Job summary
We have an exciting Estates and Capital Plan which will deliver a new ICU unit, deliver a decarbonisation programme and continue our continuous improvement of the environment that our colleagues and patients rely on.
We are seeking a Senior Project Manage to support the Trust and join the close working Estates and Facilities team with a focus on governance and effective coordination and communication.
The Senior Estates Project Manager will lead the Tactical and Operational delivery of Capital and Infrastructure programme to deliver the strategic aims of the Trust. The role requires direct liaison with key stakeholders and members of the Trust Board to provide clear and accurate information.
***Please note: Interviews will be held on Wednesday 22nd November 2023***
Main duties of the job
- To manage a number of large capital and non-recurring revenue projects from inception through to completion utilising internal resources and where necessary commissioning professional services and or external contractors in line with due procurement process as defined in Trust policies (e.g., tendering). Provide commercial advice to the Trust of the most cost-effective solutions and value for money. To act autonomously to identify and take action to manage risks to the delivery of each Capital Projects to include holding suppliers and contractors account for the contractual delivery of the works.
Provide expert advice and manage the effective Contracting and delivery of Capital Projects in a healthcare setting and ensure that all works are delivered to the required national standards including but not limited to HBN's, HTM and Building Regulations.
About us
The Trust has defined its culture as one that is patient centered which puts safety first and where all staff take responsibility, are valued and value each other. To support this our four values are that we are all:-
Caring - we design and deliver care around each individual patient's needs and wantsSafe - we make the safety of patients and staff our prime concern (safety comes first)Responsible - all staff take responsibility for the hospital, its services and reputation
Value each other - we all value each other's contribution
Inspiring -we always strive to empower each other to develop and deliver improvements to benefit our patients
Job description
Job responsibilities
Your application: Please ensure that you have read the job description and person specification and that your supporting statement reflects these, as your application will be assessed and scored against these criteria.
- As a senior member of the Estates and Facilities Team, to contribute to the overall management of the Directorate's activities and the achievement of the corporate objectives of the Trust.
- With the support of both internal and external resources to ensure the timely production of reports including the collation of contributions from Contractors and other internal support functions e.g. Finance and Procurement. In addition to contribute to the processing of applications for funding and updating relevant tracker sheets.
- Support with the development of the annual Capital Plan helping to formulate the future pipeline of capital projects, budgets and timescale for works to proceed.
- To develop and draft robust and accurate Business Cases for approval and to present these to oversight committees as required.
- Maintain accurate records of all Capital Projects to ensure an accurate and complaint record is maintained for Audit purposes. This includes Standard Finance Institutions (SFIs), HBN, HTM, Building Control and Derogations.
- Support with launching the annual Capital Programme of works. Ensuring capital project folders and file structures are set-up and correct budgets allocated. For each project support in the development of high level cash flow forecast using the 7 RIBA Stages of Work, to assist with meeting monthly and annual spend targets.
- Complete a monthly review individual project folders and file structures to ensure structure and document sets are correctly adhered to and completed at each stage of the project.
- Each month to collate, draft and issue monthly project reports against expenditure to track committed spend vs invoiced spend, liaising with senior E&F managers and E&F Finance Leads to produce with input from Finance Department a monthly summary spread-sheet tracking the Capital Programme.
- Manage a number of identified individual large projects in size and complexity up to a typical value of a project or budget of £5,000,000, ensuring full compliance with all relevant Statutory requirements, Trust Policies and Procedures, Good Practice Guidelines.
- Coordinate and manage the feasibility, design, implementation and administration of large projects. Including the contracting process with the appointment of suitable external consultants and SW London Procurement to deliver this.
- Where appropriate, obtain fee bids, appoint and brief external professional consultants and multi-disciplinary design teams. Ensure that the performance of these consultants is monitored and that critical information (policies, guidance and legislative documents) is fully understood and incorporated into the project.
- Where appropriate, develop scope of works, specifications and tender work in accordance with Trust policy and approved Frameworks to appoint and brief external contractors.
- Manage and/or coordinate the work undertaken on each project, including in house services, external consultants and contractors to ensure the project is delivered to an agreed quality, on time and within agreed budgets.
- Coordinate a variety of workstreams to support the project holistically including: procurement, IT, commissioning, communications and operations.
- Ensure client/service users are consulted and involved in the development of the project design brief and Project Initiation Document (PID) and at each stage of the RIBA process.
- Where applicable ensure that BREEAM is applied to projects and suitable evidence is compiled to support the achievement of maximum credits.
