Estates and Facilities Business and Compliance Manager

Job description

Job responsibilities

Strategic Planning

1. To support the Director of Estates and Facilities in developing and reviewing the strategic direction of services under Estates and Facilities.
2. Key involvement in the shaping, implementing and on-going development of the Trusts Estate Strategy including master planning and strategic options.

Business Planning

1. Lead the annual business plan for the areas of responsibility in conjunction with the directorate management team for agreement with the Trust Executive.
2. Demonstrate political astuteness and an understanding of national directives in relation to funding opportunities.
3. Responsible for securing the necessary resources and facilities to deliver the directorate business plan and all business developments.
4. Ensure that agreed financial activity and other performance targets in the annual directorate business plan are delivered.
5. Responsible for ensuring that the management team within the area of responsibility focuses on performance targets, and quality and efficiency improvements.

Service Delivery

1. Manage complex activities across the Estates & Facilities Directorate and provide strategic support to ensure the delivery of the work programme.
2. Support the development of new processes, internal and external communications, where required by regular contact with the teams, stakeholders and Communications team to which support the definition and delivery of the portfolio of functions within the programme.
3. Facilitate and support the programmes governance structures and meetings, as well as maintaining efficient and accessible, ensure accurate and open communication and coordination with a range of organisations and individuals, ensuring the management of specific tasks, support reporting and complex analysis across a range of work streams, and functions to ensure effective delivery.
4. Prepare correspondence, Board and complex papers, as directed by Director of Estates & Facilities, ensuring papers are written, proofed for accuracy, completed and delivered within deadlines.
5. Responsible for developing and implementing E&F policies and have an oversight to ensure compliance.
6. Responsible for ensuring that standards of service are continuously set and reviewed.
7. Responsible for CIP development, delivery and performance.
8. Assist the Estates & Facilities Managers with the development and production of reports for the Directorates.
9. Participate in the Departments Senior Engineer/ Manager on-call arrangements.

Compliance and Risk Management

1. Responsible and accountable for the design and ongoing management of the risk and issue management process.
2. Ensure that the risk and issue registers remain current and are maintained.
3. Ensure appropriate project risks/ issues are escalated, with regular review with all stakeholders to ensure that risks are identified, appropriately graded and appropriate mitigation measures are put in place.
4. Monitor and evaluate risks and issues using a tracking mechanism to enable a proactive resolution and escalation processes.
5. Lead for compliance element of Estates and Facilities to include;

• Mandatory estate related information returns (Premises Assurance Model (PAM), Six Facet Survey etc.)
• Health, Safety and Fire (E&F)
• Compliance with legislative requirements relating to energy and carbon emissions

1. Completion of complex audits and monitoring of all audits within the department to ensure compliance.

Programme Management

1. Provide programme level management for a range of capital and enabling projects within Estates and Facilities ensuring that projects meet users requirements are completed on time, within budget and to acceptable quality standards in compliance with the Trusts financial instructions and policies.
2. Ensure that project infrastructures are established including project initiation documents, project execution plans, business cases, risk assessments and budgets throughout the planning, design, tendering, reporting, approval, construction, commissioning and post-completion stages.
3. Provide professional advice and guidance to senior operational management (such as General Managers) on complex Estates and Facilities projects in terms of project planning, feasibility, design, buildability and delivery of projects. Support the Estates and Facilities teams in developing feasibility and business cases and bids in order to deliver high quality, effective and efficient patient care demonstrating best practice and value for money.
4. The production and development of business cases, relevant documentation and performance reports ensuring robust project processes and procedures are in place and that key targets are established achieved and maintained.
5. Ensure best value for money is being achieved and where appropriate market test and outsource or insource services.
6. Oversee tender documentation and tender processes to ensure value for money.
7. Ensure that robust mechanisms are in place to regularly monitor and report performance for all project activities with regular reports for project spend, progress and post project reviews.
8. Manage the production and reporting of timely, accurate and relevant financial and non-financial performance indicators (KPIs) ensuring optimum performance.
9. Support the Head of Operational Estates in maintaining and updating Estates 10 year backlog capital programme with prioritisation criteria and key linkages to the corporate risk register.
10. Contribute and support the Redevelopment team in delivery of the redevelopment programmes.

Staffing and Staff Management

1. Responsible for the recruitment, line management, and development of staff within the admin team and Information team to enable them to deliver a high-quality service and to fulfil their individual potential.
2. Lead and manage consultants and bank staff and professional advisors with in the area of responsibility.
3. Responsible for professional and technical development of staff, effective and high-quality appraisal and supervision for all staff with in the area of responsibility in accordance with Trust Policy.
4. Provide support to estates managers in connection with the management of staff including acting as senior investigating manager for disciplinary hearings, absence management, etc.
5. Develop and implement a workforce plan for the areas of responsibility built on service and workforce analysis to reflect the current and future needs of the service.
6. Create a culture which fosters staff involvement, challenges harassment and bullying, and respects the dignity and diversity of all staff.
7. Ensure that the directorate takes a proactive approach towards tackling HR issues including recruitment and retention, performance and accountability, labour utilisation, and skill mix.

