Advertised role location: Belfast HSCT
Official document: Band 8A_Senior Estates Officer, Operations (doc)
JOB DESCRIPTION

POST: Senior Estates Officer (Operations)

LOCATION: Belfast Trust

BAND: 8A (starting salary subject to experience)

REPORTS TO: Estates Divisional Manager (Operations)

RESPONSIBLE TO: Head of Operations

Job Summary / Main Purpose

The Senior Estates Officer is a senior engineering manager within the Estates Department and will be responsible through the Estates Divisional Manager for ensuring that the built estate reflects an environment that is conducive to the provision of patient and client care of the highest quality.

The Senior Estates Officer will lead a team of Estates Officers, Supervisors and Directly Employed Labour (DEL) within their designated area of Estates Operations to manage and co-ordinate all estate operational and maintenance services throughout the Trusts Estate. This will include both electrical and mechanical engineering services, building infrastructure, grounds maintenance and engineering/building projects.

The Post Holder will also manage and co-ordinate other Estate engineering services through the Trusts measured term contractors and specialist service providers and will provide professional and technical advice and support relating to the engineering content in building maintenance and building projects as required.

The Senior Estates Officer will have delegated professional responsibility for the safe and effective management of the Belfast Trust Estate and its patient environment.

The Post Holder will be responsible for the development and implementation of Estates strategies and policies, in support of the development of Trust services.

The Senior Estates Officer will be responsible for the provision of all services appropriate to the management of the Trust’s estate. They will ensure that the Trust meets its relevant legislative and statutory requirements and ensure that the estates services are cost effective and provided within agreed financial targets.

The Post Holder shall be responsible for the project management of capital and revenue projects allocated by senior management and for their successful delivery on time, within budget and to the appropriate standard of all such projects.

The Post Holder shall provide valuations, asset management, estate terrier and electronic representations of the estate portfolio.

The Post Holder shall manage the supply and installation of fixed aids and equipment to enable patients and clients to be cared for in the community.

The Senior Estates Officer will work as part of the Estates team to ensure that the needs of patients, clients and carers are at the core of the way the Trust delivers services and that capital and financial resources are effectively deployed to meet these needs.

The Post Holder will work to achieve objectives required within the performance management framework for the Trust.

The role will primarily be within the Operations area of the Estates Department. However, the post holder will be expected to work across different areas as required and/or switch primary role between different areas.

Main Duties / Responsibilities
For each of the following, the postholder will;

Setting Direction

Assume executive responsibility for the effective and efficient management of the Professional and Technical Operational staff and the Directly Employed Labour organisation.
Support Estates Senior Management with the implementation and delivery of the Trust’s Estate Strategy and Estates Control Plan.
Manage and implement innovative strategies for the management of the Estate in accordance with all relevant standards.
Promote continuously improving services through the use of key estates performance management indicators in collaboration with user groups.
Implement a strategy for the maintenance of the entire Trust estate to set and achieve the highest possible standards in relation to the safety, comfort and wellbeing of all patients, visitors and staff.
Manage the delivery of estates projects to meet the Trust Development Plan, ensuring all such projects meet the Trust objectives.
Responsible for providing and supporting estate management and upgrading programmes e.g. redecoration, reroofing, rewiring, reheating, fire safety upgrading and asbestos materials management.
Ensure that all engineering and user requirements are fully considered in all capital and maintenance projects.
Deliver Trust estate projects within the time scales and budgets agreed with the Estates Divisional Manager.

