Job description

Position Deputy Director of Estates and Facilities

Grade Band 9 (subject to AfC matching)

Location Princess Alexandra Hospital, Harlow

Hours 37.5 hours per week

Responsible to Director of Estates and Strategy

Accountable to Director of Estates and Strategy

Our Organisation

The Princess Alexandra Hospital NHS Trust (PAHT) provides a full range of general acute,

outpatient and diagnostic services at The Princess Alexandra Hospital in Harlow, the Herts

and Essex Hospital in Bishop’s Stortford, and St Margaret’s Hospital in Epping as well as a

range of other, smaller sites within the community setting.

We employ circa 4000 staff and serve a local population of around 350,000 people living in

west Essex and east Hertfordshire, centred on the M11 corridor and the towns of Harlow,

Bishop’s Stortford and Epping. Our extended catchment area incorporates a population of up

to 500,000 and includes the areas of Hoddesdon, Cheshunt and Broxbourne in

Hertfordshire.

Our Values

The Princess Alexandra Promise to our patients as identified by our 3 values which will

contribute to improving our patient experiences:

Patient at heart – Always holding the patient and their wellbeing at the centre of our

thoughts and efforts

Everyday excellence – Sharing and celebrating our successes, being honest when we get

it wrong, giving us the ability to learn from both

Creative collaboration – Knowing strength comes from diversity, we combine our

experiences, skills and talents, working together to find new and better ways to care

The Trust believes in investing in all our staff and rewarding high standards of care whilst

building for excellence and in return we expect our staff to uphold the Trust values to the

highest level.

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Job summary

The Deputy Director of Estates and Facilities is responsible for the strategic and operational

management of the Trust’s Estates and Facilities functions to support the delivery of high-

quality healthcare and for the development of services in accordance with the Trust’s

strategies and corporate objectives.

The post holder provides strategic direction and advice on the estate ensuring that the built

environment is safe for patients, visitors and staff, is fit for the future, is managed effectively

and efficiently and adapts to changing healthcare needs. The Deputy Director of Estates and

Facilities holds corporate and professional responsibility for estates and facilities service

standards, governance, policies, financial management, statutory and regulatory compliance

and risk management. The provision of assurance to the Trust Board and Trust Committees

for the estate.

Scope and range

This is a senior role in the organisation that has the overarching day-to-day and long-term

strategic responsibility for the safety, security and management of the built environment.

Building and developing a team to deliver will be a critical success factor to support them to

deliver the following duties and responsibilities:

 Development of the Trusts estate strategy aligned to the clinical and corporate

strategies

 Capital project planning for redevelopment, backlog and estate investment

 Capital project delivery including major projects

 Organisation’s estates infrastructure and master planning

 Estates management (Mechanical, electrical & building maintenance, minor new

works, energy & utilities, decarbonisation, fire safety, property, land & leases,

grounds & gardens, administration and help desk)

 Facilities management (all hotel services including patient meal service/catering,

residences/accommodation, security/LSMS, access control/ID badges, portering, car

parking, non-patient transport/logistics, domestic services/cleaning, waste, graphics

and materials management)

 Commercial services (all leases, bed provision, security, laundry and retail provision)

 Statutory compliance, assurance, risk management and governance for the built

environment

 Workforce management

 Professional lead for estates and facilities staff and services

 Professional lead for Health and Safety and Fire compliance

 Information and reporting for estates and facilities functions including maintaining and

developing the Trusts CAFM system, PAM and ERIC

 Budget management (capital and revenue) to achieve best value and efficiencies

 Development of strategies and policies for the directorate

 To monitor, report and continually develop the Trust’s Green Plan

 Contributes to corporate decision making

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 Any other reasonable duties and/or responsibilities as agreed with the senior

leadership of the Trust

Stakeholder engagement

In order to discharge their duties effectively the Deputy Director of Estates will have to work

with a wide range of stakeholders both internal and external to the trust. They will, at times,

have to represent the Trust in both local and national engagement as required so building and

maintain strong relationships/networks will be required with the following stakeholders:

Internal:

Chief Executive; Trust Board; Executive Directors; Non- Executive Directors; Divisional

