JOB DESCRIPTION 1. JOB IDENTIFICATION Job Title: Responsible To: Department & Base: Head of Estates & Facilities Director of Finance, Procurement, Estates and Facilities Estates & Facilities Department, Borders General Hospital Date this JD written/updated: January 2015 Job Ref No: SS1040 2. JOB PURPOSE The Head of Estates & Facilities has delegated responsibility for the delivery of professional, efficient, effective and economic Estates and Facilities services throughout NHS Borders. Represent NHS Borders in respect to Estates and Facilities matters, within the NHS in Scotland and to develop partnership working both within and external to NHS Borders. Operationally Manage the NHS Borders estates infrastructure and facilities function to deliver a high quality service Provide expert specialist and professional construction and engineering advice to all estates staff, senior management and directors within NHS Borders Provide management and leadership to maintenance, capital, estates, hotel, laundry, hospital administration and other facilities activities From an estates and facilities perspective responsible for ensuring the environment is safe for patients and staff with particular reference to the Hospital Acquired Infection and Older People in Acute Care standards Professionally and technically responsible for Estates and Facilities policy development and implementation of legislative requirements. Delegated Responsibility for the department`s revenue resource allocation and estates element of the capital allocation, utilisation and achievement of the most cost-effective, efficient and reliable service provision. Provides advice and support to the Director of Finance, Procurement, Estates and Facilities who is accountable for estates and facilities.
3. ORGANISATIONAL POSITION Director of Finance, Procurement, Estates and Facilities
4. SCOPE AND RANGE The Head of Estates & Facilities is responsible for the operational management of the Estates and Facilities Services within the portfolio of NHS Borders, comprising of one District General Hospital, four Community Hospitals, twenty-two Health Centres and Clinics, nine sites for the provision of Mental Health services and numerous offices / specialist centres, owned and/or leased. The gross internal area of the estate totalling 89,254m 2, located within a geographical area of 1,800 sq. miles. The Estates and Facilities Department comprises of Estates maintenance and capital works, maintenance and procurement of Electro Mechanical Equipment, Fire Safety, Transport, Catering, Portering, Domestic, Laundry & Linen, Telecommunications, Security, Administration and Residential Accommodation Services. Typical departmental annual revenue budgets and complement of staff that are the post holders responsibility are shown below: Estates dept 7.803 million 53 staff Minor works 0.700 million 0 Domestic services 4.342 million 186 staff Catering dept 1.659 million 59 staff Laundry dept 0.524 million 29 staff Administration 0.425 million 7 staff Total 15,453 million 334 staff The above Estates staff are supplemented as and when required by numerous designers, consultants, technicians and tradesmen supporting the management and maintenance of specialist plant and equipment, extra-ordinary and backlog maintenance and investment in development projects through Capital Programme of refurbishment and new build. In representing NHS Borders on relevant external matters, the Head of Estates & Facilities attends meetings with the Scottish Government Health Department; Health Facilities Scotland; Scottish Borders Council and other Joint Future partners. OUR VALUES IN ACTION Care and Compassion Quality and Teamwork Dignity and Respect Openness, honesty and responsibility
5. MAIN DUTIES AND RESPONSIBILITIES The Head of Estates & Facilities is a member of the Clinical Executive Operational Group and attends the Strategy Group as required to support the Director of Finance so that expertise and understanding of Estates and Facilities issues are directly available within the Team. Advise on property issues including property purchase, disposal and lease arrangements. Follow National Guidance including close liaison with, and reporting annually, to Scottish Government Health Department in relation to all transactions. Provide professional advice to develop complex schemes for capital developments, building modifications and improvements, service redesign and modernisation initiatives from inception through to appointment of consultants and tendering of contracts. For Board infrastructure effectively manage and prioritise the available resources, specify targets for the department and assign workloads to maximise efficiency and ensure the provision of quality healthcare services. Provide an operational focus for the Fire Advisor and Estates Officers, ensuring the maintenance of Fire Safety Policy, Fire Risk Assessments and Fire Safety Training to all members of staff. Formulate for approval by the Board an NHS Borders sustainability policy and to complete the annual NHS Scotland sustainability report as detailed in CEL-2 (2012). Chair the Environmental Committee, ensuring