Service Delivery

Provide a full range of high quality professional and expert advice with regard to all legislative, engineering, building and environmental matters pertaining to the Trust estate.
Ensure the development, implementation and delivery of planned maintenance programmes and any additional maintenance or modifications to enable the Trust to comply with the latest legislation, policy and insurance requirements, in relation to all buildings, plant, equipment and systems.
Be responsible for the provision of high quality, efficient maintenance services, which are flexible and responsive to user needs and demands.
Assess the engineering plant, equipment and service maintenance requirements on the basis of the post holders use of specialist calibration and test equipment, survey reports and periodic inspection to assist with the formulation of an estate maintenance plan, that over 1, 3, 5 and 10 years shall meet and support the strategic needs of the Organisation.
Direct the economic and effective use of estates support staff (Directly Employed Labour), measured term contractors and specialist service providers.
Control the safe operation of all electrical, mechanical and building services by means of post holder obtaining and maintaining Authorised Person Status including high and low voltage electrical systems, steam and water distribution, medical gases and maintenance of all electro medical equipment.
Be responsible for contingency planning, major incident planning and emergency response plans as it applies to the built environment of the Trust. To ensure that the estates business continuity and contingency plans are regularly reviewed and satisfactorily inform the overall Trust Major Incident / Business Continuity Plan.
Manage and sustain a Trust-wide programme of planned and prioritised expenditure in respect of backlog maintenance and replacement of major items of plant and equipment.
Be responsible for the optimum use of energy and utilities by the Trust Estate within the targets set by DHSSPSNI and the Trust. To set programmes for energy conservation in accordance with local, national and other NHS targets and in collaboration with the Estates Senior Management Team.
Be responsible for the comprehensive maintenance of asset registers for the Trust’s land, buildings and plant.
Manage works schemes relevant to estates management including the production of business cases, appointing and monitoring project managers, professional and technical consultants and contractors.
Implement a risk management plan for the management of the Trust estate which accurately reflects clinical risk, business continuity, patient wellbeing, engineering and economic considerations.
Be responsible for the effective and efficient management of projects, allocated by senior management including the engineering, design, construction, commissioning and associated project expenditure.
Provide the full range of high quality professional and expert advice on procurement, legislative, construction and design matters pertaining to the Trust estate.
Prepare feasibility studies, works cost estimates, design team fees, operational and maintenance costs and other costs as required to provide whole life costs in support of Business Cases and other management reports.
Prepare Design Briefs, Project Initiation Documents and other relevant information to Trust employed design consultants.
Participate in the selection and appointment of design consultants and contractors commissioned to manage and carry out capital and maintenance projects.
Consult and liaise with local authority Planning Services, Building Control, Fire and Rescue Service, Health and Safety Executive, Valuation and Lands Agency, Department of Environment etc and all other relevant agencies in matters associated with the management and development of the estate.
Develop and sustain a comprehensive and up-to -date backlog maintenance analysis that is risk-based and whole-life interpreted, which shall inform and assist estate maintenance and development programmes.
Be responsible for the carrying out of design reviews and post project appraisals of projects delivered by the division. The reviews/ appraisals shall be comprehensive and include clinical, engineering and financial factors.
Consult and advise private homeowners in respect of alterations and adaptations required for safe care of disabled family members.
Ensure that at all times, the operations team and contractors are client-focused and that the needs of the client are paramount in all considerations.

Development and Innovation

Develop innovative strategies and consequent policies for a wide range of services across the Trust including:

Estates specialist service procurement
Management of plant and equipment
Management of statutory and best practice compliance
Contingency planning and business continuity
Operational information and systems management
Project procurement
Design of patient environment
Data management
Asset appraisal
Community equipment installation and adaptation to private dwellings and other areas in the emerging services of estates management.

Undertake research and testing of new systems and processes within academic standards and protocols.
Develop, programme, plan, implement and supervise the operation and maintenance of engineering plant, equipment and services, including the preparation of drawings, specifications and cost estimates.
Develop and implement a comprehensive commissioning strategy for Estates based projects and manage where necessary a strategy for the commissioning of capital projects under the control of the Co-Directors of Estates and/or Capital Development.

Collaborative Working

Provide effective and efficient estate management services in support of the Trust’s delivery plans and objectives.
Provide leadership in all aspects of operational maintenance management.
Work to ensure the optimum performance of all staff, contractors and consultants with regard to quality, time, value for money, customer satisfaction and written procedures.
Assess maintenance requirements through consultation with users and other interested parties and to develop appropriate programmes and procedures for work. To deliver services that are integrated with clinical service delivery.
Recognise and establish links with other specialists, both internal and external to the Trust as and when required.
Work in partnership with staff-side colleagues to identify improved safe and flexible approaches to the delivery of estates services.
Work in collaboration with the Director, Co-Director and other Senior Managers within Estates and the Planning and Redevelopment Corporate Group to improve the quality of all infrastructure development, governance and risk management strategies.
Ensure that at all times operational and project programmes are delivered with the co-operation and participation of the various client groups and estates teams in harmony and with respect for all.
Develop a range of partnering relationships with key consultant and contractor teams to promote the delivery of high quality and cost-effective project solutions. To ensure the cultivation, performance management and when necessary corrective disciplinary actions as required within such relationships in the interests of the Trust.
Foster and establish links with other specialists, both internal and external to the Trust, as and when required.
Consult with local authority planning services, building control, fire authority, HSE, VLA, DOE, etc.
Form effective, collaborative relationships with Department of Health, CPD Health Projects and other relevant external organisations to influence the development of a region wide approach to estates services planning.
Work closely with all relevant stakeholders to secure their commitment and involvement in the delivery of the estates strategy.