- Ensure the Trust and Estates & Facilities policies and procedures are adhered to for all elements of the project including but not limited to:
Project Management, tendering and commissioning.
Appointing Consultants and Contractors;
Procurement and Raising Contractual Documentation;
Financial Control and Reporting.
- Ensure that each project is fully documented following the Project Department documentation procedures, ensuring all relevant information appertaining to the project are retained electronically within the specific project file. Including the production of minutes of meetings, scope documents, cost plan and programme using current software applications.
- Gaining formal approval via the Capital Planning and Equipment Committee for changes to existing or approval for new capital budgets. Ensuring all expenditure is recorded and projects are completed within agreed cost budgets.
- Ensure all aspects of statutory and mandatory legislation requirements associated with allocated project work are adhered to. With particular reference to asbestos management .
- Coordinate the execution of suitable site surveys as part the feasibility stage of all major projects and ensure all results are adequately recorded and communicated.
- Ensure at all stages of each project that Trust and external Standards (e.g. HTMs and HBNs) are fully complied with and if not that clear approval for the Derogation is approved by the Trust Board and Project SRO and other Stakeholders.
- Coordinate the overview of contracts, contract changes, claims, contract non-compliance, and other contract related items prior to processing and acquiring approval; review Trust-Consultant/Architect and Trust-Contractor agreements as well as professional service agreements related to capital projects, as appropriate.
- Coordinate the application of design standards to projects, with the support of qualified engineering internal and external expertise for civil, mechanical and electrical engineering, IT, voice & data, furnishings, equipment and interior/exterior building design aspects.
- Use AutoCAD Drawing applications in the production of sketchs, drawings, schematics and room data sheets for use in projects. Print and plot drawings and issue drawings using a Drawing Register.
- Manage the production of appropriate programmes, which will deliver projects to agreed timescales. Including the production of programmes using current software applications.
- Ensure that there is a responsive and flexible approach in meeting Client needs and manage the working relationships between project team, Trust departments and stakeholders
- Ensure a smooth and satisfactory hand-over of each project to the appropriate service, the Estates & Facilities Department are provided with test certification, manuals including the Health & Safety file, test and commissioning data and training at the point of hand-over. Providing follow up support during the defects liability period if required.
- Ensure that all new projects documentation including test & commissioning and compliance documentation, manufacturers technical information, as built drawings, along with project manuals including the Health & Safety file are handed over to Estates operational team and/or PFI partners.
- Undertake post project review of selected schemes to identify examples of excellence, weakness and learning opportunity from completed projects.
- Participate in Estates & Facilities compliance work as requested, supporting the review of the quality of care provided against fundamental standards.
- Lead and contribute to team and project meetings and training sessions.
- Contribute appropriately to all aspects of the Estates & Facilities Capital teams workload, thus helping to achieve the teams and departments agreed objectives and goals.
- Keep up to date with relevant legislative, technology and good practice changes. Ensuring all Trust identified Statutory and Mandatory training is kept up to date.
- Develop a detailed knowledge of the existing Estate
Solving Incidents & Problems:
- Adopts a logical approach to trouble shooting issues.
- Use professional judgment to assess the delivery of services and work and act autonomously to investigate potential issues and to address issues proactively.
- Asks the user questions, runs diagnostics and thoroughly collects information.
- Makes initial diagnosis of any problems and advises known solutions where applicable.
- Provides an effective interface between users and service providers, including external commercial suppliers where applicable. This interface includes documenting problems, progress checking, and ensuring all diagnostic information is provided for error resolution and incident analysis.
Other Duties
To carry out other duties reasonably required of the role, including those arising from future changes and requirements.
Job description
Job responsibilities
Your application: Please ensure that you have read the job description and person specification and that your supporting statement reflects these, as your application will be assessed and scored against these criteria.
- As a senior member of the Estates and Facilities Team, to contribute to the overall management of the Directorate's activities and the achievement of the corporate objectives of the Trust.
- With the support of both internal and external resources to ensure the timely production of reports including the collation of contributions from Contractors and other internal support functions e.g. Finance and Procurement. In addition to contribute to the processing of applications for funding and updating relevant tracker sheets.
- Support with the development of the annual Capital Plan helping to formulate the future pipeline of capital projects, budgets and timescale for works to proceed.
- To develop and draft robust and accurate Business Cases for approval and to present these to oversight committees as required.
- Maintain accurate records of all Capital Projects to ensure an accurate and complaint record is maintained for Audit purposes. This includes Standard Finance Institutions (SFIs), HBN, HTM, Building Control and Derogations.