continued compliance with ISO14001, environmental management systems. Maintain accreditation with ISO9002, quality management systems. Planning and Organisational Skills The Head of Estates & Facilities leads the functions within the portfolio ensuring premises/environments are maintained and services are provided to recognised standards, consistent with Government policy, legislation and national/local guidelines, which support the delivery of the organisation s clinical services, business and financial plans. As a Member of both the Health Facilities Scotland Strategic Facilities Group and Scottish Engineering and Technology Advisory Group, represents NHS Borders for national Estates and Facilities matters to make recommendations and when agreed implement operationally the strategic aims of healthcare services for NHS Scotland. Develop for consideration by the Board and implementation of NHS Borders maintenance strategies to ensure compliance with all statutory legislation and evaluate progress against national targets. Formulates strategic plans for consideration by the Board to develop and implement energy strategies to complement and support the future long-term provision of health services within NHS Borders. This also to ensure compliance with Scottish Government policy and HEAT targets. Support the management of estates and facilities to ensure that robust risk management strategies and processes are in place. Participate in the development, updating and annual review of the Board s Property and Asset Management Strategy, including links with the Local Health Plan, the Capital Investment Programme and implementation, development and monitoring of Property, Asset and Facilities Management Systems.
Policy and Service Development Manage a team of Senior Estates and Facilities Staff in the regular review of operational management, the review and development of policies and standard operating procedures as detailed in the Statutory Compliance Audit and Risk Tool. This is subject to a regular formal review within a departmental Performance Assessment Framework. Provide professional advice to develop complex schemes for capital developments, building modifications and improvements, service redesign and modernisation initiatives from inception through to appointment of consultants and tendering of contracts. As nominated point of contact for the Incident Reporting and Investigation Centre the Head of Estates & Facilities receives, reviews and disseminates, within agreed policy, all Medical Device Alerts, ensuring requisite action, recording of same, for all clinical and non-clinical issues. Report such detail to Clinical Executive Operational Group. Financial and Physical Resources The Head of Estates & Facilities has delegated responsibility for the organisation`s physical assets namely all NHS Borders properties including internal and external fixtures, fittings, mechanical and electrical systems, medical and medical electronic equipment and board owned transport ensuring all details are recorded on the asset database, maintained to the required standards and replaced or condemned at the end of useful life. Chair monthly meetings with Finance Department to agree the expenditure on individual projects is compatible with business case approval, to review expenditure for each revenue budget of the services within the portfolio and explore efficiency initiatives to provide a cost-effective service which supports the Board s corporate objectives. Delegated Responsibility for the department`s overall revenue resource allocation and the estates element of the capital allocation, utilisation and achievement of the most cost-effective, efficient and reliable service provision. Line Management The Head of Estates & Facilities is responsible to the Director of Finance, Procurement, Estates and Facilities and holds line management responsibility for numerous departments including Estates, General Services, Catering, Administration, Linen Services, Telecommunications, Portering, Fire Safety and Security. Thereby, to identify, direct and effectively organise the workforce requirements of the Estates and Facilities Department. To recruit, train, develop, motivate and support staff to provide a safe, high-quality, cost-effective, responsive and reliable service. Information Resources The Head of Estates & Facilities is responsible for the continued operation, maintenance and regular updating of the numerous information systems used in the department. These include the Asset Management System Database used to compile details of property fixtures and fittings, medical equipment and transport, the estates system used to record and report details of expenditure for capital projects, maintenance and service contracts, and the Labour Management System used to control and report levels of performance for planned and defect maintenance. Other information resources within the Department include the Computer Aided Design system used to create, store and retrieve technical drawings and the Facilities Management Tool used for weekly cleanliness compliance audits reporting to Health Facilities Scotland.
