Head of Estates

The Head of Estates is responsible for the overall management of building infrastructure and engineering services for University Hospitals Plymouth NHS Trust. This includes staff leadership for the Estates senior team covering electrical, mechanical and building services. The role has responsibility for ensuring that engineering maintenance, including contract work, is carried out to appropriate standards and specifications. The role holder provides professional building and engineering specialist expertise to other estates staff, Directors, Senior Management and the Trust Board, and provides advice to external organisations and agencies. The post holder will undertake Authorised Person responsibilities in relation to a variety of disciplines.

Main duties of the job

The post holder will develop and promote best practice delivery of Estates operational services so that they enhance patient experience and create and lead a highly performing Estates operational team. They will engage senior colleagues within the Site Services team and more broadly within the Trust, to ensure that the Trust estate remains safe and compliant and will identify and deliver opportunities to improve the quality of service and reduce the cost of delivery.

Job responsibilities

• Manage, monitor and co-ordinate all engineering and building installations, services and work activities.
• Ensure all statutory estate compliance requirements are met.
• Work in accordance with HTMs and HBNs.
• Advise the Director of Estates and Facilities on all aspects of engineering and building services, ensuring compliance.
• Be responsible for the recording of, monitoring, review and provision of reports to the Director of Estates and Facilities on engineering and building planned preventative maintenance services (PPM).
• Manage external engineering contractors and specialist services personnel working on the Estate infrastructure ensuring supervision, training, quality outputs and control.
• Provide specialist engineering input into tender specifications and working with procurement obtain quotes or tenders for engineering services.
• Be responsible for the management of all Estate systems.
• Be responsible for the preparation of inspection, maintenance and safety programmes for the maintenance and control of all engineering and building infrastructure.
• Prepare, implement and evaluate short, medium and long-term plans for the replacement or upgrading of engineering plant, equipment, systems and engineering infrastructure based on risk assessment to include the formulation, for agreement and delivery of backlog and specialist services maintenance programmes with minimum disruption to patient services.
• Ensure the development and maintenance of all records including as-fitted drawings, maintenance manuals, statistical returns, EFM information, performance reports, controlled documents, logbooks, updated policies and procedures.
• If required direct engineering services design for very small schemes in compliance with Trust Standing Orders, Instructions, Policies and Procedures.
• Be responsible for the delivery or overview of any engineering and building schemes funded from the capital programme to be delivered on time within budget and to the necessary quality standards. This includes the provision of necessary and regular reports on progress to the Site Services Programme Board and Director of Estates and Facilities as required.
• To represent Estates, and more broadly, Site Services at a number of Trust Committees and Sub-Committees as required.
• Advise the Trust Board of any non-compliance with statutory and mandatory regulations in respect of the estate and Fire Safety and ensure effective and appropriate communication of key fire safety messages up and down and throughout the organisation.
• Provide and maintain Estate information on space utilisation, condition and backlog maintenance including the completion of required returns (ERIC).
• Ensure that an appropriate programme of Planned Preventative Maintenance is in place and appropriately resourced.
• Ensure the Estates function holds a robust Business Continuity Plan (BCP) that maintains continuity of services in the event of major failure of plant or equipment or a major incident. Similarly that this BCP integrates and supports the BCP of the wider Trust.
• Ensure that up-to-date records are maintained with Estatecode in line with the requirements of HBN 00-08 Estatecode.

Business and Financial Management

• Deliver cash releasing efficiency savings and improve the efficiency and value for money of the function through innovative service re-design and change management.
• Responsible for the adherence to health and safety legislation and compliance with the hygiene code to include the response and consequent changes in practice within the function relating to any health and safety issue including the investigation, assessment, action and provision of advice for health and safety incidents, safety notices and the reporting of adverse events and failures.
• Be responsible for the Estates risks on the risk register and the performance of the estates function in relation to risks and incidents. To include the risk review system to include:
  • Identification
  • Regular review
  • Action planning
  • Monitoring of risks and implementation and evaluation of mitigation measures.
• Develop the Estates function business plan to include workforce plans and budget setting.
• Be responsible for the performance of the Estates service and its contribution to the Directorate and Trust targets and monthly dashboard performance.
• Ensure the implementation of the Directorate performance framework for Estates services with assurance of continued value for money and quality through surveys, feedback and market testing to include patient, clinical, staff and public involvement.
• The production and monitoring of regular performance and status reports for the Estates function giving assurance that key performance indicators (KPIs) are achieved.

Governance

• Ensure the delivery and management of a performance framework for operational estates services, with assurance of continued value for money and quality through surveys, feedback and market testing to include patient, clinical, staff and public involvement.
• Delivery of a comprehensive governance structure that meets with internal and external audit requirements and ensures that all operational estates process, procedures and operations, regardless of size are fully auditable, comply with statutory requirements, Trust standing financial instructions, risk management processes, scheme of delegation and where stakeholders are fully engaged in the process.
• Delivery of a comprehensive process that meets with internal and external audit requirements for contracting and tendering procedures ensuring good practice in the letting of contracts, maintenance agreements, specialist plant and or equipment maintenance.
• Development, implementation and effective management of health and safety issues for the operational estates function with appropriate documentation and mechanisms in place for CDM, safe systems of work, control of contractors on healthcare sites and training for staff.
• Ensuring the Directorate and in particular the estates service is responsive to recommendations on changes to service delivery made by internal and external bodies including audit etc.

Leadership

• Lead and actively manage the delivery of a highly effective and responsive Estates function and team for the Trust.
• Provide clear leadership, be a positive role model and actively promote the Trusts vision and strategic aims, and values.
• Actively seek to develop innovative and productive partnerships with other health care providers, contractors, business partners and the private sector.
• Provide a strong contribution towards the leadership of the Trust, ensuring that all services are patient focused, high in quality and effective, optimising utilisation of human, financial and other resources.
• Ensure all opportunities for joint working across the health community are identified including maximising the potential benefits of the estate within the health community.
• Lead the implementation of the Estates strategy across the Trust, ensuring co-ordinated and integrated solutions that are efficient, cost effective, and that future proofs the hospital.

Person Specification Qualifications

• Management qualification & demonstrable experience leading a team
• Evidence of recent & relevant CPD
• Project Management accreditation

Experience

• Proven and demonstrated experience working at senior level in an estates-based environment either in the public or private sector
• Outstanding technical, organisational and people manager experience in H&S and technical regulatory matters.
• Understanding of acute hospital estates delivery
• Knowledge of NHS policy and technical guidance

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.

£74,290 to £85,601 a year Dependant on experience