Leicester, Leicestershire, and Rutland Facilities Management Collaborative (LLR FMC) Job Description. Director of Performance, Quality & Assurance

Transcription

1 Leicester, Leicestershire, and Rutland Facilities Management Collaborative (LLR FMC) Job Description JOB TITLE: Statutory Compliance Officer (Non Acute) BAND: 6 BASE: Your primary base is to be confirmed, however travel between partner Trusts (LPT, UHL and PCT cluster/ successor body) sites will be required HOURS: 37.5 REPORTS TO: Statutory Compliance Manager ACCOUNTABLE TO: Director of Performance, Quality & Assurance ABOUT UHL, OUR VALUES AND BEHAVIOURS UHL s purpose is to deliver Caring at its best for all the people who visit Leicester s hospitals, either as patients, the public or as staff. As one of the largest and busiest teaching hospitals, our vision is to move from where we are now to where we want to be. Locally known as the journey from Good to Great. In undertaking this role you are expected at all times to behave in accordance with our Trust values which demonstrate your commitment to the delivery of high quality services to patients. This will be in accordance with agreed objectives, targets, quality standards, controls and resource constraints. Our values are: 1.We treat people how we would like to be treated 2. We do what we say we are going to do 3. We focus on what matters most 4. We are one team and we are best when we work together 5. We are passionate and creative in our work

2 JOB SUMMARY The key focus of this role is to support the Statutory Compliance Manager and other estates colleagues ensuring that all statutory requirements are managed effectively throughout the Trust. To act as main auditor for the non acute services across the LLR in to ensure compliance for all facilities delivered services and to undertake surveys, inspections and audits of elements contained within that function. The post holder shall produce reports in sufficient detail to enable conclusions to be drawn and recommendations to be made as to areas of non-compliance with statutory, mandatory and best practice guidance. This will include the undertaking of audits to ensure robust systems of training and competencies checks are in place and are managed appropriately by the outsourced contractor. Further key roles will be to develop and maintain a governance and assurance management system, establishing processes to identify the areas of estates and facilities activities that pose risks to staff, patients and visitors and identifying how adverse impacts are to be mitigated. The job requires the post holder to play a lead role in ensuring that third party facilities management provider deliver a high quality facilities management service. To ensure the providers service delivers value for money and ensures a high quality patient experience to meet the full requirements of statutory, mandatory and Trust policies. SCOPE Budget To manage the delegate budget as set by the LLR FMC and to include but not limited to authorising payments to suppliers, contractors and professional services as required. This to include acting as the non acute lead for managing the energy budgets in excess of 5m. Staff Will be required to develop a training matrix for staff within the LLRFMC and ensure it is suitably robust to meet the statutory requirements of the service. Support other services with recruitment of suitably qualified individuals, giving technical support and input where required. Policy The post holder will be responsible for reviewing, developing and implementation of Trust policies and operational procedures for facilities related systems. The post holder will be responsible for the monitoring and auditing of third party facilities providers against the Trust policies and procedures. The post holder will also be responsible for aligning and harmonisation of policies and procedures between the LLR FMC and the FM Contactor to ensure robust and effective

3 documentation and practices are in place with regard the full delivery of services across all aspects of the contract. Communications The post holder will support clients and other LLR FMC staff in the production of briefs and technical specifications for the tendering of project works, to ensure Trusts policies and procedures, statutory requirements and NHS guidance are included. Work with and support clients to achieve the changes required to achieve their planned service delivery models. To provide and receive complex information from multiple sources around the operation and management of multifaceted Facilities services, interpreting this information and reporting to the LLRFMC management team areas of non-compliance and risk to the organisations. To provide technical support and guidance to the organisations management to ensure they are able to discharge their duties, therefore meeting their statutory obligations. Ensure the team has a close and beneficial relationship with all departments and outsourced contractor to ensure that all relevant activities, processes and documentation is efficiently resourced, implemented, controlled and maintained. To attend, produce and present report at Non Acute Divisional meetings on a regular basis to inform the Trust of the levels of compliance and standards achieved across the organisation by the FM contractor and also the support or actions required by the host organisation to ensure full compliance. KEY WORKING RELATIONSHIPS Internal and external stakeholders Professional groups and bodies External agencies KEY RESULT AREAS Act as a specialist in Facilities management Compliance and be responsible for providing technical advice, guidance and support to the organisations, relating to areas of statutory and mandatory guidance appertaining to the Leicester, Leicestershire and Rutland Facilities Management Collaboration (LLRFMC) functions. Particular emphasis is given to key Facilities services such as food safety, To be the Trusts nominated officer for: Contracted Services Compliance DDA Compliance Energy Management Waste Management Risk Register Population Complaints

