Facilities Manager

Job responsibilities

Soft FM Services Management

• Support the effective co-ordination, management and development of Soft FM Services across the QTS portfolio, ensuring compliance with statutory and mandatory requirements such as Health Technical Memoranda (HTMs) and standards, as well as with relevant best practice guidance and in accordance with QTSs and CNWLs policies and procedures.

• Support with the planning, implementation and development of a whole range of Soft Facilities Management Services, ensuring that both in-house and contracted-out services are performance managed against set objectives. Identify and support with the implementation of any areas of potential service improvement and cost improvement measures.

• Support with the investigation and management of complaints, both formal and informal, in accordance with QTS and CNWL Policy and procedure.

• Represents and actively promotes Soft FM services across QTS and partners at internal and external meetings. This includes representation and input at relevant committees. Attend and/ or lead client meetings as required.

• Provides appropriate specialist knowledge, technical and professional advice on relevant Soft FM issues and related activities.

• Ensures effective communication and engagement in line with, but not limited to, the key stakeholder groups outlined in this document.

• Any other duties which may be reasonably requested by relevant senior management to facilitate the effective running of the department or support QTS.

Governance, Risk &Compliance

• Assist in ensuring that the provision of Soft FM services are to the required healthcare standards and meet relevant statutory and mandatory legislation such as Health Technical Memorandum (HTMs), NHSE Standards, Department of Health (DH) Guidelines, Health and Safety requirements and QTS and Trust Policies and Procedures, including Sustainability and Net Zero Carbon requirements.

• Provide expert support on all aspects of relevant areas of expertise to include National Standards relating to Cleanliness, Catering and Waste, PLACE, HTMs and CQC Essential Standards of Quality and Safety. Support in the interpretation and compliance of relevant statutory/ mandatory requirements and other relevant guidance.

• Assist with the development, implementation, management and review of policies, procedures, systems and working practices relevant to Soft FM.

• Investigating, acting on and reviewing incidents which relate to or impact on Soft FM services, in line with QTS and CNWL policy and procedure.

Supplier & Contract Management

• Operational management of all relevant Soft FM contracts within allocated zone, ensuring delivered services are compliant, cost effective and high quality.

• Support with the monitoring and reporting of contractor/ supplier compliance and performance against agreed Key Performance Indicators (KPIs), taking action to address areas of failure.

• Create positive working relationships with other NHS, DoH and external organisations where they provide Soft FM services, supporting to ensure that both the organisations and national standards, where appropriate, are achieved.

• Support/ Chair formal and regular monitoring meetings with key contractors and, where relevant, the users of those services.

• Acts as escalation point for management of external contracts and suppliers within allocated zone, retaining oversight of performance against KPIs, HTMs, industry standards and good practice.

• Contribute/ support with the procurement of contracts, services and products relevant to the Soft FM remit, as required.

People Management

• Delegate responsibility and authority within reporting line that is consistent with effective decision making whilst retaining overall responsibility and accountability for results.

• To identify and undertake training and ensure within reporting line training is undertaken as required to ensure the ongoing performance of duties competently.

• Supports that all QTS people-based policies and procedures are adhered to, including supervision/ 1to1, annual leave, sickness, annual appraisals and mandatory training compliance.

• Promotes and supports professionalism, quality standards and successful achievement of QTSs strategic objectives.

• Responsible for role modelling QTS values and behaviours, and encouraging and developing a supportive, open and inclusive culture.

• Ensures effective two-way communications are in place within reporting line so that all staff are kept informed and engaged in a timely and appropriate manner.

Finance and budgets

• Support with identification of cost pressures and savings opportunities.

• Act as an authorised signatory and manage delegated budgets and control expenditure in line with authorised allocations and in compliance with Standing Financial Instructions.

• Contribute to capital bid submissions and other bids for internal/ external funding in line with QTS/ CNWL procedure.

• Provide accurate costings for QTS and CNWL bids and contribute financial information as part of tender exercises, as required.

Audit, Data & Information

• Support on the reporting of Soft FM Key Performance Indicators (KPIs).

• Take an operational lead role in regular audits and performance reviews and advise on the implementation of appropriate improvements, as required and in line with national standards and guidance.

• Support the annual Patient-Led Assessments of the Care Environment (PLACE) programme on behalf of CNWL, and any other QTS clients identified. This includes the planning, organisation, operation, submission, reporting and review of the programme.

• Support as required with the completion of the Soft FM elements of relevant national, ICS and Trust returns including PAM, ERIC and Sustainability.

• Input into other regular and ad-hoc QTS reports as required.

Strategy andService Development

• Support with any future tender/ re-tender of Soft FM services for QTS.

• Support with the integration of any Soft FM Services transferring from other organisations.

• Contribute to strategic plans which develop Soft FM services and makes suggestions and proposals to improve, innovate or modernise Soft FM services.

• Support with the Soft FM Sustainability and carbon reduction agenda, including key areas such as the waste hierarchy, recycling, plastics pledge and food wastage.

• Support the development of QTS and CNWLs Sustainability and Net Zero Carbon Strategy, and associated targets to reduce carbon footprint, supporting with meeting the national carbon reduction targets.

• Leads on specific QTS/ CNWL initiatives and projects as determined by their line manager or the wider QTS senior team.

Education & Qualification

Essential

• Educated to degree level or able to demonstrate having produced work to equivalent academic range, or able to demonstrate experience of five or more years in a corporate Facilities role.
• Membership of a relevant professional body with maintained registration

Desirable

• Masters-level qualification such as an MSc or MBA or equivalent professional experience
• PRINCE2 or equivalent project management qualification

Previous Experience

Essential

• Demonstrable knowledge and experience working within a healthcare environment, preferably NHS or Mental Health Services
• Experience of managing contracts and SLA's including performance management & monitoring
• Extensive experience within facilities, with a proven track-record of Soft FM delivery
• Demonstrable technical knowledge and experience managing estates and/ or facilities for a large, multi-site organisation with complex property portfolios

Desirable

• Public sector experience
• Experience of negotiation with third parties, for example NHS Property Services or similar
• Experience of maintaining high standards in fast-paced environments
• Experience of developing and introducing policy and procedures

Skills & Knowledge

Essential

• Ability to produce reports and communicate using different packages, including the Microsoft Office suite
• Inclusive people manager who acts with integrity, sets standards, motivates and promotes development
• Demonstrate appropriate leadership communication styles across all levels of the organisation, working collaboratively and openly.
• Demonstrate commitment and focus on quality to promote high standards and deliver high-quality services
• Ability to build constructive relationships with warmth and empathy, treating all stakeholders with respect and dignity at all times and valuing diversity and differences
• Knowledge of financial and budgetary management.
• Demonstratable continued professional development
• Knowledge of relevant legislation, standards and guidance
• Experience of customer care with good interpersonal skills

Desirable

• Ability to produce comprehensive reports
• Experience and knowledge of policy development

Other Requirements

Essential

• Able to evidence high levels of self-motivation and an ability to work independently while remaining within a team structure
• Ability to work well under limited supervision
• A willingness to undergo any relevant further leadership training or accreditation

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).

UK Registration

Applicants must have current UK professional registration. For further information please see NHS Careers website (opens in a new window).