Communication and Information Management

Implement, evaluate and contribute to the ongoing operational management and improvement of estates management software and information systems in collaboration with the Estates Senior Management Team.
Utilise and maintain all available information to progress the efficiency of the estates management group and to ensure maximum value for money and accountability.
Ensure the full reporting against all estates aspects of the management plan, in line with the Trust Performance Management Framework.
Agree with the Estates Divisional Manager a number of key performance indicators/benchmarks for the estates functions and to provide regular information and reports on the Trust’s progress against these indicators.
Meet with, present to and communicate with a wide range of senior clinical and non-clinical staff in the Trust, DHSSPS and with senior staff of external organisations.
Articulate and communicate the vision and strategy for estates management throughout the Trust.
Represent the estates department within the corporate litigation management group and also represent the Trust at court as required.
Undertake professional and thorough investigation and reporting of adverse incidents and accidents and provide advice to litigation Management on all related issues.
Develop and deliver innovative and effective training programmes for all groups of staff across the Trust in relation to management of the Estate.

Quality

The Senior Estates Officer will be responsible for and required to provide management, expert advice and interpretation of all aspects of current and proposed legislation, guidance, standards and industrial good practice for the full range of diverse estates services including:

Engineering & Building maintenance
Risk, Project & Contract management
High and low voltage electrical networks
Medical gases
Electro-medical equipment
Decontamination of equipment
Policy & Procedure and Emergency Planning
Energy, Environment & Sustainability
Health & Safety
Fire Safety & Building design
Procurement
Provision of community equipment and adaptation to dwelling properties

Work within the requirements of the Trust’s integrated governance framework, ensuring that all elements relating to the delivery of estates services meet legislation requirements.
Contribute towards the achievement of relevant controls assurance standards for estates management.

Financial and Resource Management

Manage estates budgets for relevant operational maintenance areas.
Proactively and innovatively assist with the management of the financial resources for estates ensuring that budgets are fully utilised and managed to ensure optimum use and best value for money.
Ensure the continued value of the Trusts fixed assets through the judicious allocation and management of the maintenance budget.
Manage procedures and systems, as required, for the financial management of the full range of estates services to include budget setting, budget monitoring and targeted budgeting control.
Manage and monitor appropriate workforce budget plans and controls.
Be responsible for the achievement of value-for-money in all projects under his/her control.
Proactively and innovatively manage the project budgets, ensuring that budgets are met and cost pressures are clearly and accurately presented in a timely fashion.
Check and certify for payments fee accounts from professional consultants and to check and verify invoices from contractors for works and services provided.
Negotiate where necessary with consultants and contractors in the development of final account agreements for all delegated works within the Estates capital and revenue development programmes.
Manage the expenditure of allocated budgets for each projects ensuring compliance with Trust Standing Orders, Public Procurement guidance and best value.
Maximise the value of the Trusts fixed assets through the accurate and comprehensive survey and the promotion and management of works necessary to increase its value.
People Management and Development

Deputise for Estates Management in their absence, when required.
Promote the corporate values and culture of the organisations by contributing to the development and implementation of relevant policies and procedures, and appropriate personal behaviour.
Lead and empower a team of estates staff, providing expert advice to the Trust as required.
Delegate appropriate responsibility and authority to the level of staff within his/her control, consistent with effective decision making, whilst retaining responsibility and accountability for results.
Contribute as an effective team member of the Estates Management Team.
Participate in the Trust’s Performance Review Scheme. To review the performance of direct reports on a regular basis, and to provide direction on personal development requirements and appropriate action.
Take responsibility for his/her own performance and take action to address identified personal development areas.
Maintain good staff relationships and morale amongst the staff reporting to him/her, through effective feedback, recognition, appraisal and development.
Where appropriate, review the organisational plan and establishment levels and ensure that each is consistent with achieving objectives and to recommend change where appropriate.
Participate, as required, in the selection and appointment of staff, in accordance with procedures laid down by the Trust.
Take such action as may be necessary in disciplinary matters, in accordance with procedures laid down by the Trust.
Promote the Trust’s policies on ‘equality of opportunity’ through their own actions and to ensure the adherence to these policies by staff for whom they have responsibility.
Contribute to the Trust’s overall corporate and integrated governance processes to ensure its compliance with public sector values and codes of conduct, operations and accountability.