Research and Development The Head of Estates & Facilities is responsible for the departmental research and development of new estates systems and equipment by evaluation of performance, suitability and cost effectiveness prior to implementation throughout NHS Borders. To feedback research results to Health Facilities Scotland for inclusion in National Performance Guidelines. Also responsible for ensuring compliance with statutory standards throughout the estate utilising the Statutory Compliance Audit Risk Tool regular surveys of all properties are conducted for compliance with statutory topics, which include: legionella, asbestos, high and low voltage, ventilation, bedhead services, medical gases and floor coverings. In addition frequent Estates Condition surveys are conducted throughout all properties and used to advise Scottish Government of backlog funding requirements. The results of these comprehensive surveys are included in the Property and Asset Management System report for NHS Borders and reported annually to Scottish Government. The Head of Estates & Facilities leads NHS Borders National Benchmarking Programme for the Estates and Facilities Department, ensuring all quarterly returns are consistency-checked prior to submission, and ensures an improvement programme is developed. 6. SYSTEMS AND EQUIPMENT Responsible for the maintenance, investment and replacement programmes for all systems and equipment utilised in the provision of Estates and Facilities Services to ensure the latest technology is applied, particularly with regard to emergency and standby equipment. Conduct trials of new equipment to ensure that NHS Borders utilises the most efficient, cost-effective and reliable plant, whilst ensuring compliance with national legislative requirements. Ensure the adequacy of Information Technology in estates and facilities to support IT office tools and bespoke programmes required to manage service provision, locally including Estates Management System (Backtraq), linking with Financial Systems, Procurement, Asset Register and Help Desk. Statutory and mandatory reporting within the NHS in Scotland; i.e. Health Facilities Scotland, Health Protection Scotland, Quality Improvement Scotland, and to other public sector agencies; i.e. Health & Safety Executive, SEPA, Environmental Health Department. Maintain financial management systems within estates and facilities, ensuring that the organisation s Standing Financial Instructions are adhered to. Ensure the implementation of robust training strategies, new and refresher, for those staff involved in the operation, maintenance and provision of services, in particular where formal nomination of staff is required to meet legislative requirements: e.g. Nominated Officer Fire, Authorised Person, High Voltage/Low Voltage, Sterilisation/Decontamination, Legionella, Waste Management and other such services. Instigate annual property condition surveys to compile data for the property and asset management strategy document and risk-assessed backlog maintenance programme. This also includes legionella, asbestos, floor-covering and other such surveys. Ensure that safe systems of work are followed at all times, including the production of risk assessments as required, in full compliance with the Health and Safety at Work Act and supportive Codes of Practice and Policies, both national and local.
Utilise all national NHS Guidance to inform and support local planning, including Scottish Capital Investment Manual, Property Transactions Handbook, Scottish Health Planning Notes, and Health Technical Memoranda. Ensure the development and maintenance of policies and procedures covering all work controlled through the Department, within Laundry & Linen Services and Estates, incorporating quality systems to ISO9002 (Quality Management System). Follow the Organisations Code of Corporate Governance ensuring best practice at all times. 7. DECISIONS AND JUDGEMENTS The Head of Estates & Facilities is expected to fulfil this role within the parameters of established national and local priorities, policies and procedures consistent with the annual workplan agreed collaboratively with the Director of Finance, Procurement, Estates and Facilities. The Head of Estates & Facilities provides high level professional advice to other senior NHS staff both locally and nationally, and is instrumental in the establishment of policy and procedure within NHS Borders and within the broader context of the NHS in Scotland. Chair the Scottish Engineering and Technology Advisory Group benchmarking committee to review the outcome of each Health Board s Estates key performance indicators and formulate actions for improvement Participates in the Capital Planning Group and associated support committees, ensuring the establishment of rolling Capital investment programmes, reflecting the highest priority NHS Borders requirements supporting each Clinical Board and corporate support service. Lead the Estates and Facilities Head of Departments team who routinely manage all Estates and Facilities matters including the prioritisation of revenue and non-recurring funds allocated to the Department.