Directors; Clinical Directors; Infection Control; Senior Managers; Clinicians; Patient

Representative Groups; Comms Team; Finance Department; Procurement Department;

Ward Staff; Departmental Staff and Staff Representatives

External:

Department of Health; NHS Improvement/England; NHS Digital; CQC; STP/ICS/CCG;

Community Health Partnerships; NHS Property Services; Other NHS Trusts/Providers; The

Health & Social Care Information Centre; County Council and Local Authorities; Local

Planning Departments; Local Fire and Rescue Service; Property and Design Consultants;

Professional Bodies; Contractors; Patients; General Public; Local Media (via Comms);

Government Agencies; Local and Regional Trade Union Representatives; Local

Enforcement Agencies (HSE/EHO); National Associations (Hefma)

Finance and resources

 Responsible for significant revenue and capital budgets, including backlog

maintenance

 Strategic and development capital budgets and the development of business cases

to support investment

 Own the Trust revenue budget for estates and facilities, delivering within annual

financial targets

 Deliver financial accountability and services in line with Standing Financial

Instructions

 Ensure that there is an appropriate scheme of delegation in place across estates and

facilities.

 Develop and deliver cost improvement programmes which mitigate cost pressures

and reduce the overall cost of delivery of estates and facilities services

 Overall, financial responsibility ensuring controls are in place for revenue and capital

budgets including contracts and purchasing in compliance with the Trust’s Standing

Financial Instructions

 Monitor and review expenditure ensuring budgets and establishment plans are

prepared and managed which reflect the requirement of the service and workforce

plan, are consistent with available resources and take any corrective action as

necessary

 Develop and implement productivity and efficiency measures in support of cost

improvement plans and continually seek best practice and value for money

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 Benchmark services against other similar NHS providers to ensure optimum service

delivery

 Manage services within budgetary constraints and achieve agreed savings and

efficiency targets. Commit and realign resources to meet key priorities and make

cases as appropriate, for the resources to meet the Trust’s objectives

 Approve purchase orders and invoices as authorised signatory.

People

 Responsible for multiple staff teams across a wide range of functions and disciplines

comprising senior managers, professional officers, administrators, estates and

facilities teams, technical skilled staff and contractors

 Management of contractors working across the Trust Estate

 Responsible as the professional lead for estates and facilities across all departments

and teams

 Promote professional standards and attitudes throughout the estates and facilities

functions

 Be a role model promoting a positive culture for estates and facilities that actively

encourages the success and achievements of the team

 Support and drive projects to improve performance and satisfaction levels of estates

and facilities staff based on staff survey, engagement and feedback

 Deliver effective appraisals and personal development plans for staff in line with best

practice to develop the team to their full potential

 Responsible for the professional and personal development and training of estates

and facilities staff including the provision of in-house and external training

 Responsible for implementation of the Trusts disciplinary policy, grievance policy,

etc. in relation to staff processes, complaints and issues

Information management

 Develop and use property databases and computer aided design systems to drive

performance of estates and facilities functions

 Hold corporate responsibility for all information systems that are used to deliver

estates and facilities services, ensuring that robust contingency and business

continuity plans are in place

 Ensure that all information governance and data protection standards are met for

estates and facilities functions

 Ensure estates and facilities data is accurately recorded and analysed for the Estates

Return Information Collection (ERIC), Model Hospital (MH) and Premises Assurance

Model (PAM) covering a wide range of services

 Responsible for the management of multiple information systems including building

management, engineering controls, energy management, property database, CCTV,

security, internal radios, help desk, transport tracking and process management

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Policy development and implementation

