Job summary
To provide project management on projects of varying sizes within the Estates Department.
To support in the delivery of the Capital Programme, from inception to completion, including design, project management, contract administration and site supervision. This may include projects that are funded outside of the capital programme but are managed in the same manner.
To be responsible for the regular requirement to produce of complex feasibility, design and cost information reports, for the development of Capital bids and the provision of professional building and property advice in connection with the Dorset County Hospital NHS Foundation Trust's Estate.
Main duties of the job
Particular emphasis on the Healthcare Mechanical & Electrical aspect of projects, such as;
- Electrical services installations;
- Low Voltage Electrical Services
- High Voltage Electrical Services
- Fire alarms
- Nurse call
- etc
- Mechanical services installations;
- Heating
- Ventilation
- Air conditioning
- Refrigeration
- Hot and cold water
- Medical gases
- etc
To be responsible for planning, developing and implementing procedures and systems designed to increase the overall effectiveness of accommodation and space management.
Assisting the team with M&E specifications and requirements, from inception to handover. Liaising between the Estates Operational team and the Capital Project team to achieve efficient and effective outcomes.
Ensuring ongoing compliance throughout all works with all relevant statutory and non-statutory standards;
Health and Safety Guidance & Regulations
- Codes of Practice
- NHS guidance documents
- British Standards
- Building Regulations
- Planning Authority guidance
- Health Building Notes
- Health Technical Memorandums
- CDM Regulations etc
About us
Our mission is to provide outstanding care for people in ways which matter to them so we are seeking outstanding people who share our Trust values of teamwork, integrity, respect and excellence.
On joining our Trust, you will be welcomed into a friendly and supportive environment invested in your ongoing training and development.
I would encourage you to read on to discover why you should join us on our journey to becoming the best performing trust in the country, and wish you all the very best in your application.
Job description
Job responsibilities
The post is based in the Estates Department. Work undertaken will cover the Dorset County Hospital NHS Foundation Trust site in its entirety, plus off site locations. All team members are required to work unsupervised within departmental standard operating procedures and to prioritise their work schedule. With an ability to work outside their predominant discipline, they can adapt to change and local pressure as necessary, to support the delivery of a complete efficient maintenance service, within budgetary limits.
COMMUNICATION AND WORKING RELATIONSHIPS
- Maintain good working relationships and communicate effectively with the following groups:
Internal:
- Head of Estates & Facilities
- Estates Project Team
- Estates mechanical & electrical and maintenance teams
- Facilities Manager and sub-managers
- Fire Safety Advisor
- Medical Physics
- Infection Prevention & Control
- Divisional Managers
- Clinical Leads
- Finance and Procurement Leads
- ICT Software and Infrastructure Leads
- Project Stakeholders
- etc
External:
- External consultants and specialists
- Public sector partners
- Building, engineering and maintenance contractors
- NHS bodies
- Neighbouring NHS Trusts
- etc
- Is an active member of the team
- Is flexible in their approach to work
- Ability to receive complex information
- Ability to use motivational, persuasive and negotiating skills
- Ability to simplify complex technical information for recipients unfamiliar with Estates terminology and communicate these verbally or in writing in order to inform and/or persuade
- Communicate complex information, analyse, compare and decide on options with clients to enable work specifications to be formed
- Work together with senior clinicians, nursing, infection control, procurement and staff to ensure all concerned are actively involved in design options for projects in order to deliver high quality, effective and efficient space utilisation and patient care demonstrating best practice and value for money
KEY RESULT AREAS
Responsibility for Patients
- Contact with patients will be incidental only, all interactions are expected to be in line with the Trusts values
Responsibility for Policy and Service Development
- Strive to make improvements throughout the Trust that make environments better for staff, patients and visitors
- Adhere to governance requirements for decision making. Capture experiences to contribute to the development of policy and services via the governance channels for the Estates Service. Write reports to facilitate the decision-making process
- Adhere to the Trust procurement policy to obtain competitive prices from external contractors and appoint via evaluation exercises
- Ensure all commissioning and handover information relating to projects is completed and made available to colleagues for initial scrutiny and ongoing access for maintenance purposes
Responsibility for Financial and Physical Resources
- Set up and maintain budgets for projects, and work with the Capital contacts in Finance with every effort to complete projects within scope and budget
- Provide regular budget updates and reports within the department and for wider Trust reporting
- To authorise payments to contractors and suppliers
- To accurately write tender specifications and undertake Procurement process to ensure value for money and adherence to policy
Responsibility for Staff
- Work together with colleagues, within the Project team, across the wider Estates team and throughout the Trust, to ensure best outcomes for the Trust
- Ensure Health & Safety considerations are at the forefront of all decision making
- Day to day supervision of Projects Team staff as appropriate
Responsibility for Information Resources
Follow all Departmental processes to maintain the departments databases
- Set up and manage the construction contracts, including the preparation of tender documentation and the execution of tenders.
