Head of Facilities Management

Detailed job description and main responsibilities

To be responsible for the strategic management and operational delivery of Soft FM, ensuring that appropriate systems, processes and procedures are in place for the safe and effective delivery of the service. Ensuring that all plans are consistent with Atlas’s Business Plan and overall objectives.
• To ensure appropriate monitoring arrangements and reporting systems are in place for FM services. The post holder will analyse the results of all data and audits so improvements can be identified. There will be a need to compare and interpret results to make the right decisions about the future and improvement of some services.
• Manage and control all operational duties of the team ensuring services are continually developed to provide a modern high-quality service; that offers statutory compliance; services are in accordance with national requirements and/or published standards, manufacturers recommendations (as appropriate), are cost effective and meet the needs of its customers.
• Manage and develop policies and procedures related, or associated with Soft FM, ensuring appropriate Stakeholder engagement, and monitoring and auditing of compliance as appropriate. To communicate and advise the organisation on the policies in accordance with established governance protocol.
• Ensure suitable systems and processes are in place to manage compliance with all contractual, statutory and mandatory undertakings associated with the delivery of comprehensive soft Facilities Management Services.
• Provide annual/monthly reports detailing performance targets/standards ensuring the service provides quality standards that are compliant, efficient and cost effective.
• To maintain an overview of complaints and incidents and ensure that appropriate action is taken and that lessons are learned and shared.

• To manage the Soft FM service managers and to be responsible for those services, which are currently: -
o Transport – fleet of vehicles for non-patient portering
o Building Management – operational activities
o Support Services – clinical waste/domestic waste/pest control/uniforms
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o Catering – within a hospital environment
o Cleaning – clinical and non-clinical
• To ensure there is a robust system of management and monitoring of the Risk Register for risks associated with all FM services, ensuring they are logged, recorded and reviewed with the team.
• Investigate and report on all appropriate incidents recorded (Datix) regarding Soft FM, ensuring that there is a learning culture.
• To represent Atlas BFWML at meetings and forums as appropriate ensuring information regarding services and reports are available as appropriate.
• To support Atlas in the development of information systems to support FM services and performance management communicating performance against KPI’s to users on a regular basis – this will cross over into other Atlas Business Units as an Integrated solution. The Post Holder will be solely responsible for the implementation, management and subsequent changes.

• To maintain an overview of capital projects and ensure the programme relating to FM services is delivered on time, costed appropriately and within budget.
• To work closely with Trust team members to ensure that Atlas initiatives are implemented locally and to ensure that information is available to assist with planning and FM services.
• In relation to Clifton Hospital, be responsible for the PLACE process and ensure results and action plans are reported at appropriate levels.
• Report on CQUIN (if required) related FM issues on a regular basis this includes but not limited to healthy eating initiatives via the Catering Department at Clifton Hospital.
• Take responsibility for ensuring all FM activities are carried out competently and safely, in compliance with health and safety legislation.
• Responsible for ensuring cleaning service providers follow the appropriate national standards and maintain them as outlined in the relevant documentation.
• Responsible for ensuring the Catering services provided meet the Standards for food and Drink in NHS Hospitals.

CONTRACT MANAGEMENT
• Negotiate supply contracts for the procurement of FM services with other specialist agencies and ensure these reflect current market prices and value for money for Atlas.
• Review and re-negotiate service provision contracts within Facilities Soft FM remit as required, ensuring best value for Atlas and performance criteria for customers.
• Monitor and maximise the income generated for Atlas via SLA’s and service contracts delivered by Facilities Soft FM Services staff and service providers.
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• Deliver reductions on expenditure whilst still delivering acceptable standards of service delivery
• Investigate changes to provide a cost-effective service delivery by the involvement of key contactors and reduce revenue costs.
• Develop specifications for all services and work closely with other Atlas/Trust leads when tendering for the provision of these services.
• Manage various projects as necessary and ensure these are delivered on budget and within agreed time scales.
• Identify and pursue growth opportunities for Atlas. Including developing business cases and deliver on approval (aligned to services).
• Lead the mobilisation of any new services procured within the FM function.
• Review / instigate changes to work scheduling systems as appropriate to maximise efficiency, effectiveness and good use of resources.
• Negotiate with external agencies on behalf of Atlas, for example ICB/ICS/LPC/1LSC on issues such as service delivery, costs contracts.
• Manage the novated contract for the provision of domestic services at the Blackpool Victoria Hospital site with a contract value.