Facilities Manager inLondon inLondon PUBLISHED TUE 26 NOV 2024

The post holder is primarily responsible for:

• Supporting the operational delivery of compliant, high-quality and cost-effective Soft Facilities Management (SFM) services provided by QTS. This includes current and future activities.

• Supporting the operational management of all Soft FM contracted services and partners, including their performance management, monitoring and reporting.

• The direct line management of staff within the QTS Soft FM team.

• Assist in ensuring statutory and mandatory compliance, and compliance with best practice guidance, to ensure a safe environment for all patients, staff and visitors.

• Supporting the development and implementation of policies, procedures, systems and processes to ensure ongoing compliance and to support the delivery of Soft FM services.

• Providing specialist advice and support on Soft FM services and undertaking relevant management and expert duties as required by QTS.

• Supporting the identification, bidding, acquisition, integration, management and review of new Soft FM business opportunities for QTS.

• Supporting the identification, development, implementation and review of sustainability and carbon reduction projects and plans relating to Soft FM.

• Setting an example in modelling QTS values and behaviours.

The post holder will deputise as required for the Deputy Head of Facilities Management - Soft FM at relevant meetings, committees/sub-committees and working groups.

The post holder will deputise for reasonable and appropriate roles/functions within QTS as required.

The post holder should have specialised Soft FM knowledge and experience across a diverse healthcare estate portfolio and be able to manage multiple workstreams. The postholder should also demonstrate excellent leadership skills.

The post holder exercises a high degree of autonomy, working independently to ensure that quality standards, statutory and mandatory requirements governing all aspects of Soft FM services are met.

About us

Soft FM Services Management

• Support the effective co-ordination, management and development of Soft FM Services across the QTS portfolio, ensuring compliance with statutory and mandatory requirements such as Health Technical Memoranda (HTMs) and standards, as well as with relevant best practice guidance and in accordance with QTSs and CNWLs policies and procedures.

• Support with the planning, implementation and development of a whole range of Soft Facilities Management Services, ensuring that both in-house and contracted-out services are performance managed against set objectives. Identify and support with the implementation of any areas of potential service improvement and cost improvement measures.

• Support with the investigation and management of complaints, both formal and informal, in accordance with QTS and CNWL Policy and procedure.

• Represents and actively promotes Soft FM services across QTS and partners at internal and external meetings. This includes representation and input at relevant committees. Attend and/ or lead client meetings as required.

• Provides appropriate specialist knowledge, technical and professional advice on relevant Soft FM issues and related activities.

• Ensures effective communication and engagement in line with, but not limited to, the key stakeholder groups outlined in this document.

• Any other duties which may be reasonably requested by relevant senior management to facilitate the effective running of the department or support QTS.

Governance, Risk &Compliance

• Assist in ensuring that the provision of Soft FM services are to the required healthcare standards and meet relevant statutory and mandatory legislation such as Health Technical Memorandum (HTMs), NHSE Standards, Department of Health (DH) Guidelines, Health and Safety requirements and QTS and Trust Policies and Procedures, including Sustainability and Net Zero Carbon requirements.

• Provide expert support on all aspects of relevant areas of expertise to include National Standards relating to Cleanliness, Catering and Waste, PLACE, HTMs and CQC Essential Standards of Quality and Safety. Support in the interpretation and compliance of relevant statutory/ mandatory requirements and other relevant guidance.

• Assist with the development, implementation, management and review of policies, procedures, systems and working practices relevant to Soft FM.

• Investigating, acting on and reviewing incidents which relate to or impact on Soft FM services, in line with QTS and CNWL policy and procedure.

Supplier & Contract Management

• Operational management of all relevant Soft FM contracts within allocated zone, ensuring delivered services are compliant, cost effective and high quality.

• Support with the monitoring and reporting of contractor/ supplier compliance and performance against agreed Key Performance Indicators (KPIs), taking action to address areas of failure.

• Create positive working relationships with other NHS, DoH and external organisations where they provide Soft FM services, supporting to ensure that both the organisations and national standards, where appropriate, are achieved.

• Support/ Chair formal and regular monitoring meetings with key contractors and, where relevant, the users of those services.

• Acts as escalation point for management of external contracts and suppliers within allocated zone, retaining oversight of performance against KPIs, HTMs, industry standards and good practice.

• Contribute/ support with the procurement of contracts, services and products relevant to the Soft FM remit, as required.

People Management

• Delegate responsibility and authority within reporting line that is consistent with effective decision making whilst retaining overall responsibility and accountability for results.

• To identify and undertake training and ensure within reporting line training is undertaken as required to ensure the ongoing performance of duties competently.

• Supports that all QTS people-based policies and procedures are adhered to, including supervision/ 1to1, annual leave, sickness, annual appraisals and mandatory training compliance.

• Promotes and supports professionalism, quality standards and successful achievement of QTSs strategic objectives.

• Responsible for role modelling QTS values and behaviours, and encouraging and developing a supportive, open and inclusive culture.

• Ensures effective two-way communications are in place within reporting line so that all staff are kept informed and engaged in a timely and appropriate manner.

Finance and budgets

• Support with identification of cost pressures and savings opportunities.

• Act as an authorised signatory and manage delegated budgets and control expenditure in line with authorised allocations and in compliance with Standing Financial Instructions.

• Contribute to capital bid submissions and other bids for internal/ external funding in line with QTS/ CNWL procedure.

• Provide accurate costings for QTS and CNWL bids and contribute financial information as part of tender exercises, as required.

Audit, Data & Information

• Support on the reporting of Soft FM Key Performance Indicators (KPIs).

• Take an operational lead role in regular audits and performance reviews and advise on the implementation of appropriate improvements, as required and in line with national standards and guidance.

• Support the annual Patient-Led Assessments of the Care Environment (PLACE) programme on behalf of CNWL, and any other QTS clients identified. This includes the planning, organisation, operation, submission, reporting and review of the programme.

• Support as required with the completion of the Soft FM elements of relevant national, ICS and Trust returns including PAM, ERIC and Sustainability.

• Input into other regular and ad-hoc QTS reports as required.

Strategy andService Development

• Support with any future tender/ re-tender of Soft FM services for QTS.

• Support with the integration of any Soft FM Services transferring from other organisations.

• Contribute to strategic plans which develop Soft FM services and makes suggestions and proposals to improve, innovate or modernise Soft FM services.

• Support with the Soft FM Sustainability and carbon reduction agenda, including key areas such as the waste hierarchy, recycling, plastics pledge and food wastage.

• Support the development of QTS and CNWLs Sustainability and Net Zero Carbon Strategy, and associated targets to reduce carbon footprint, supporting with meeting the national carbon reduction targets.

• Leads on specific QTS/ CNWL initiatives and projects as determined by their line manager or the wider QTS senior team.