Communications

1. Establish effective communications and working relationships internally and externally. Managing sensitive communications across the area of responsibility and externally with stakeholders.
2. Strengthen the liaison between Estates (Operational and Capital), Redevelopment team and operational teams, ensuring a close collaborative working relationship. Where there are contentious or complex issues, such as lack of understanding, to work directly with the senior teams to overcome barriers to progress.
3. Communicate information, risks, issues and dependencies, including briefings and reports to Estates and Facilities teams, sponsors and a range of internal and external staff.
4. Prepare strategic papers and present information to stimulate discussion and agree strategies.
5. Ensure business continuity, coherent strategy and operations across the Trust.
6. Deal with all complaints in accordance with Trust policy.

Finance, Activity & Information

1. Develop dashboard reports with support from the information manager. Management, monitoring and reporting of the estates departmental budget, capital programme allocation and multiple project budgets and key performance indicators.
2. Budget holder for Estates Administrative and Compliance function.
3. Establish ad hoc and routine systems for reporting of workforce and financial and activity performance.
4. Continually strive for delivering function outcomes, value for money and greater efficiency.
5. Develop and maintain information systems to accurately store and analysis data to meet the needs of the responsibilities and Directorates accordingly.
6. Responsible for development, adaptation, implementation, monitoring and evaluation of information systems.
7. Undertake and detailed information analysis of specific reports requiring high levels of concentration.
8. Present information on all aspects of function practice in a clear, understandable and audience-appropriate manner to senior management and board level groups.
9. To ensure that data quality process within the area of responsibility are embedded within business as usual for teams.

General

1. Act as senior leader within the organisation, deputising for colleagues as required and acting at all times with maturity and sensitivity to the organisational priorities.
2. Lead by example and act at all times as an ambassador for the Trust, championing the Trusts values and upholding the highest standards of behaviour and compassion for colleagues.
3. Work as a core member of the senior leadership team, offering options and suggestions, guidance and advice to others based on own experience and supporting the operational and strategic agenda as required.
4. To always work in a way that is constructive and collaborative with colleagues.

Person Specification

Education/ Qualifications

Essential

• First degree or equivalent management qualification and extensive post-graduation experience in general or project/programme management roles.
• Masters qualification in a relevant subject (e.g. MBA).
• PRINCE2 Practitioner or equivalent project management qualification.

Desirable

• Member of Association of Project Managers or Project Management Institute or equivalent professional membership (MAPM; MRICS; MCIBSE; MCIOB etc)

Knowledge

Essential

• Broad understanding of the complexities of health care provision
• Operational knowledge of NHS acute sites.
• A working knowledge of service and process re-designs and change management methodologies
• In-depth professional knowledge in a number of disciplines e.g. financial management, performance management, information systems, staff management acquired through training and experience over an extended period

Desirable

• Experience of managing complex capital projects in a changing NHS environment
• Previous knowledge and or experience of managing a P21+/P22 project or a similar supply chain framework
• Knowledge of NHS business case processes including HM Treasury 5 case model and HM Treasury The Green Book-Central Government Guidance on Appraisal and Evaluation

Experience

Essential

• Experience of managing hospital services
• Significant experience of line management of a large multi-professional team.
• Experience of managing a complex project as part of a multi-disciplinary team
• Experience of effective risk and issue management in a complex project
• Experience of managing complex project budgets
• Experience of advanced project management skills
• Use of activity and performance data to inform the direction of a business case and the delivery of service improvement.
• Experience of preparing and co-ordinating the preparation of business cases
• Demonstrable evidence of well-developed influencing and negotiating skills across professional and divisional groups
• Experience of developing and delivering business cases

Desirable

• Experience of participating in formal procurements and contract negotiations (preferably NHS)

Key Attributes

Essential

• Ability to influence and create change where significant barriers to acceptance exist
• Creative and robust approach to problem-solving
• Ability to communicate complex concepts and issues in a face-to-face environment and in formal written communications with people from a wide range of staff levels and experience.
• An ability to work effectively as a part of a multi-disciplinary team as well as on own initiative essential.
• Ability to work to tight sometimes unrealistic deadlines
• Ability to work outside normal business hours if necessary
• IT and key board skills
• Ability to use Microsoft Project and information sharing portals

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).

Employer details

Employer name

Bedfordshire Hospitals NHS Foundation Trust

Address

Bedfordshire Hospitals NHS Foundation Trust

Luton

LU4 0DZ

Employer's website

https://www.bedfordshirehospitals.nhs.uk/working-here/ (Opens in a new tab)