Estates Manager
About us
At Sheffield Health and Social Care NHS Foundation Trust we provide a range of mental health, learning disability, substance misuse, primary care and other specialist services designed around the needs of people in our city.
We have a dedicated and skilful team of people caring in Sheffield, which you could become a part of.
Our values are at the heart of everything we do. These are: working together for our service users, respect and kindness, everyone counts, commitment to quality, improving lives.
Job overview
The Estates Manager will manage directly employed maintenance, grounds staff and contractors, with the support of the Estates Officers, to ensure the continuity of technical services at all times for Sheffield Heath and Social Care NHS Foundation Trust and contracted organisations.The post holder will also be assisted by the Estates Officers in undertaking performance reviews for all the maintenance and grounds staff.
The Estates Manager specifically manages maintenance requests and records, implements safety compliance measures, small scheme improvements (SSI), conducts site inspections/audits, and maintains asset lifecycle registers. 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.
The post holder will be required to participate in the Estate Services 24-hour on-call system.
Main duties of the job- Plan, manage and monitor the administration and execution of maintenance to ensure all Trust sites are compliant and meet the Trusts and Service Users standards and expectations.
- Responsible for the direct labour workforce and contractors.
- 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 site visits to inspect maintenance or building works, carry out surveys and quality control audits.
- Assist in the management of Small Scheme Improvements (SSI) and backlog Maintenance.
- Assist in the monitoring of contractor performance, in relation to the Trusts' contracts.
- Proactively liaise with and advise all stakeholders on the status of planned, reactive and corrective maintenance.
- Working for our organisation
However, employees may claim this cost back through the Trust's Employee Expenses Reimbursement Policy. For those requiring a Basic DBS check, it is necessary to register for a DBS Online Account.
Detailed job description and main responsibilities- Responsible for the direct labour workforce, agency- and contract staff.
- Ensure PPM works are issued to engineering, building, garden operatives and contractors and contractors for completion by the planned date. Supervise and monitor work to ensure timely completion.
- Ensure all relevant documents and information are inputted onto the department’s Computer Aided Facilities Management (CAFM) system, Planet FM.
- Ensure reactive maintenance defect requests are effectively prioritised, issued and completed without undue delay.
- Be a member of the team responsible for the ongoing implementation and development of the PPM system, to ensure compliance with statutory requirements, Health Technical Memorandum (HTM) and Codes of Practice.
- Act as Responsible- or Deputy Responsible Person, (to ensure the Trust is legally compliant in the relevant areas), in at least two of the Estate Services technical areas below, authorisation will be in writing: Asbestos, Electrical low voltage systems, Gas installations, Lifts, Ventilation systems, and Water systems.
- Deploy technical knowledge and experience to competently manage.
- Estate services work, including installations, PPM, analysis and correction of fault situations, repairs to complex low voltage networks, critical systems and the following installations: Automatic doors, Door entry systems, Combined heat and power units, Commercial catering and laundry equipment, Emergency generators, Emergency lighting systems, Fire and intruder alarms, Gas boiler and pipework installations, Ground source heat pumps, Heat recovery units, Heating, domestic hot-water and ventilation plant, Lifts and lifting equipment, Low voltage fixed wiring, Nurse-call and staff attack systems, Refrigeration and air-conditioning plant, and Voltage optimisation units.
- To keep the Head of Estates fully up to date in respect of operational issues, particularly those that may affect the department and Trust’s activity targets or performance levels, and to work closely with the Maintenance team members, to deliver a co-ordinated approach to maintenance and grounds operational activities.
- Ensure safe methods of working. Carry out risk assessments and develop safe systems of work as required for specific works and projects, issue Permits to Work, when required.
- Undertake inspection of plant and equipment to ensure proper functionality and compliance with relevant HTMs, British Standards and health and safety requirements. Prepare reports with budget proposals for repair or replacement. Advise on the use and function of plant and equipment to ensure optimum performance and safety in use.
- Have input into the development and management of maintenance policies, programmes, service level agreements and contract agreements to meet the changing requirements of the Trust.
- Investigate and respond to emergency situations taking all appropriate and practicable safety measures to prevent danger and injury; take responsibility for ensuring appropriate, external assistance is contacted when needed.
- Interpret and work from instructions and drawings, including CAD drawings and specifications, to develop and understanding of complex plant, equipment and systems to ensure continual maintenance and fault diagnosis.
- Liaise with members of staff at all levels, service users and general public in connection with work to be undertaken while taking all safety measures to prevent danger and injury.
- Occasionally work in confined or restricted spaces, e.g. lofts, plant rooms, service ducts etc. Produce risk assessments and method statements to prevent danger, avoid injury and prevent damage to equipment.
- Liaise with members of staff at all levels, service users and general public in connection with work to be undertaken while taking all safety measures to prevent danger and injury.
- Occasionally work in extremes of temperature and weather conditions as and when required, (e.g. plant rooms, walk-in fridge/freezer rooms and outdoors).
- Communicate complex information to all staff groups, either verbally or written, on technical subjects or other issues, which may arise from time to time.
