[ref. v98364718] Estates Officer - Radlett

Values Based Screener

When you have finished you will be sent a 'completion code' by email, which will be valid for 6 months and required to submit your application form.

http://hpft.recruitforvalues.com/

Job overview

The role also covers the management of documentation to demonstrate compliance with statutory legislation, assists in performance monitoring, and manages budget allocations, ensuring procurement compliance, and monitoring financial performance to achieve best value for money.

It involves interpreting technical data, supporting business case preparation, and conducting service audits to contribute to the development of hard facilities management services.

As an integral part of the Estates team, it supervises contractors and provides professional / technical guidance.

Main duties of the job

• Plan, manage and monitor the administration and execution of maintenance contracts to ensure all Trust sites are compliant and meet the Trusts and Service Users standards and expectations.
• Ensure that all maintenance requests are appropriately completed and signed off.
• Ensure that all maintenance records are appropriately completed, filed and recorded and can be suitably interpreted to ensure compliance and aid reporting of performance.
• Undertake frequent (daily) site visits to inspect maintenance or building works, carry out surveys and quality control audits.
• Assist in the management of Minor Works, and backlog Maintenance
• Assist the Contract Performance Manager to continually monitor performance in relation to the Trusts’ contracts
• Proactively liaise with and advise all stakeholders on the status of planned, reactive, corrective and backlog maintenance.
• Investigate incidents and report findings including any implications associated with supplier the contracts.

Working for our organisation

Hertfordshire Partnership University NHS Foundation Trust are one of just five mental health trusts to achieve an overall rating of ‘Outstanding’ from the Care Quality Commission.

Our family of over 4,000 members of staff provide health and social care for people with mental ill health, physical ill health and learning disabilities across Hertfordshire, Buckinghamshire, Essex and Norfolk, delivering these services within the community and several inpatient settings. Everything is underpinned by choice, independence and equality, with our Trust values embedded throughout:

Welcoming. Kind. Positive. Respectful. Professional.

