
  • Responsible for ensuring that policies are up to date and embedded in practice.
• People Management:
  • To manage recruitment and retention of Reception and Switchboard staff.
  • To ensure that staff are suitably qualified and trained.
  • To manage the proportion of substantive, agency and contract staff to deliver the services in a cost effective and compliant.
  • To ensure that HR Policies and management standards are adhered to for absence management, disciplinary issues and reporting.
• Contract Management
  • To be responsible for the robust contract management of all strategic aspects including planning and strategic initiatives to achieve value for money, statutory compliance and clinical requirements.
  • Ensure the full compliance of outsourced contractors.
  • To ensure all contractual documentation, reports, correspondence, invoicing, and performance issues are formally managed in accordance with the Contracts/SLAs.
• Customer Management
  • Working with the local Facilities Managers, supporting regular meetings with customers and ensure that all items agreed or determined are completed to the appropriate standard.
  • Consult with service users to ensure that service specifications and delivery continue to meet user requirements.
• Transport
  • To lead on transport related services delivered by the Property department, including patient transport, porterage for pharmacy and mail.

Person Specification

Experience

Essential

• At least three years' operating at an equivalent level with a proven track record of delivering Soft Facilities services in a complex environment of regulations and diverse stakeholder groups.
• At least three years contract management of outsourced Facilities Management service providers to budget and achieving complex KPIs.
• Experience of simultaneously managing multiple tasks.
• Experience of managing a blended team of directly employed staff, consultants and suppliers to provide an integrated service and seamless delivery.
• Experience of working with a variety of contract, commercial and procurement methods.

Desirable

• NHS experience.
• Experience of working in a mental health environment.

Qualifications

Essential

• An appropriate qualification in Facilities Management or Property Management at Higher Education level, (min level 5)
• Formal Health and Safety qualification, minimum IOSH Managing Safely.

Desirable

• Membership of an appropriate professional body e.g., IWFM

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.

Employer details

Employer name

Surrey and Borders Partnership NHS Foundation Trust

Address

18 Mole Business Park

Randalls Road

Leatherhead

KT22 7AD

Employer's website

https://www.sabp.nhs.uk/working-for-us (Opens in a new tab)