- Carry out post project evaluation for all completed schemes, to establish achievement of users requirements, programme targets, acceptable quality of works, compliance with standards and value for money
- Attend training courses and discuss outcomes with the team
- Represent Estates at meetings either by routine or to cover colleague absence
- Provide information at meetings such as milestone reports, health and safety information and contribute to the presentation of business cases
- Maintain project folders to standardised guidelines and perform data housekeeping
- Maintain risk registers relevant to live projects
- Support and occasionally lead the development of business cases with clients
- General computer literacy skills and ability to use Microsoft Office Applications
Responsibility for Research and Development
Willingness to participate in continued professional development
- Undertake any necessary research required to ensure works are compliant to all relevant regulatory requirements
- Assist with the regular review of space across the trust, managing audits to ensure H&S compliance. Ensuring services are being run and maintained in appropriate environments
- Assist with the management of the process, policy and governance of Estates space utilisation and enforcement of the procedures throughout the Trust
Planning & Organisation Skills
- Carry out project feasibility, design, specification and management of schemes in a multi-discipline environment from initial concept to completion with the preparation of necessary documentation for all stages of the To include; feasibility, project brief, scheme estimates and costs, CAD drawings, specifications and schedules of work, outline and detailed design, planning and building regulation applications, tender documentation, contracts, construction, on- site supervision, commissioning, acceptance of works and post project evaluation
- Manage all responsible contractors in line with the Trust Control of Contractors policy
- Form project teams containing key members of staff relevant to the project to enable staff to influence the project development plans. Arrange meetings at appropriate intervals and chair, take minutes and issue actions in project meetings
- Develop project plans, setting clear timescales, objectives and milestones. Measure achievements, resolve delays and escalate where necessary
- Delegate project tasks to suitably skilled internal staff and external contractors
- Provide regular stage and key milestone reports on project progress. Report on progress and failures against project targets and communicate to internal and external staff at all levels
- Good organisational skills with practical and methodical project planning and ability to manage a number of concurrent schemes
- Self-motivated and have the ability to use own initiative
- Ability to work within a changing environment
- Formulation and adjustment of plans
Physical Skills
Able to satisfy the physical demands of the job
- This post requires highly developed physical skills, where accuracy is important, but there is no specific requirement for speed. This level of skill may be required for manipulation of fine tools or materials.
Analytical & Judgement Skills
- To receive and interpret complex client briefs and developing appropriate design solutions using and applying knowledge, experience, approved codes of practice, Health Technical Memoranda (HTM), Health Building Notes (HBN), other recognised design criteria and data, conforming to statutory requirements
- Highly motivated and resourceful with a proactive approach to problem solving
- Ability to quickly understand and analyse complex problems, identify necessary solutions, make recommendations, and ensure actions are implemented
- Assist team with determining technical (M&E) details required for specifications and project scoping
- Ensure Trusts standard specification documents are updated and accurately recorded
Additional Key Result Areas
- Highly developed and effective negotiating and influencing skills and ability to develop and maintain constructive relationships with professional and managerial disciplines
- Excellent verbal and written communication skills
- Some projects may require out of hours attendance and working
ENVIRONMENT AND EFFORT
Physical Effort
- Working mainly in an office environment
- Frequent light physical effort for short periods, i.e. when accessing inaccessible areas.
- To be able to drive and hold a clean driving licence
- Regular travel, on foot, throughout the Hospital site
- ID badges must be visible whilst on site
Mental Effort
- Frequent concentration required for paperwork, dealing with reactive issues and focusing on priority issues with few competing demands
Emotional Effort
- Occasional exposure to emotional or distressing circumstances due to working in a healthcare environment.
Working Conditions
- Site visits and inspections are required in all areas of the Trusts Estate including sensitive areas such as clinical environments
- Regular exposure to areas with high levels of dust, dirt, noise, heat, humidity, heights, confined spaces and inclement weather
Job description
Job responsibilities
The post is based in the Estates Department. Work undertaken will cover the Dorset County Hospital NHS Foundation Trust site in its entirety, plus off site locations. All team members are required to work unsupervised within departmental standard operating procedures and to prioritise their work schedule. With an ability to work outside their predominant discipline, they can adapt to change and local pressure as necessary, to support the delivery of a complete efficient maintenance service, within budgetary limits.