- Support with launching the annual Capital Programme of works. Ensuring capital project folders and file structures are set-up and correct budgets allocated. For each project support in the development of high level cash flow forecast using the 7 RIBA Stages of Work, to assist with meeting monthly and annual spend targets.
- Complete a monthly review individual project folders and file structures to ensure structure and document sets are correctly adhered to and completed at each stage of the project.
- Each month to collate, draft and issue monthly project reports against expenditure to track committed spend vs invoiced spend, liaising with senior E&F managers and E&F Finance Leads to produce with input from Finance Department a monthly summary spread-sheet tracking the Capital Programme.
- Manage a number of identified individual large projects in size and complexity up to a typical value of a project or budget of £5,000,000, ensuring full compliance with all relevant Statutory requirements, Trust Policies and Procedures, Good Practice Guidelines.
- Coordinate and manage the feasibility, design, implementation and administration of large projects. Including the contracting process with the appointment of suitable external consultants and SW London Procurement to deliver this.
- Where appropriate, obtain fee bids, appoint and brief external professional consultants and multi-disciplinary design teams. Ensure that the performance of these consultants is monitored and that critical information (policies, guidance and legislative documents) is fully understood and incorporated into the project.
- Where appropriate, develop scope of works, specifications and tender work in accordance with Trust policy and approved Frameworks to appoint and brief external contractors.
- Manage and/or coordinate the work undertaken on each project, including in house services, external consultants and contractors to ensure the project is delivered to an agreed quality, on time and within agreed budgets.
- Coordinate a variety of workstreams to support the project holistically including: procurement, IT, commissioning, communications and operations.
- Ensure client/service users are consulted and involved in the development of the project design brief and Project Initiation Document (PID) and at each stage of the RIBA process.
- Where applicable ensure that BREEAM is applied to projects and suitable evidence is compiled to support the achievement of maximum credits.
- Ensure the Trust and Estates & Facilities policies and procedures are adhered to for all elements of the project including but not limited to:
Project Management, tendering and commissioning.
Appointing Consultants and Contractors;
Procurement and Raising Contractual Documentation;
Financial Control and Reporting.
- Ensure that each project is fully documented following the Project Department documentation procedures, ensuring all relevant information appertaining to the project are retained electronically within the specific project file. Including the production of minutes of meetings, scope documents, cost plan and programme using current software applications.
- Gaining formal approval via the Capital Planning and Equipment Committee for changes to existing or approval for new capital budgets. Ensuring all expenditure is recorded and projects are completed within agreed cost budgets.
- Ensure all aspects of statutory and mandatory legislation requirements associated with allocated project work are adhered to. With particular reference to asbestos management .
- Coordinate the execution of suitable site surveys as part the feasibility stage of all major projects and ensure all results are adequately recorded and communicated.
- Ensure at all stages of each project that Trust and external Standards (e.g. HTMs and HBNs) are fully complied with and if not that clear approval for the Derogation is approved by the Trust Board and Project SRO and other Stakeholders.
- Coordinate the overview of contracts, contract changes, claims, contract non-compliance, and other contract related items prior to processing and acquiring approval; review Trust-Consultant/Architect and Trust-Contractor agreements as well as professional service agreements related to capital projects, as appropriate.
- Coordinate the application of design standards to projects, with the support of qualified engineering internal and external expertise for civil, mechanical and electrical engineering, IT, voice & data, furnishings, equipment and interior/exterior building design aspects.
- Use AutoCAD Drawing applications in the production of sketchs, drawings, schematics and room data sheets for use in projects. Print and plot drawings and issue drawings using a Drawing Register.
- Manage the production of appropriate programmes, which will deliver projects to agreed timescales. Including the production of programmes using current software applications.
- Ensure that there is a responsive and flexible approach in meeting Client needs and manage the working relationships between project team, Trust departments and stakeholders
- Ensure a smooth and satisfactory hand-over of each project to the appropriate service, the Estates & Facilities Department are provided with test certification, manuals including the Health & Safety file, test and commissioning data and training at the point of hand-over. Providing follow up support during the defects liability period if required.
- Ensure that all new projects documentation including test & commissioning and compliance documentation, manufacturers technical information, as built drawings, along with project manuals including the Health & Safety file are handed over to Estates operational team and/or PFI partners.
- Undertake post project review of selected schemes to identify examples of excellence, weakness and learning opportunity from completed projects.
- Participate in Estates & Facilities compliance work as requested, supporting the review of the quality of care provided against fundamental standards.