 Develop an open and inclusive environment that encourages the raising of concerns

and makes everyone feel welcome and included irrespective of their personal

characteristics

 The inclusion champion for Facilities and Estates

 Lead the estates and facilities departments and manage, motivate and develop staff

to maintain the highest level of staff morale, technical and professional standards and

transparency

 Hold corporate responsibility for estates and facilities policies, and provide assurance

to Board with respect to compliance with these policies

 Provide complex, sensitive information relating to strategy, policy and technical

systems to directors and senior managers in an easy-to-understand format suitable

for the audience

 Responsible for change management ensuring that appropriate staff communication

mechanisms are in place including discussion forums, team briefing

 Ensure that there are relevant policies, plans and procedures in place to ensure

delivery of a safe and compliant estate

 Responsible for establishing and updating Trust policies in connection with estates

and facilities services or inputting to the development of Trust policies

 Develop programmes to modernise and re-design functions and services which

improve efficiency and/or effectiveness of the built environment and the patient

experience

 Develop continuous improvement for estates and facilities services, maximising

opportunities to integrate support services, deliver efficiencies, productivity and

financial improvements

 Ensure that patient feedback is obtained on estates and facilities services, and that

this is used to improve services for the future. Lead on the Trust’s PLACE

assessment ensuring the engagement of patient representative groups, and the

implementation of improvement projects

 Lead and encourage the development of new and innovative practice to ensure the

continuous improvement, efficiency and effectiveness and the development of high

standards

 Interpret complex guidance and national standards for estates and facilities services.

New hospital

 Support the development of a Strategic Outline Case, Outline Business Case and

Full Business Case for a new build for the Trust

 Lead on all estates and facilities work streams to provide a patient centred built

environment and meet CQC requirements. Modernisation of Soft FM Services,

programme to meet all ‘Fit for Purpose’ criteria

 Providing a safe effective and clean healthcare environment ensuring value for

money in all aspects for estates and facilities.

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This job description may be subject to change according to the varying needs of the service. Such changes will be made after discussion between the post holder and the manager. All duties must be carried out under supervision or within Trust policy and procedure.

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Person specification

Position Deputy Director of Estates and Facilities

Grade Band 9 (subject to AfC matching)

Evidence for suitability in the role will be measured via a mixture of application form, testing and interview. Essential: E Desirable: D

Trust values

Patient at heart – Always holding the patient and their wellbeing at the centre of our thoughts and efforts

E

Everyday excellence – Sharing and celebrating our successes, being honest when we get it wrong, giving us the ability to learn from both

E

Creative collaboration – Knowing strength comes from diversity, we combine our experiences, skills and talents, working together to find new and better ways to care

E

Education and qualifications

Degree in relevant estates or facilities discipline E

Post-graduate qualification at doctorate( level 8) (doctorate or equivalent in relevant discipline)

E

Chartered professional registration/accreditation in relevant discipline (eg RIBA, CIOB, RICS, CIBSE, etc.)

E

Project management qualification or equivalent level of experience E

Evidence of CPD and leadership development E

Experience

Significant senior management experience in a large organisation in estates and

facilities management E

Can demonstrate experience of managing major change and shaping the future and has strategic and budget setting.

E

Has experience of effective partnership working with other organisations at a

senior level, preferably a mix of public, private and voluntary sector. E

Experience of establishing effective financial control procedures. E

Strong commercial and contracts management experience to ensure robust

financial, legal and risk management. E

Has experience of effective partnership working with other organisations at a senior level, preferably a mix of public, private and voluntary sector.

E

Can demonstrate evidence of setting and achieving ambitious targets and of implementing innovative solutions designed to improve services within tight financial constraints.

E

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Skills and knowledge

Can evidence recent and on-going personal development action as well as

planning. E

An understanding and broad knowledge of the whole NHS context including

knowledge of the national agenda and the impact on the estate/Trust D

Technical, construction and project management skills E

Highly effective interpersonal skills to lead complex negotiations and build

strategic comprehension – having the ability to understand long-term or

widespread implications of decisions. E

Organisational Development – ensuring that organisational structures,

processes, relationships and behaviours are healthy and effective. E

Ability to write and present complex information including the formation of business cases tender specifications and board reports and policies.

E

Personal qualities

Ability to lead a team and establish a culture of high performance, personal

responsibility for quality of output, collaborative team-working and sharing of

ideas, expertise and success

E

Is able to set out a clear vision and associated priorities for the Estates and

facilities directorate E

Championing and Embracing Change – being positive about change and

removing obstacles, which stand in the way of progress. E

Understanding and others – the ability to relate to others and bring out the best

in them. E

Demonstrates confidence and self-belief when under pressure. E

Demonstrates ability to self-manage workload and understands the complexity in order to operate effectively at a local, regional and national level.

E