- Use extensive knowledge of Building Management Systems (BMS) to enable a comfortable environment for staff, service users and members of the public. Remotely diagnose heating, cooling and ventilation problems and take suitable remedial action.
- Be trained and aware of the requirements throughout the Trust relating to the management of asbestos.
- Act as an appointed manual-handling key trainer having attained the standard set by the Trust; responsible for training directly managed staff.
- Be authorised to use a staff purchase card.
- Participate as an active member of the Estate Services managers on-call rota.
- Be trained in the use of hand-held devices, e.g. personal digital assistants, (PDAs).
- Manage the Trust’s gritting and snow clearing service
Person specification
Knowledge and Skills
Essential criteria- Skilled in: problem solving, organisational prioritisation, analysis, I.T., communication skills (written and verbal), interpersonal relations, numeracy and negotiation
- Evidence of continuing professional development
- Strongly self-motivated and able to motivate others
- Knowledge and understanding of Health Technical Memorandum (HTM) and other guidance relating to the estate management function
- • Awareness of clinical services.
Training and Qualifications
Essential criteria- Educated to Degree level, HNC or HND in engineering, or equivalent qualification • Completed apprenticeship in an approved craft
- Other relevant qualification, e.g.
- ONC technical qualification
- Professionally registers or working towards professional registration (initially I.Eng)
Experience
Essential criteria- Suitable experience in a role combining technical/operational Estate Services managerial work
- Experience/training and in-depth knowledge of: management of Legionella risks, safe use of low voltage electrical systems, development, operation and use of building management systems, electrical and mechanical building services, knowledge of statutory health and safety requirements and their application/management, planned preventative maintenance, technical fault diagnosis/problem solving and management of asbestos
- Have experience of: staff management, budget management, delivering simple training packages to staff, contract supervision and change management
Other
Essential criteria- Participate in the Estate Services 24-hour on-call rota
- Be able to attend events outside Sheffield
- Hold a full, clean driving licence
- Have a flexible approach to duties/hours of work
- Be prepared to undertake training as required to achieve full potential of the position
Please think about your personal values and how these align with our values when you are applying. Find out more about our organisation through our website.
We are a Disability Confident employer level 2 and hope to achieve level 3 this year. We offer a guaranteed interview to disabled applicants who meet all of the essential criteria for a role. When you apply you will have the opportunity to let us know if you require adjustments to be made, please contact us if you are not sure or if you require adjustments to the application process itself.
Our six staff network groups welcome new members, these are:
- The Ethnically Diverse Staff Network Group
- The Disability Staff Network Group
- The Lived Experience Staff Network Group
- The Rainbow Staff Network Group
- The Staff Carers Staff Network Group
- The Women’s Staff Network Group
We know how important flexible working can be to applicants and therefore we encourage you to discuss any working arrangements as part of this process. We will always aim to accommodate requests, wherever possible.
The Trust is committed to safeguarding adults and children and as part of our safe recruitment practice the successful applicant(s) will be subject to a check with the Disclosure and Barring Service (DBS) if it is deemed appropriate for the role.The cost of the DBS check (currently up to £48.23) must be met by the successful applicant(s).
When applying for this post you will redirected to complete your application in our preferred applicant management system, Trac. If you are successfully offered a role, information will also be transferred into the national NHS Electronic Staff Records system.In addition, in submitting an application, you authorise our Trust to confirm any previous NHS service details via the ESR IAT process should you be appointed.
Please note, all communication regarding your application will be made via email, please ensure you check your junk/spam folders as emails are sometimes filtered there.
Use of Artificial Intelligence (AI) when writing job applications
If you choose to use AI or other tools to assist in writing your application, it's essential to personalise this information, particularly your supporting statement.
While AI can help streamline the writing process, these tools cannot fully grasp the context or requirements of the job you’re applying for, nor can they accurately reflect your skills, knowledge, and experience. It is crucial that you personalise your supporting statement by articulating these in your unique voice.
Relying solely on AI to write your application or supporting statement is not advocated by SHSC and could negatively impact your chances of success in the application process.
For example, AI responses…- usually lack relevance and fail to address the key criteria outlined in the job description and person specification.
- may come across as generic and fail to distinguish you from other applicants.
- may be ambiguous or open to misinterpretation. Without careful review and editing, the supporting statement could convey messages that are unclear or misconstrued by hiring managers.
- may include qualifications, skills, knowledge or experience that you do not possess, potentially leading to misrepresentation.
Supporting Statement
The supporting statement is an opportunity for you to showcase how your qualifications, knowledge, skill and experiences align with the requirements and criteria outlined in the job description and person.
Recruiting managers score applications based on the criteria listed in the person specification. Managers will be looking for evidence of how you meet these criteria. To increase your chances of securing an interview, provide examples of how you have applied your skills and knowledge in real-life situations.Share work-related successes and challenges you’ve navigated that align with the criteria. These could be from various aspects of your life, including work, education, and personal experiences.
Consider structuring your statement with clear headings or bullet points. This approach will help both you and the recruiting manager navigate through your application more effectively.