COMMUNICATION AND WORKING RELATIONSHIPS
- Maintain good working relationships and communicate effectively with the following groups:
Internal:
- Head of Estates & Facilities
- Estates Project Team
- Estates mechanical & electrical and maintenance teams
- Facilities Manager and sub-managers
- Fire Safety Advisor
- Medical Physics
- Infection Prevention & Control
- Divisional Managers
- Clinical Leads
- Finance and Procurement Leads
- ICT Software and Infrastructure Leads
- Project Stakeholders
- etc
External:
- External consultants and specialists
- Public sector partners
- Building, engineering and maintenance contractors
- NHS bodies
- Neighbouring NHS Trusts
- etc
- Is an active member of the team
- Is flexible in their approach to work
- Ability to receive complex information
- Ability to use motivational, persuasive and negotiating skills
- Ability to simplify complex technical information for recipients unfamiliar with Estates terminology and communicate these verbally or in writing in order to inform and/or persuade
- Communicate complex information, analyse, compare and decide on options with clients to enable work specifications to be formed
- Work together with senior clinicians, nursing, infection control, procurement and staff to ensure all concerned are actively involved in design options for projects in order to deliver high quality, effective and efficient space utilisation and patient care demonstrating best practice and value for money
KEY RESULT AREAS
Responsibility for Patients
- Contact with patients will be incidental only, all interactions are expected to be in line with the Trusts values
Responsibility for Policy and Service Development
- Strive to make improvements throughout the Trust that make environments better for staff, patients and visitors
- Adhere to governance requirements for decision making. Capture experiences to contribute to the development of policy and services via the governance channels for the Estates Service. Write reports to facilitate the decision-making process
- Adhere to the Trust procurement policy to obtain competitive prices from external contractors and appoint via evaluation exercises
- Ensure all commissioning and handover information relating to projects is completed and made available to colleagues for initial scrutiny and ongoing access for maintenance purposes
Responsibility for Financial and Physical Resources
- Set up and maintain budgets for projects, and work with the Capital contacts in Finance with every effort to complete projects within scope and budget
- Provide regular budget updates and reports within the department and for wider Trust reporting
- To authorise payments to contractors and suppliers
- To accurately write tender specifications and undertake Procurement process to ensure value for money and adherence to policy
Responsibility for Staff
- Work together with colleagues, within the Project team, across the wider Estates team and throughout the Trust, to ensure best outcomes for the Trust
- Ensure Health & Safety considerations are at the forefront of all decision making
- Day to day supervision of Projects Team staff as appropriate
Responsibility for Information Resources
Follow all Departmental processes to maintain the departments databases
- Set up and manage the construction contracts, including the preparation of tender documentation and the execution of tenders.
- Carry out post project evaluation for all completed schemes, to establish achievement of users requirements, programme targets, acceptable quality of works, compliance with standards and value for money
- Attend training courses and discuss outcomes with the team
- Represent Estates at meetings either by routine or to cover colleague absence
- Provide information at meetings such as milestone reports, health and safety information and contribute to the presentation of business cases
- Maintain project folders to standardised guidelines and perform data housekeeping
- Maintain risk registers relevant to live projects
- Support and occasionally lead the development of business cases with clients
- General computer literacy skills and ability to use Microsoft Office Applications
Responsibility for Research and Development
Willingness to participate in continued professional development
- Undertake any necessary research required to ensure works are compliant to all relevant regulatory requirements
- Assist with the regular review of space across the trust, managing audits to ensure H&S compliance. Ensuring services are being run and maintained in appropriate environments
- Assist with the management of the process, policy and governance of Estates space utilisation and enforcement of the procedures throughout the Trust
Planning & Organisation Skills
- Carry out project feasibility, design, specification and management of schemes in a multi-discipline environment from initial concept to completion with the preparation of necessary documentation for all stages of the To include; feasibility, project brief, scheme estimates and costs, CAD drawings, specifications and schedules of work, outline and detailed design, planning and building regulation applications, tender documentation, contracts, construction, on- site supervision, commissioning, acceptance of works and post project evaluation
- Manage all responsible contractors in line with the Trust Control of Contractors policy
- Form project teams containing key members of staff relevant to the project to enable staff to influence the project development plans. Arrange meetings at appropriate intervals and chair, take minutes and issue actions in project meetings
- Develop project plans, setting clear timescales, objectives and milestones. Measure achievements, resolve delays and escalate where necessary
- Delegate project tasks to suitably skilled internal staff and external contractors
- Provide regular stage and key milestone reports on project progress. Report on progress and failures against project targets and communicate to internal and external staff at all levels
- Good organisational skills with practical and methodical project planning and ability to manage a number of concurrent schemes
- Self-motivated and have the ability to use own initiative
- Ability to work within a changing environment
- Formulation and adjustment of plans
Physical Skills
Able to satisfy the physical demands of the job
- This post requires highly developed physical skills, where accuracy is important, but there is no specific requirement for speed. This level of skill may be required for manipulation of fine tools or materials.