8. COMMUNICATIONS AND RELATIONSHIPS The Head of Estates & Facilities is expected to communicate effectively with a wide range of senior clinical and non-clinical staff across NHS Borders and with senior officials of external organisations. Professional and technical advice both written and verbal is presented both formally to Board meetings, the Board Executive Team, Health Facilities Scotland, Strategic Facilities Group and informally to other Committees and Groups on a regular basis to plan and quantify the strategic aims of health care services locally and for NHS Scotland. The Head of Estates & Facilities chairs meetings in which strong presentation skills and the ability to express views professionally in order to motivate service enhancement and innovation are required. Key working relationships: With Executive Directors and other senior managers, clinical staff and primary care contractors within NHS Borders, working in close liaison in planning, delivery, evaluation and development of Estates and Facilities services. With National Services Scotland (NSS): Central Legal Office, Scottish Healthcare Supplies, Health Facilities Scotland, Health Protection Scotland. Other essential links include Health & Safety Executive, Scottish Environmental Protection Agency, Environmental Health Department, Quality Improvement Scotland, Audit Scotland, Internal Audit in discussions relating to Estates and Facilities management. With senior representatives of Local Government, voluntary and independent sector agencies and private sector organisations. With Architects, Electrical, Mechanical and Structural Consulting Engineers, Contractors, Local Authorities and Suppliers to consult, negotiate and advise on technical issues. With National/Local representatives of Trade Unions and Professional Organisations. To carry out the key working relationships effectively the post holder requires excellent communication skills verbal, non-verbal and written and is able to identify and use the most effective means appropriate to the situation. Excellent leadership, team and relationship building skills together with effective presentation, facilitation and influencing skills are necessary for this role. In addition the position requires the ability to manage highly complex communications such as direct/indirect conflict, delivering sensitive, contentious information.
9. PHYSICAL DEMANDS OF THE JOB The Head of Estates & Facilities must be IT literate, able to operate Microsoft suite of software packages, be numerate and have the ability to compile detailed technical reports. To instruct the use of the Computer Aided Design tool to generate highly complex and accurate computerised technical drawings to the required specifications for all building layouts and systems fitted eg Medical gasses, ventilation, electrical power and lighting, fire alarm and telecommunications. This post requires periods of prolonged concentration when preparing reports, working on complex issues and/or participating in or chairing meetings. The Head of Estates & Facilities is required to visit all areas of property owned or leased by NHS Borders. This includes access to confined spaces, plant rooms, boiler houses, laundries, kitchens, attics and external roof areas. Travel by various means of transport will also be regularly undertaken both within the Borders region and to meetings and seminars throughout the UK. Must be able to travel widely in order to meet services needs. 10. MOST CHALLENGING/DIFFICULT PARTS OF THE JOB To ensure the development and retention of a high quality Estates and Facilities function in a rapidly changing environment. Chairing NHS Borders grievance and disciplinary panels To manage the available resources to provide a safe, cost-effective, high-quality environment for patients, staff and the general public in all NHS Borders properties. To maintain a strategic development programme in estates and facilities ensuring all current and innovative issues are considered in addressing the needs of the services provided and to therefore effectively respond to the changing needs and future developments of Health Services within NHS Borders.
11. KNOWLEDGE, TRAINING AND EXPERIENCE REQUIRED TO DO THE JOB The Head of Estates & Facilities will demonstrate competence in the critical leadership behaviours identified as crucial to achieving success within NHS in Scotland: Working in Partnership Learning and Development Caring for staff Improving performance through team working Communicating effectively Improving quality Achieving results The Head of Estates & Facilities will require a high level of interpersonal, strategic and technical skills combined with a supportive leadership style. The Head of Estates & Facilities must have the stature to earn the confidence and respect necessary to effectively deliver the agenda for major change. It is essential to maintain a culture that motivates and encourages individual initiative and team responsibility. Will be qualified to degree level and hold corporate membership of a Chartered Institute. Have relevant experience in a Senior Manager capacity within a large complex organisation. Be accustomed to working with a high degree of autonomy.
