Detailed job description and main responsibilities

Strategy and policy development

1.1 Engage with Directors throughout the Trust to enable the development of the Trust’s Estates Strategy which will support the Trusts business and clinical priorities, comply with regulation, and provides cost efficient and effective services.

1.2 Responsible for driving change within the department to ensure the service is fully compliant with regulation, legislation and guidance by implementing systems and process to monitor and measure compliance and performance.

1.3 Provide leadership with regards to reviewing current delivery standards for compliance against industry standards and develop, then implement, an action plan to correct any areas of non-compliance.

1.4 Responsible for developing highly complex business cases for presentation to Board as necessary to support service improvement recommendations.

1.5 Responsible for reviewing existing budgets/expenditure and compiling new, to drive efficiencies within existing delivery, ensuring value for money.

1.6 Ensure that Managers proactively monitor performance of all Estates services to ensure that the Trust’s needs, KPIs and service standards are met, with the intention of improving existing standards in line with customer needs.

1.7 Responsible for developing and implementing Service Level Agreements with internal departments.

1.8 Lead on the monitoring, development and delivery of policies as appropriate to ensure the Trust has full coverage and develop new policies as required.

1.9 Responsible for reviewing existing processes and procedures and implementing new where gaps arise to ensure all service delivery elements are adequate and that staff are trained accordingly to deliver enhanced service in line with the processes.

1.10 Responsible for auditing, reviewing, proposing and implementing service improvements wherever possible to meet the National Standards, Hygiene Code & Infection Control requirements, ensuring good performance ratings are achieved.

1.11 Lead on implementing processes that enable the undertaking of monitoring of services to verify that service providers obligations are being discharged and take remedial action if applicable

1.12 Responsible for the development the Directorate’s Business Plan (Estates) and ensure that the objectives are achieved within timescale and budget.

1.13 Work closely with the Associate Director of Facilities and the Associate Director of Fire Safety & Governance providing cross cover as appropriate.

1.14 Lead on the development of an Energy and Environment strategy for the Trust.

PFI

2.1 Embed a collaborative working approach to PFI partners working together to enhance long term relations and improve informed working relations plus be accountable for driving delivery of PFI operational performance and compliance and safe transition from private to public sector ownership upon expiry.

2.2 Apply professional expertise to strengthen the intelligent client-side capability and capacity to maintain the relationship and contract performance with the PFI partners and lead contract and performance reviews ensuring the contractors meet their day-to-day responsibilities plus meet the need for effective strategic planning.

2.3 Actively work with hospital operational teams and PFI service providers to identify operational improvements, optimisation of asset management and use and efficiencies that represent value for money to the NHS over short, medium and long term to minimise unnecessary expenditure across multiple sites but mitigate risk of savings being at expense of longer-term value.

2.4 Hold constructive regular meetings with the PFI SPV and shareholder representatives to ensure common understanding of contractual and statutory obligations and hold parties accountable for specific performance and adherence efficiently and effectively.

2.5 Set up and maintain a PFI monitoring calendar to ensure that contractors and suppliers deliver the full scope of contracted services and meet specified timescales; that periodic activities are captured and executed, reporting is timely and comprehensive.

2.6 Work across the PFI and hospital operational teams to maintain robust governance, early warning systems, accurate, valid and reliable data, records of performance, services scope, authorised variations, agreed lifecycle works and payments to support effective and prudent exercising of contractual and commercial levers in addressing problems and disputes.

2.7 Establish and maintain robust programme, reporting and activity monitoring governance.

2.8 With the Director of Estates, Facilities and Capital Development, construct, maintain and manage a dedicated operational team and resilient expiry team with the technical capability, capacity, knowledge and skillsets required to deliver the agreed day to day needs and transition programme leading to safe handover of each NHS hospital.

Service delivery

3.1 Responsible for ensuring the Estates service is delivered in accordance with Statutory Regulations, Service Level Agreements, contractual specifications and Trust requirements. Agree internal SLAs with customers to set a baseline and expectations for service delivery.

3.2 Lead the Estates team and other internal teams to find solutions to issues and problems that enable the Trust’s operation to happen with minimal interruptions.

3.3 Act as the Trust expert for Estates, providing other members of Trust staff with professional advice on estates related matters.

3.4 Responsible for ensuring annual surveys are conducted, risk assessments and audits are fully implemented to monitor service performance and take appropriate actions to address actual or potential service failures, risks and regulatory non-compliance.

3.5 Responsible for producing and presenting reports on performance delivery with action plans, where appropriate, to address service delivery issues.

3.6 Responsible for the development, consultation and implementation of a maintenance programme to support the safe and efficient delivery of all clinical and support services across all Trust sites.

3.7 Responsible for Health and Safety issues relevant to the services provided and to ensure compliance with current legislation regarding the provision of services. Undertake Duty of Care visits and auditing external service providers or/and contractors.

3.8 Lead the negotiation and review of service contracts to ensure that the Trust receives high quality, efficient and cost-effective services that meet Trust business and regulatory requirements.

Financial management

4.1 Responsible for the Estates budgets, capital and revenue, and ensure that expenditure is within agreed budget limits.

4.2 Support the development of the annual capital programme with regards to backlog maintenance in liaison with the Director of Estates, Facilities & Capital Development and Chief Finance Officer.

4.3 Responsible for identifying backlog items and ensuring the relevant 6 facet surveys/asset registers are carried out/updated to ensure all items identified are accurate.

4.4 Lead on the drafting of all estates budgets on an annual basis taking in to account the needs of the department and any CIP requirements for the financial year.

4.5 Lead on the Initiation, implementation and monitoring of annual CIP requirements, ensuring the savings are delivered.

Team Leadership

5.1 Responsible for reviewing the organisation and staffing structures in the function to ensure that the design of jobs and the performance of jobholders is appropriately supporting high quality and efficient service delivery.

5.2 Manage direct reports and direct managers to effectively and consistently manage all directly employed staff, ensuring that requirements for staff’s annual appraisals are maintained and acted upon, and to further ensure each individual staff member is provided with a personal development plan.

5.3 Responsible for developing the Estate Directorate’s Workforce Plans and lead on recruitment issues through the Estates & Facilities and corporate Recruitment Panel.

Service Improvement

6.1 Lead on identifying ways to improve and modernise estates services.

6.2 Lead on encouraging a change in culture whereby Estates staff contribute towards service improvement, supporting both the identification of improvement opportunities and the smooth delivery of change programmes.

6.3 Lead on actively supporting the Trust Improvement Programme. This will involve both contributing to the development of improvement programmes (with clear and measureable outcomes) and compliance with project management monitoring and reporting processes.

6.4 Deputise for the Director of Estates, Facilities & Capital Development, as required.

Please see attached job description for further information.