This post holder will be the day to day interface between the Estates and Facilities Directorate and Service Provider, and will develop and maintain effective working relationships with the Service Provider, and internal service providers and users.
The post holder will lead on the monitoring of the overall performance of the Service Provider and reporting to the Head of Soft Services. This includes reporting on variances to service delivery specifications and poor performance, and the action being taken to resolve issues and ensure performance is as per service specifications.
Facilities Manager will be responsible for a day to day management of facilities contract operational issues and will line manage the Environmental Monitoring Officer’s team.
To develop and maintain effective communication and close collaborative working relationships with key stakeholders, PFI partner Project Co, PFI Service provider, Matrons, Ward and Departmental Sisters, Infection Control, multi-disciplinary teams in all areas of responsibility and Trust expert advisors, external contractors, consultants and agencies, including local authorities.
To be responsible for managing the service contract with specific focus on the service provider obligations, ensuring that services are provided to the agreed specification; rectifying any failures in service delivery; and ensuring that appropriate reductions are made to the monthly service payment.
To be aware of all issues and manage the risk that may impact on performance scoring in the Retained Estate, and act accordingly.
To encourage and promote good customer service from the team, service provider and in house associates.
Main Duties and Responsibilities
- To work with the Facilities Manager PFI and provide cover for each other as necessary
- To attend Environmental inspections and participate in suitable User forums as required.
- To develop and implement comprehensive User satisfaction surveys ensuring that these are conducted in a timely manner in line with the Trust monitoring programme.
- To report unavailability and reduction of service to the Head of Soft Services, Contract and Commercial, identifying areas of variations, the reasons and establishing a remedial action plan in conjunction with the Provider.
- To report equipment defects to the Service Provider in the first instance and to the Head of Soft Services, Contract and Commercial where corrective action has not been taken.
- To liaise closely with the Head of Soft Services, Estates and other Advisors within the team, to ensure that professional advice and support is available in relation to all aspects of Hard Facilities management (FM) and associated services.
- To manage the Environment Monitoring Officer’s team, and other staff as and when requested on key projects
- To train and develop the Environmental Monitoring team to undertake audits in line with agreed procedures, and to work with external specialist advisors to undertake periodic independent audits as and when required.
- Ensure the effective appraisal and performance management of all direct reports and staff to maximise efficiency and contribution of the directorate in the attainment of the Trust governing objectives
- To take responsibility defining the expectations of the post and deciding how those expectations are best achieved.
- To analyse the swabbing and microbiological testing results, identify patterns and drive service improvements to ensure safe environment for patients
- To co-ordination of the drafting of the formal monthly report and ensure an appropriate report is submitted in a timely manner, meeting the Director, Estates and Facilities and Head of Soft Services and Commercial approval.
- To manage the requests for minor works, change of use and variations from users, ensuring they are necessary, costed appropriately and that funds are available to meet increased costs as necessary.
- To research, prepare and recommend action on contract Variations on behalf of the Head of Soft Services, Contract and Commercial, ensuring all processes are adhered to, and funding resources are identified
- To be the main liaison point between The Service Provider and the Trust in ensuring a timely resolution of Variations, and manage external specialist advisors as and when needed within the process
- To ensure an appropriate request and authorisation process is in place for requestingMinor works, Change of Use or Service specifications
- To help identify any risks associated with the provision of all FM services in conjunction with the directorate’s risk lead, and develop robust plans to mitigate them and monitor and manage implementation of them.
- To draft detailed reports on performance for internal and external stakeholders, including the Trust Board, as required.
- The post holder will ensure all records; paperwork and monitoring tools and systems related to the service contract, invoices and variations are suitable for use and up to date.
- To prepare, analyse and present performance data for the Monthly Facilities Provider Meeting and other forums as requested.
- To understand the service contract and specifically theService Level Agreements andKPI’s relating to the relevant services.
- To be responsible for the timely investigation of complaints from patients and internal service users. Where appropriate to obtain information from the Service Provider and to compile draft responses to be signed by the appropriate manager
- To contribute to the planning of major construction projects as and when requested
- To develop services to meet the needs of patients
- To monitor the FM IT management systems for site based operations to ensure that jobs are appropriately logged and reported.
- To organise and Chair regular meetings with clinicians to ensure that the FM Performance Management function continues to provide a service that meets the needs of the clinical function, efficiently and to agreed standards.
- To work independently and free from supervision.
- To escalate any concerning matters relating to service performance to the Head of Soft Services
- Ability to translate local and national policies (i.e. planning law changes), and to advise the Directorate and project stakeholders accordingly.
- To be responsible for the line managementand development of Environment Monitoring Officers team
- Be accountable for managing staff which includes monitoring of their absence and ensuring they undertake appraisal and mandatory training
- Ensure optimal use of staffing resources and review workforce requirements as required
- The post holder is required to manage and/or support the recruitment process for their team
- To carry out investigations and grievance and disciplinary procedures
Communication and Relationship Skills
- To liaise with Quantity surveyors, engineers or other consultants.
- The post holder must be able to communicate range of technical and non-technical estates and facilities management information to stakeholders.
- Ability to provide and receive complex building and engineering information from and to a range of internal and external organisations.
- To provide advice and work with clinical staff on the patient environment and services for healthcare.
- Ability to negotiate with a wide range of NHS and external agencies and stakeholders. Liaise with various stakeholders and have an ability to deal with challenging situations different viewpoints and negotiate with others who have opposing views.
Bank Partners is an employment agency/employment business (as defined by the Conduct of Employment Agencies and Employment Businesses Regulations 2003) and is acting on behalf of its client in relation to this vacancy.