• Plan, manage and monitor the administration and execution of maintenance contracts to ensure all Trust sites are compliant and meet the Trusts and Service Users standards and expectations.
• Ensure that all maintenance requests are appropriately completed and signed off.
• Ensure that all maintenance records are appropriately completed, filed and recorded and can be suitably interpreted to ensure compliance and aid reporting of performance.
• Ensure that Permit to Work systems, risk and method statements are reviewed and in place so that all work is completed safely, and that Contractors and Sub-contractors are informed of any risks on Trust sites prior to commencing works.
• Undertake frequent (daily) site visits to inspect maintenance or building works, carry out surveys and quality control audits.
• Assist in the management of and be responsible for ensuring that the Trust Asset and Six Facet lifecycle registers are maintained, ensuring all additions and deletions are captured from Capital Projects, Minor Works, and backlog Maintenance records.
• Provide the necessary records required to demonstrate that the Trusts Mechanical / Electrical / Building Infrastructure, Life safety and fire systems, Water Hygiene, Lifts and Asbestos control are adequately maintained and operated in accordance with Health Technical Memorandums, Heath Building Notes, Approved Code of Practices and all statutory legislation.
• Assist the Contract Performance Manager to continually monitor performance in relation to the Trusts’ contracts and to ensure compliance with SLA’s and provide information on any failures of service delivery.
• Proactively liaise with and advise all stakeholders on the status of planned, reactive, corrective and backlog maintenance.
• Under the direction of line management, advise upon and manage an effective backlog maintenance schedule, and working closely with the Capital Works Team and Property Manager ensure that any backlog maintenance work is coordinated with any capital projects and property disposals and acquisitions.
• Ensure that backlog budget is appropriately allocated to capital or revenue accordingly and track all spending against the annual budget
• Prepare monthly backlog maintenance monitoring reports in an agreed format that can be presented to relevant Committees and the wider organisation as necessary including setting out contract performance against scope, time and costs, proposing solutions to any issues encountered.
• Access confined spaces, roof tops, difficult access plant rooms and other areas requiring a degree of physical effort or discomfort including areas of infection risk such as drains and sewers.
• Interpret estates and facilities data, technical facts, and other information including related legislation, health, and safety regulations, building and engineering regulations and technical standards.
• Investigate incidents and report findings including any implications associated with supplier the contracts.
• Co-ordinate with service and operational managers in the preparation of business cases and project evaluation with specific reference to usage of estate, costs of hard facilities service and suitability of proposals.
• Carry out detailed audits of the services provided within the hard facilities management contracts involving discussion with Service Users, Trust Senior Management, as well as the staff in all disciplines to provide information supporting the future development of hard facilities management services.
• Responsible for ensuring that long term planning of hard facilities management services is provided to support the Estates Department Strategy and Business Plan and wider corporate strategies and planning.
• Oversee the delivery of efficiency and quality standards for work undertaken within the department.
• Review, create and implement hard facilities management policies and practices and including taking account of the effects on other departments.
• Set high customer care standards for all work activity across the Estate portfolio.
• Work with the other areas of the Estates and Facilities Team to identify ways of streamlining processes and seeking means of continuous service improvement.
• Continuously develop Hard FM service standards, deliver efficiencies in costs and service improvements, including continuous improvement activities and regular benchmarking of the hard FM services
• Ensure that health and safety standards are developed, implemented, and monitored to ensure that the Trust hard facilities maintenance teams follow and comply with legislative requirements.
• Participate in wider trust committees and discussion groups (for example Water Safety Group, Health and Safety Committee, Finance Meetings, Incident Control Teams) in order to align hard facilities services to developing Trust needs.
• Undertake line-management responsibilities and supervision for specialist consultants/engineering / building contractors ensuring their staff have the correct permits and risk assessments and method statement to ensure compliance with safe contractor system, Trust policies and HSE requirements.
• Occasionally deputise for the Senior Operations Manager and undertake associated line management responsibility for any Estates staff.
• Provide professional guidance, training and development as required to Contractors, Service providers and Trust FM Managers.
• Be an effective manager and team player, demonstrating and role modelling a commitment to the Trusts’ values and strategic objectives.
• Communicate daily with and display exemplar working relationships with all Estates and Facilities colleagues.
• Effectively communicate with all Estates Department colleagues and participate in technical conversations even if outside of any formal training or qualifications.
• Communicate with Procurement teams on the appointment of contractors to tendering lists, hold qualification interviews with regard to the appointment of service providers or any other such professionals as may be required.
• Communicate effectively with Senior Estates Management including but not limited to, Associate Director of Estates, Head of Operations – Estates & Facilities, Property Manager, Head of Capital Projects
• Frequently hold technical conversations with Heads of Service, Service Managers, Lead Nurses, Modern Matrons, Unit/Site Managers, Ward/Departmental Managers, Infection Control Nurses, Operational Services Manager, Health and Safety Manager
• Develop and maintain a collaborative working relationship with suppliers and provide overall management supervision and leadership to all areas of Hard FM services contract delivery.
• Often enter difficult and complex negotiations and discussions on a regular basis with commercially savvy service providers to resolve cost and performance management issues to ensure contract performance and cost control is maintained at the level required in the contract specification and KPI’s.
• Co-ordinate with external professionals to ensure that work undertaken conforms to all statutory standards (i.e., Health & Safety, Fire Safety, Infection Control etc.)
• Represent the Trust by liaising and building relationships with stakeholders and hard facilities management service providers for the successful negotiation of effective and efficient contracts.
• Work in accordance with standing financial instructions and procurement guidelines.
• Assist the Head of Operations and Senior Operations Manager in managing the hard facilities management estates budget providing actual and future forecast cost information.
• Ensure that the procurement of all goods and services for hard facilities management is carried out in compliance with the Trust’s standing financial instructions and standing orders.
• To successfully negotiate with suppliers and external consultants to achieve best value for money.
• Raise / approve purchase orders (within agreed thresholds), keeping accurate records of spend in relation to all hard facilities management services.
• Co-ordinate with the Finance Department to monitor the performance and ensure that budgets are not exceeded.
• Where a potential financial risk arises to bring this to the notice of the Head of Operations), Associate Director of Estates and Facilities and/or Finance Director as appropriate.
• In conjunction with Head of Operations and Senior Operations Manager, manage services within allocated financial resources and identify cost and service improvements
• Provide monitoring of all aspects of service budgets and ensure cost improvement plans and phasing of savings are implemented.
• Authorise payments to contractors and suppliers in accordance with standing financial instructions related to the Trust’s Estates service provision.
• Keep knowledge and skills up-to-date and attend regular refresher courses to ensure knowledge and any authorisation of technical content remains current.
• Attend and complete all Trust mandatory training.
• Comply with the Trusts information management policies and date protection.
• Support the Senior Operational Estates Manager in the development implementation and data input into a range of information systems relating to the estates maintenance service.
• Be proficient in and maintain up to date knowledge on the use of web-based data bases and other estates management software to enable interrogation of systems data, generate reports, process complex data, produce and analyse benchmarking data.
• Be proficient in and maintain up to date knowledge in the use of Microsoft office products, Word, Excel, PowerPoint Teams, in order to develop and maintain Trust Asset databases and registers.
• Produce and present relevant information / update reports to substantiate the performance of the hard facilities management services contracts.
• Fully understand supplier contracts and how the Trust can achieve maximum performance from contractors, securing legal support from time to time over complex contractual issues.