4 Freedom of Information Property & Asset Management Systems (PAM s) ERIC Population Accident & Incident Investigation HTM Compliance Officer. Asbestos Officer This will include the undertaking of audits to ensure robust systems of training and competency checks are in place and managed appropriately by the outsourced contractor. Ensure the team has a close and beneficial relationship with all departments and outsourced contractor to ensure that all relevant activities, processes and documentation is efficiently resourced, implemented, controlled and maintained. The post holder will be undertaking risk assessments in a wide range of specialist areas and working with key service leads to implement methods of managing the risks and/or providing written reports and action plans with advice in relation to rectifying the issues including method, costs, impact etc. The post holder will assist in the development of technical specifications for project works and monitoring performance against these specifications. This will include acting as clerk of the works to ensure that the required and specified statutory and quality requirements are being met. Support the organisations to review and provide advice on consents with regulators and statutory bodies to seek where possible mitigation of issues. To provide and receive complex information around the operation and management of complex processes interpreting this information and reporting to the LLRFMC management team areas of non-compliance. The post holder will ensure that appropriate reports are produced and disseminated highlighting trends, thematic analysis and lessons learnt. The post holder will be responsible for the full collation and inputting of the Estates Return Information Collection (ERIC) data and ensuring its accuracy and content are appropriate before submission to the centre. To act as the responsible officer for energy including development of energy strategies, financial management and to act as the lead role in the submission of mandatory returns and information to ensure full support in achieving Governmental, NHS, and trust sustainable targets. To establish robust and effective working partnerships with clinical groups and other stakeholders in order to ensure mechanisms are in place to provide enhanced support to general practice in meeting the quality improvement agenda. Produce first class, professional, objective and detailed reports for submission to senior NHS officials and other stakeholders both internal and external and contribute to the objective assessment and feedback of the work undertaken by the department via various means including attendance at meetings and comment on documents and issues when requested. The post holder will be responsible for the development, maintenance and population of all information systems to support the organisations in maintaining the data bases for ensuring compliance and governance are achieved.

5 Where required the post holder will act as the lead for ensuring LLR FMC and participating Trust staff are trained to appropriate standards to fully comply with the Trusts and the individual s statutory requirements. The post holder will assist in the production of client briefs and technical specification for the tendering of project works, to ensure both the client brief is met and that the Trusts policies and procedures are bot implemented and adhered to. GENERAL DUTIES To be physically able to undertake site visits at various locations which may be challenging and/or hazardous and which may require wearing protective clothing. In addition to the key job responsibilities detailed in this job description all employees at UHL NHS Trust are expected to comply with the general duties detailed below: All employees are subject to the requirements of the Health & Safety at Work Act. The post holder is required to ensure that as an employee, his or her work methods do not endanger other people or themselves. All employees are subject to the requirements of the Data Protection Act and must maintain strict confidentiality in respect of patient s and staff s records. All employees must comply with the Trust s equality and diversity policies and must not discriminate, against individuals or groups on the basis of their age, disability, gender, marital status, membership or non membership of a trade union, race, religion, domestic circumstances, sexual orientation, ethnic or national origin, social and employment status, HIV status, or people who are undergoing or have undergone gender re-assignment, marriage and civil partnership, Pregnancy and Maternity or any other grounds which cannot be shown to be justifiable. This job description is not to be taken as an exhaustive list of duties and it may be reviewed in the light of changed service needs and development. Any changes will be fully discussed with the post holder. The post holder will be required to carry out the duties appropriate to the grade and scope of the post. In order to ensure the Trust s ability to respond to changes in the needs of the service, after appropriate consultation and discussion with you (including consideration of personal circumstances current skills, abilities and career development) the Trust may make a change to your location, duties and responsibilities that are deemed reasonable in the circumstances. Your normal place of work will be as discussed at interview and will be confirmed in Section 1 of your contract but you may be required to work in other locations of the Trust. In particular, flexibility is required across the three main Hospital sites (Leicester Royal Infirmary, Leicester General Hospital, Glenfield Hospital). If your initial location is based at one of these sites, excess travel reimbursement will not apply for a permanent/temporary change to base. CRIMINAL RECORDS BUREAU CHECKS This post requires a standard/enhanced disclosure by criminal record certificates as it is regulated by statute. Failure to disclose details if you are currently / or in the future the subject of police investigation / proceedings which could result in a conviction, caution, bind over order or charges is a disciplinary matter, and may result in dismissal.

6 The cost of undertaking a CRB disclosure at the required level and associated processing costs will be met by the individual. To expedite the process the Trust will meet the initial costs of the disclosure which will be deducted from the individuals salary over a three month period commencing on their first months payment. All Employees All employees of UHL must be aware of infection prevention and control policies and are expected to follow them at all times. Any breach of infection control policies will put patients at risk and repeated non compliance will lead to disciplinary action. Safeguarding Children & Vulnerable Adults The post holder is responsible for safeguarding the interests of children and adults who they come into contact with during their work. To fulfil these duties post holders are required to attend training and development to recognise the signs and symptoms of abuse or individuals at risk, to follow local and national policy relating a safeguarding practice and to report and act on concerns that they may have. RESPONSIBILITIES FOR CONTINUING EDUCATION AND PERSONAL DEVELOPMENT (Non medical posts only) Undertake the Trust Corporate and Directorate specific Induction and competency Programmes appropriate to role.