General Responsibilities

Employees of the Trust are required to promote and support the mission and vision of the service for which they are responsible and:
At all times provide a caring service and to treat those with whom they come into contact in a courteous and respectful manner.
Demonstrate their commitment by their regular attendance and the efficient completion of all tasks allocated to them.
Comply with the Trust’s Smoke Free Policy.
Carry out their duties and responsibilities in compliance with the Health and Safety Policies and Statutory Regulations.
Adhere to Equality and Good Relations duties throughout the course of their employment.
Ensure the ongoing confidence of the public in-service provision.
Maintain high standards of personal accountability.
Comply with the HPSS Code of Conduct.
The post holder will promote and support effective team working, fostering a culture of openness and transparency. The post holder will ensure that they take all concerns raised with them seriously and act in accordance with Belfast Trust’s Whistleblowing Policy and their professional code of conduct, where applicable.
The post holder will, in the event of a concern being raised with them, ensure it is managed correctly under the Belfast Trust’s Whistleblowing Policy, and ensure that feedback/learning is communicated at individual, team and organisational level regarding the concerns raised, and how they were resolved.

Information Governance  

All employees of Belfast Health & Social Care Trust are legally responsible for all records held, created or used as part of their business within the Belfast Health and Social Care Trust, including patient/client, corporate and administrative records whether paper based or electronic and also including e-mails.  All such records are public records and are accessible to the general public, with limited exceptions, under the Freedom of Information Act 2000, the Environment Regulations 2004, the General Data Protection Regulation (GDPR) and the Data Protection Act 2018. Employees are required to be conversant and to comply with the Belfast Health and Social Care Trust policies on Information Governance including for example the ICT Security Policy, Data Protection Policy and Records Management Policy and to seek advice if in doubt.

For further information on how we use your personal data within HR, please refer to the Privacy Notice available on the HUB or Your HR

Environmental Cleaning Strategy

The Trusts Environmental Cleaning Strategy recognises the key principle that “Cleanliness matters is everyone’s responsibility, not just the cleaners” Whilst there are staff employed who are responsible for cleaning services, all Trust staff have a responsibility to ensure a clean, comfortable, safe environment for patients, clients, residents, visitors, staff and members of the general public.

Infection Prevention and Control

The Belfast Trust is committed to reducing Healthcare associated infections (HCAIs) and all staff have a part to play in making this happen. Staff must comply with all policies in relation to Infection Prevention and Control and with ongoing reduction strategies. Standard Infection Prevention and Control Precautions must be used at all times to ensure the safety of patients and staff.

This includes:-
Cleaning hands either with soap and water or a hand sanitiser at the appropriate times (WHO ‘5 moments’);
Using the correct ‘7 step’ hand hygiene technique;
Being ‘bare below the elbows’ when in a clinical environment;
Following Trust policies and the Regional Infection Control Manual (found on intranet);
Wearing the correct Personal Protective Equipment (PPE);
Ensuring correct handling and disposal of waste (including sharps)  and laundry;
Ensuring all medical devices (equipment) are decontaminated appropriately i.e. cleaned, disinfected and/or sterilised;
Ensuring compliance with High Impact Interventions.

Personal Public Involvement

Staff members are expected to involve patients, clients, carers and the wider community were relevant, in developing, planning and delivering our services in a meaningful and effective way, as part of the Trust’s ongoing commitment to Personal Public Involvement (PPI).

Please use the link below to access the PPI standards leaflet for further information.

http://www.publichealth.hscni.net/sites/default/files/PPI_leaflet.pdf

Clause: This job description is not meant to be definitive and may be amended to meet the changing needs of the Belfast Health and Social Care Trust.