- Lead and contribute to team and project meetings and training sessions.
- Contribute appropriately to all aspects of the Estates & Facilities Capital teams workload, thus helping to achieve the teams and departments agreed objectives and goals.
- Keep up to date with relevant legislative, technology and good practice changes. Ensuring all Trust identified Statutory and Mandatory training is kept up to date.
- Develop a detailed knowledge of the existing Estate
Solving Incidents & Problems:
- Adopts a logical approach to trouble shooting issues.
- Use professional judgment to assess the delivery of services and work and act autonomously to investigate potential issues and to address issues proactively.
- Asks the user questions, runs diagnostics and thoroughly collects information.
- Makes initial diagnosis of any problems and advises known solutions where applicable.
- Provides an effective interface between users and service providers, including external commercial suppliers where applicable. This interface includes documenting problems, progress checking, and ensuring all diagnostic information is provided for error resolution and incident analysis.
Other Duties
To carry out other duties reasonably required of the role, including those arising from future changes and requirements.
Person Specification
Qualitification, Experiance, Skills, and Knowldege
Essential
- oMaster's degree level qualification / diploma or equivalent management experience oEstates related qualification or equivalent experience oEvidence of continuous professional development oOngoing development at Senior Management level
- oSignificant previous experience at Senior Management level. oPrevious experience and knowledge of Estates and Facilities Management oSignificant previous experience of managing strategic change and programme management oExperience of managing diverse supply chain oExperience of managing a design and tender process oExperience and skilled at planning and organising meeting and events with a wide range of stakeholders including patients, staff and external bodies oPrevious experience of financial management including managing budgets for large scale programmes
- oWell organised with good record keeping skills oAble to read and understand architectural / engineering plans oAbility to communicate and influence staff from all levels and from different professional groups, including negotiation and conflict management oComputer literate oEvidence of using project control methods and documentation
- oRecent significant experience of managing capital projects oExperience of working with a wide variety of stakeholders oCurrent knowledge of relevant design and project management guidance oAble to plan and organise own workload oAbility to work flexibly, in order to support learners at all times including weekends and nights where appropriate oDemonstrate a working knowledge of working within public sector capital
Desirable
- oProject Management qualification oHighly IT literate with qualification in AutoCad, MS Project or comparable software
- oAble to function with a high degree of personal accountability and autonomy
Other
Essential
- oFlexible and adaptable oShould be confident in communicating with people at all levels and be able to listen to opinions of others oAbility to remain calm and diplomatic in sometimes challenging meetings oCaring and compassionate with a patient considered approach oExcellent team player oAble to meet the safe moving and handling requirements of the post with any aids or adaptions oAbility to fulfil the travel requirements of the post
Desirable
- oA willingness to learn and progress within the role
Person Specification
Qualitification, Experiance, Skills, and Knowldege
Essential
- oMaster's degree level qualification / diploma or equivalent management experience oEstates related qualification or equivalent experience oEvidence of continuous professional development oOngoing development at Senior Management level
- oSignificant previous experience at Senior Management level. oPrevious experience and knowledge of Estates and Facilities Management oSignificant previous experience of managing strategic change and programme management oExperience of managing diverse supply chain oExperience of managing a design and tender process oExperience and skilled at planning and organising meeting and events with a wide range of stakeholders including patients, staff and external bodies oPrevious experience of financial management including managing budgets for large scale programmes
- oWell organised with good record keeping skills oAble to read and understand architectural / engineering plans oAbility to communicate and influence staff from all levels and from different professional groups, including negotiation and conflict management oComputer literate oEvidence of using project control methods and documentation
- oRecent significant experience of managing capital projects oExperience of working with a wide variety of stakeholders oCurrent knowledge of relevant design and project management guidance oAble to plan and organise own workload oAbility to work flexibly, in order to support learners at all times including weekends and nights where appropriate oDemonstrate a working knowledge of working within public sector capital
Desirable
- oProject Management qualification oHighly IT literate with qualification in AutoCad, MS Project or comparable software
- oAble to function with a high degree of personal accountability and autonomy
Other
Essential
- oFlexible and adaptable oShould be confident in communicating with people at all levels and be able to listen to opinions of others oAbility to remain calm and diplomatic in sometimes challenging meetings oCaring and compassionate with a patient considered approach oExcellent team player oAble to meet the safe moving and handling requirements of the post with any aids or adaptions oAbility to fulfil the travel requirements of the post
Desirable
- oA willingness to learn and progress within the role
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.