7 University Hospitals Of Leicester NHS Trust Statement On The Recruitment Of Ex-Offenders As an organisation using the Criminal Records Bureau (CRB) Disclosure service to assess applicants suitability for positions of trust, the University Hospitals of Leicester NHS Trust complies fully with the CRB Code of Practice and undertakes to treat all applicants for positions fairly. It undertakes not to discriminate unfairly against any subject of a Disclosure on the basis of conviction or other information revealed. The University Hospitals of Leicester NHS Trust is committed to the fair treatment of its staff, potential staff or users of its services, regardless of race, gender, religion, sexual orientation, responsibilities for dependants, age, physical/mental disability or offending background. We have a written policy on the recruitment of ex-offenders, which is made available to all Disclosure applicants at the outset of the recruitment process. We actively promote equality of opportunity for all with the right mix of talent, skills and potential and welcome applications from a wide range of candidates, including those with criminal records. We select all candidates for interview and appointment based on their skills, qualifications and experience. A Disclosure is only requested after a thorough risk assessment has indicated that one is both proportionate and relevant to the position concerned. For those positions where a Disclosure is required, all application forms, job adverts and application packs will contain a statement that a Disclosure will be requested in the event of the individual being offered the position. Where a Disclosure is to form part of the recruitment process, we encourage all applicants called for interview to provide details of their criminal record at an early stage in the application process. We request that this information is sent under separate, confidential cover, to a designated person within the University Hospitals of Leicester NHS Trust and we guarantee that this information is only seen by those who need to see it as part of the recruitment process. Unless the nature of the position allows the University Hospitals of Leicester NHS Trust to ask questions about your entire criminal record we only ask about unspent convictions as defined in the Rehabilitation of Offenders Act 197. We aim to ensure that all those in the University Hospitals of Leicester NHS Trust who are involved in the recruitment process have been suitably trained to identify and assess the relevance and circumstances of offences. We also ensure that they have received appropriate guidance and training in the relevant legislation relating to the employment of ex-offenders, e.g. the Rehabilitation of Offenders Act 197. At interview, or in a separate discussion, we ensure that an open and measured discussion takes place on the subject of any offences or other matter that might be relevant to the position. Failure to reveal information that is directly relevant to the position sought could lead to withdrawal of an offer of employment. We make every subject of a CRB Disclosure aware of the existence of the CRB Code of Practice and make a copy available on request. We undertake to discuss any matter revealed in a Disclosure with the person seeking the position before withdrawing a conditional offer of employment. Having a criminal record will not necessarily bar you from working with us. This will depend on the nature of the position and the circumstances and background of your offences.

8 PERSON SPECIFICATION Post: Statutory Compliance Officer (Non Acute) Band: 6 Division LLR FMC Criteria Essential Desirable Stage Measured at A application I Interview T Test Commitment to Trust Values and Behaviours Training & Qualifications Must be able to demonstrate behaviours consistent with the Trust s Values and Behaviours Degree/ HND level qualification in a relevant discipline, or equivalent experience and knowledge. Working towards chartered membership of a relevant institute. Interview Application Experience Facilities experience at management level in a complex organisation part or all to be within a NHS organisation. Previous experience of auditing against statutory, NHS guidance and local policies and procedures. Previous experience of operating in similar role within or external to the NHS. Application/ Interview Extensive expert knowledge of statutory, mandatory and good practice documents.

9 Proven experience of production of policies and procedures and analysing and introducing impact assessments. Communication and relationship skills Well-developed oral, written and presentation skills. Negotiating skills, particularly in relation to contractual matters, experience of managing external service providers. Experience of writing reports and action plans around complex engineering systems Interview Experience of negotiating and liaison with senior management to effect change at all levels within the organisation. Able to work and engage constructively with internal and external colleagues. Application/ Interview Analytical and Judgement skills Able to act on own initiative, make judgements and action decisions. Ability to analyse complex information and interpret data and situation to prioritise and implement effective solutions.

10 Planning and organisation skills Ability to prioritise work streams and deliver quality work to tight deadlines. Plan and introduce effective governance processes, procedures and roles to support all organisations Ability to use software applications to plan work streams and action plans. Interview Physical skills Physically able to carry out audits and inspections in physically demanding environments. Application/ Interview Other requirements specific to the role Car driver/ owner as it is anticipated that the use of public transport would not be appropriate for this role. Application