PERSONNEL SPECIFICATION

JOB TITLE / BAND: Senior Estates Officer (Operations) / Band 8A

DEPT / DIRECTORATE: Estates Department / Finance

Notes to applicants:
You must clearly demonstrate on your application form under each question, how you meet the required criteria as failure to do so may result in you not being shortlisted. You should clearly demonstrate this for both the essential and desirable criteria.
Shortlisting will be carried out on the basis of the essential criteria set out below, using the information provided by you on your application form. Please note the Trust reserves the right to use any desirable criteria outlined below at shortlisting. You must clearly demonstrate on your application form how you meet the desirable criteria.
Proof of qualifications and/or professional registration will be required if an offer of employment is made – if you are unable to provide this, the offer may be withdrawn.

ESSENTIAL CRITERIA

The following are ESSENTIAL criteria which will initially be measured at shortlisting stage although may also be further explored during the interview/selection stage.
You should therefore make it clear on your application form whether or not you meet these criteria. Failure to do so may result in you not being shortlisted. The stage in the process when the criteria will be measured is stated below.

Factor
Criteria

Method of Assessment

Qualifications
Registration
Experience

An MSc/MEng in a relevant engineering
Discipline, defined as Mechanical,
Electrical, Building Services or Similar.

OR

Be registered as a Chartered Engineer with the Engineering Council and be a corporate or full member of one of the following recognised engineering institutes:
Institute of Healthcare, Engineering and Estates Management (IHEEM)
Institution of Engineering and Technology (IET)
Institution of Mechanical Engineers (IMechE)
Chartered Institution of Building Service
Engineers (CIBSE)

OR

A Degree in a relevant engineering discipline, plus 3 years relevant experience in a Senior Engineering role, defined as Agenda for Change Band 7 or equivalent.

OR

An HND/HNC in a relevant engineering discipline plus 5 years relevant experience in a Senior Engineering role, defined as Agenda for Change Band 7 or equivalent.

AND

Have delivered improvements in relation to the mechanical/electrical/building performance of a complex Estate.
Have worked with a diverse range of stakeholders, both internal and external to the organisation, to achieve successful outcomes.
Successfully demonstrate a high level of people management, leadership and organisational skills.
Experience of estates management and budgetary control in a major complex organisation.

Shortlisting by Application Form
And
Interview

Other (e.g. Driving etc.)

Hold a valid full UK driving license and have, on appointment, access to a car.

‘Where disability prohibits driving, this criteria will be waived if the applicant is able to organise suitable alternative arrangements.’

Shortlisting by Application Form

DESIRABLE CRITERIA

Desirable criteria will ONLY be used where it is necessary to introduce additional job related criteria to ensure files are manageable. You should therefore make it clear on your application form how you meet these. Failure to do so may result in you not being shortlisted.

Factor
Criteria
Method of Assessment

Qualifications
Registration
Experience

Demonstrable experience in the management of healthcare estates operations (maintenance) including the design, specification, implementation and supervision of engineering projects/contracts.

Shortlisting by Application Form

NOTE:
Where educational/professional qualifications form part of the criteria you will be required, if shortlisted for interview, to produce original certificates and one photocopy of same issued by the appropriate authority. Only those certificates relevant to the shortlisting criteria should be produced. If educational certificates are not available an original letter and photocopy of same detailing examination results from your school or college will be accepted as an alternative.

If successful you will be required to produce documentary evidence that you are legally entitled to live and work in the United Kingdom. This documentation can be a P45, Payslip, National Insurance Card or a Birth Certificate confirming birth in the United Kingdom or the Republic of Ireland. Failure to produce evidence will result in a non-appointment.

Where a post involves working in regulated activity with vulnerable groups, post holders will be required to register with the Independent Safeguarding Authority.

Healthcare Leadership Competencies

Candidates who are shortlisted for interview will need to demonstrate at interview that they have the required competencies to be effective in this demanding leadership role.

The competencies concerned are set out in the NHS Healthcare Leadership Model, details of which can be found at:

http://www.leadershipacademy.nhs.uk/resources/healthcare-leadership-model.

Particular attention will be given to the following:
Inspiring shared purpose
Leading with care
Evaluating information
Connecting our service
Sharing the vision
Engaging the team
Holding to account
Developing capability
Influencing for results

HSC Values

Whilst employees will be expected to portray all the values, particular attention is drawn to the following values for this role