Analytical & Judgement Skills
- To receive and interpret complex client briefs and developing appropriate design solutions using and applying knowledge, experience, approved codes of practice, Health Technical Memoranda (HTM), Health Building Notes (HBN), other recognised design criteria and data, conforming to statutory requirements
- Highly motivated and resourceful with a proactive approach to problem solving
- Ability to quickly understand and analyse complex problems, identify necessary solutions, make recommendations, and ensure actions are implemented
- Assist team with determining technical (M&E) details required for specifications and project scoping
- Ensure Trusts standard specification documents are updated and accurately recorded
Additional Key Result Areas
- Highly developed and effective negotiating and influencing skills and ability to develop and maintain constructive relationships with professional and managerial disciplines
- Excellent verbal and written communication skills
- Some projects may require out of hours attendance and working
ENVIRONMENT AND EFFORT
Physical Effort
- Working mainly in an office environment
- Frequent light physical effort for short periods, i.e. when accessing inaccessible areas.
- To be able to drive and hold a clean driving licence
- Regular travel, on foot, throughout the Hospital site
- ID badges must be visible whilst on site
Mental Effort
- Frequent concentration required for paperwork, dealing with reactive issues and focusing on priority issues with few competing demands
Emotional Effort
- Occasional exposure to emotional or distressing circumstances due to working in a healthcare environment.
Working Conditions
- Site visits and inspections are required in all areas of the Trusts Estate including sensitive areas such as clinical environments
- Regular exposure to areas with high levels of dust, dirt, noise, heat, humidity, heights, confined spaces and inclement weather
Person Specification
Education, Qualifications & Training
Essential
- C&G, HND / HNC or similar qualification in either Mechanical, Electrical, Building Services, or equivalent relative experience
- Educated to degree level or equivalent in relevant discipline
- Relevant CPD undertaken (CDM training, IOSH, NEBOSH)
- Project Management qualification
Desirable
Experience
Essential
- Proven track record of project planning, implementation, completion,
- Experience in specific project management techniques e.g. PRINCE2
- Experience of working within Estate & Facilities services
- Experience of procurement regulations, frameworks, tender documentation.
- Experience of working in an operational Electrical, Mechanical or Building Services role
Desirable
- Experience of working in a public sector environment
Knowledge & Abilities
Essential
- Knowledge of construction contracts, JCT, NEC etc.
- Knowledge of building and writing work specifications
- Understanding of Mechanical and or Electrical supply and distribution systems in large buildings
- Intermediate IT skills
- Good influencing/negotiating skills
- Highly organised and disciplined
- Ability to understand, interpret and solve complex technical situations and issues
- Ability to quickly build relationships and credibility with management & stakeholders
- Ability to communicate at all levels
- Ability to identify and manage risks
- Excellent report writing skills
Desirable
- Understanding of working in a health care environment, including HTM and HBN standards
- Supervisory skills
Personal Attributes
Essential
- Professional attitude
- Self-motivated
- Ability to prioritise and multi-task
- Ability to meet challenging deadlines
- Able to work flexibly
- Commitment and energy to delivering projects professionally and to specification
- Enthusiastic and positive attitude
Person Specification
Education, Qualifications & Training
Essential
- C&G, HND / HNC or similar qualification in either Mechanical, Electrical, Building Services, or equivalent relative experience
- Educated to degree level or equivalent in relevant discipline
- Relevant CPD undertaken (CDM training, IOSH, NEBOSH)
- Project Management qualification
Desirable
Experience
Essential
- Proven track record of project planning, implementation, completion,
- Experience in specific project management techniques e.g. PRINCE2
- Experience of working within Estate & Facilities services
- Experience of procurement regulations, frameworks, tender documentation.
- Experience of working in an operational Electrical, Mechanical or Building Services role
Desirable
- Experience of working in a public sector environment
Knowledge & Abilities
Essential
- Knowledge of construction contracts, JCT, NEC etc.
- Knowledge of building and writing work specifications
- Understanding of Mechanical and or Electrical supply and distribution systems in large buildings
- Intermediate IT skills
- Good influencing/negotiating skills
- Highly organised and disciplined
- Ability to understand, interpret and solve complex technical situations and issues
- Ability to quickly build relationships and credibility with management & stakeholders
- Ability to communicate at all levels
- Ability to identify and manage risks
- Excellent report writing skills
Desirable
- Understanding of working in a health care environment, including HTM and HBN standards
- Supervisory skills
Personal Attributes
Essential
- Professional attitude
- Self-motivated
- Ability to prioritise and multi-task
- Ability to meet challenging deadlines
- Able to work flexibly
- Commitment and energy to delivering projects professionally and to specification
- Enthusiastic and positive attitude
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.