Person specification

QUALIFICATIONS/EDUCATION/TRAINING

• Hold a current driving licence and personal vehicle to conduct site vists (mileage expenses paid)
• HNC / HND Mechanical / Electrical Engineering or equivalent significant management experience.
• Experience in operational maintenance in a Mechanical, Electrical or Building service discipline or equivalent significant experience.

• Educated to degree level or equivalent level of experience.
• Be at or be working towards Membership of a Professional Institution e.g., IHEEM, IEE, IET, I.MechE, CIBSE.

PREVIOUS EXPERIENCE

• Specialist knowledge of fire, fire detection and suppression systems
• Knowledge and understanding of mechanical and electrical systems.
• Able to understand the workings of technical equipment, spot malfunctions and deal with them and use it effectively [eg CCTV, public address and projection equipment, security and fire alarms, etc]
• Able to present complex and sometimes sensitive or contentious information clearly and precisely both orally and in writing.
• To undertake detailed root cause analysis of reported non-clinical incidents
• To act as a Competent Person in relation to the provision of specialist and technical advice to all Trust staff on Health and Safety matters as defined in the Health and Safety at Work etc. Act, Asbestos Management, Water Management, Lifts.
• 1974, The Management of Health and Safety at Work Regulations 1999 and other related legislation
• Experience of working in a senior team, developing strategy, and supporting delivery plans.
• Budget management experience, ideally in a programme or project context
• Experience of working in a complex clinical environment in a similar role
• Experience of working with Capital Project team/contractors for new build or refurbishment projects.
• Experience of working within a multi-disciplinary team and working in a team.

• Investigation of lessons learnt and follow up investigation, influencing change in practice through action plans and implementing risk treatment plans. This requires diplomacy and the ability to influence change at all levels.

About us

Our people tell us they feel supported though a great development, wellbeing and work-life balance offer and a highly compassionate, values-driven culture. We are equally proud of our staff, who live our values of being welcoming, kind, positive, respectful and professional so that together we provide great care and great outcomes for our service users and carers.

If you would like to join a team to be proud of and you share our values and passion for great care and outcomes for our service users and carers, we would love to hear from you.

Additional Information

HPFT is committed to being an equal opportunities employer and in order to reflect the diversity of its population, positively encourages applications from all areas of the community. We aim to be a representative organisation with regards to age, disability, ethnicity, gender, beliefs and sexual orientation and are fully committed to equality, diversity and human rights and encourage applications from all sections of the community including users of mental health services.

The Trust is committed to helping staff balance work and home life and welcomes applications from candidates wishing to work part-time or under flexible working arrangements.

Infection Control

All our staff will need to comply with current Infection Prevention and Control measures which could include wearing a mask on all our Trust sites and in all roles