ROYAL MASONIC BENEVOLENT INSTITUTION JOB DESCRIPTION

Transcription

1 ROYAL MASONIC BENEVOLENT INSTITUTION JOB DESCRIPTION Job Title: Facilities Manager Job Code: COFM Division: Care Operations Department/Home: RMBI Home Accountable To: Directly to Home Manager and with a dotted line to the Property Operations Manager for technical and compliance matters and maintenance projects Direct Reports: Facilities Assistant/Gardener Team Size: 2-5 Geographic Working Area: Home Peers Own Team/Department: None Peers (Other Departments) Operations Coordinator; Business Administrator; Deputy Manager Budget Responsibility:* 250,000 c * In partnership with Home Manager & Property Operation Manager For Project work in partnership with Property Ops Manager Description of Budget: All aspects of the maintenance of the Home including input into establishing annual budget; recommending budget spend; checking and authorising invoices Input into planned maintenance budget co-ordination with POM s 1 of 8

2 Facilities Manager of Care Home and all associated RMBI site buildings/properties with responsibility for the purchase and invoicing of all maintenance related matters. Ensuring all regulatory checks are undertaken in timely manner and the Home is compliant; organising all interior redecoration including public areas and residents rooms; responsible for ensuring the grounds are maintained to a high standard outsourcing to external contractors within agreed budget. Ensure other building and services planned and response repairs are undertaken to ensure full operation of the Home. Manage service, maintenance and compliance contracts/contractor. Manage health & safety within the Home to ensure residents, staff and visitor s safety and manage external contractors health & safety performance. Job Purpose: On occasions and with the approval of the Home Manager or their Deputy to respond, when available and where required, attend on-call requests during out of hours periods for emergency situations. 2 of 8

3 KEY RESULT AREAS: What are the key outputs of the job? (What results do you leave behind?) 1. Ensuring the Home meets regulatory standards relating to health at work act workplace regulations, including Regulatory Reform Order, Fire regulations, LOLER, PUWER, Disability Discrimination Act & water regulations. What are the success measures of the job? (How will we know if you have done your job well?) Home is fully compliant at all times with statutory and mandatory All work is to budget and completed within agreed timescales Staff are kept informed of changes and any potential risks Fire consultant inspections meet external standards Legionella/Water checks are regularly undertaken and fully compliant with agreed standards All equipment and tools are in date and checked to regulatory requirements Vehicles are fully maintained checked and road worthy Health and Safety Committee meets as required and actions are agreed, followed up and implemented What are the main tasks of the role? (What skills are you required to have?) Daily oversight of all aspects of the Home Checking all fire safety regulations are compliant PAT testing undertaken on an on-going basis as new residents come in PAT Testing to agreed schedules Receiving inspections from Fire consultant and responding to their report Receiving Legionella risk assessment and action findings Keeping and reporting comprehensive weekly/monthly logs of all property statutory and mandatory compliance checks Fire testing on a weekly basis Organising external suppliers to test smoke alarms Manage asbestos (where present) in accordance with management plan What are the main decisions that you are required to make in your job? Purchasing of fire equipment Appointment of local suppliers and contractors in agreement with the Regional Property Operations Manager Making recommendations on areas of concern that require changing, such as Fire, Health and Safety issues seek advice support from property departments on legislative changes and updates 3 of 8

4 2. Overseeing contractual building, mechanical, electrical and grounds maintenance work within agreed project plan 3. Management of Maintenance Budget Work is carried out to specification Budget on plan and managed Residents feedback on quality of work Residents not inconvenienced and no complaints raised Health & safety procedures and practices implemented All contractors have appropriate permits and checks to be able to work on site Work has been specified to agreed budget Suppliers and resources are properly managed Outputs are to a high Chairing of regular Health and Safety meetings informing the management team of planned work and projects and ensure all health and safety matters are discussed, considered and agreed Arrange relevant health and safety briefings/training to wider staff Daily checks with on-site contractors to ensure works delivered to plan Ensure that all contractors have permits to work Evaluation of work Negotiating with contractors if not to spec Updating Regional Property Operations Manager of project progress and concerns Management and oversight of agreed budget Detailed costing on all elements of expected spend Developing annual budget in conjunction with Home Manager and Regional Property Manager Detailed analysis of Queries raised by contractors on building works Issues on budget spend To halt progress if health and safety issues Quality of works and materials acceptable Value for money Items to purchase and when When to refer to Regional Property Manager/Home Manager 4 of 8

5 4. All facilities and equipment is well maintained standard The annual budget is managed to agreed lines Achieve value for money. Lifts and hoists and other lifting equipment are fully functional Services, heating, hot water heat sources are performing well. The interior public and resident areas are well maintained and in good order External areas are well maintained and pose no risks to staff, residents, relatives and other site visitors All areas relating to health and safety are in good order project and regular maintenance works items Checking of core items such as beds and determining whether they need to be changed Oversight of regular contracts to ensure items are well maintained and replaced as required Completion of risk assessments property related health and safety matters arising in the Home Action of any property related outcomes arising from assessments completed by safety consultants Completion of frequencies and the daily/weekly/monthly/annu al checks recorded and updated Maintaining maintenance spread-sheet listing programme of works and checks Information forwarded to Regional Property Manager in line with policy Replacing and repairing items that are defunct or damaged as a case for purchase Procure works within agreed procedures and financial delegations seek authority form POMs as appropriate When to obtain competitive quotations Whether to repair or replace To alert staff and residents not to use Management of budget Consult POM s for specialist advice 5 of 8

6 5. Supervision of Assistant and external contractors including fire doors/extinguishers and other items Any defunct items are repaired or removed Vehicles are roadworthy Nurse call system is fully operational Fully engaged team/workforce No complaints being raised Appraisals/supervisions completed Mandatory training completed within timescales All maintenance work carried out to agreed schedules and to high quality Checking and maintaining RMBI vehicles Check and repair the nurse call system Meeting team and contractors on a daily/regular basis Undertake contractor site inductions Check all permits to work Providing clear directions and information to enable team to deliver great work Praise and recognition Planned appraisals and supervisions undertaken Recruitment and selection of staff Input into disciplinary/investigations Ensure staff are aware of their responsibilities to be awake and alert at all times whilst in the workplace Scheduling of work Forward planning of projects and who impacted Selection of new staff members Quality of materials and workmanship to RMBI standards 6 of 8

7 PERSON SPECIFICATION: Requirement Essential Desirable Education HNC or equivalent Facilities Management Recognised health and safety qualification Experience Reasonable experience of estates management in a 24/7 service provider establishment Management of external contractors Previous experience of estates management in a care home or similar environment such as school Knowledge Good understanding of electrics Good understanding of plumbing Utilising materials Good understanding of UK regulatory health and safety such as fire; PAT testing; legionella Skills IT skills Carpentry Multi-tasking Record keeping Fault finding Budget Management Staff supervision Project Management Empathy towards elderly people Note: This job description is developed as a general guideline for what is required in this role, and is not a definitive statement. The operational requirements of the organisation as well as annual objectives will influence the requirements of all jobs and employees. In other words, job holders will be expected to carry out reasonable tasks required of them, over and above what is described herein. This job description is also subject to review and change from time to time, subject to discussion with the post holder(s). 7 of 8

8 Action: Name: Date: Reviewed by: Roger Sandilands Facilities Manager at Devonshire Court Marc Nelson-Smith Director of Property Alan Greenwell Regional Operations Manager January 2014 Updated August 2014 by all FMs 8 of 8