PERSON SPECIFICATION Below are the essential knowledge, training (including qualifications) and experience required to do this job. ESSENTIAL 1 Qualified to Masters degree level with corporate membership of Chartered Institute. 2 Relevant experience in a Senior Manager capacity within a large complex organisation. 3 In-depth managerial, financial and strategic knowledge. 4 Understanding of NHS and associated issues. 5 To be able to provide professional and technical expert advice on estates matters. 6 Ability to identify problems and recommend actions accordingly. 7 Ability to travel widely in order to meet service needs DESIRABLE 1 Ability to motivate others. 2 Good communicator both verbal and written. 3 Ability to liaise with others and be approachable. 4 To be energetic and decisive.
TERMS & CONDITIONS Grade and salary: Hours of work: Annual leave: Band 8c: 57,232-70,559 per annum pro rata 37.5 hours per week, Permanent 27 days per annum pro rata Details of other types of leave entitlement (such as sick leave) are set out in the Agenda for Change handbooks. Public Holidays: 8 days per annum pro rata on dates designated by NHS Borders Details of other types of leave entitlement (such as sick leave) are set out in the Agenda for Change handbook. Superannuation: The post-holder is entitled to join the NHS superannuation pension scheme. If Unsuccessful: If you have NOT heard from us within 4 WEEKS of the closing date, then we regret that your application has not been successful on this occasion. However, we appreciate your interest in working with NHS Borders and your time and effort in completing the application form. We would welcome your application for future posts. Equal Opportunities: In NHS Borders, we believe that all staff should be treated equally in employment. We will not discriminate against any member of staff, or job applicant, on grounds of age, disability, gender, faith, race and sexual orientation Trade Union membership. Disclosure checks: We carry out criminal record checks on new staff who fall within certain staff groups within NHS Borders, through Disclosure Scotland. We send out Disclosure Forms to all shortlisted candidates for these staff groups, and ask for these to be completed and returned at interview. If a successful-at-interview candidate forgets to bring their completed form to interview, then they will be required to return the form (and proofs of identity) within 7 days, otherwise the provisional job offer will be withdrawn. Unsuccessful candidates forms will be shredded. The Rehabilitation of Offenders Act does not apply to this post. Mandatory Induction Standards for Healthcare Support Workers in Scotland: Your performance must comply with the Mandatory Induction Standards for Healthcare Support Workers in Scotland and with the Code of Conduct for Healthcare Support Workers (in line with CEL 23 (2010)), both subject to amendment from time to time, which are attached.
If, despite ongoing support, you fail to adhere to the Standards or to comply with the code, your performance will be managed in line with the NHS Borders Management of Employee Capability Policy and could result in the termination of your employment with NHS Borders Tobacco policy: We have a Tobacco policy in place. When selecting staff, we do not discriminate against applicants who smoke, but staff must observe our policy on smoking. Hepatitis B: We offer Hepatitis B immunisation through our Occupational Health Service (OHS). If you think you may be at risk of contracting Hepatitis B through your job, you should ask for this immunisation at OHS. If your work involves exposure-prone procedures, you must keep to the document Protecting Health Care Workers and Patients from Hepatitis B, and the NHSiS Management Executive Directive on this issue. You must be immune to Hepatitis B, and if you cannot prove that you are immune, OHS will investigate to find out whether you are Hepatitis B positive or not. Health and Safety at Work: You must look after the health and safety of yourself and anyone else who may be affected by what you do at work. You must also co-operate with us to make sure that we keep to legal and organisational safety regulations. You can get more information from the NHS Borders Health & Safety Adviser. The closing date for completed application forms is: 5pm on Monday 22 January 2018