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Assistant Facilities Manager

3 months ago

London, UK, United Kingdom Vox Network Consultants Full time

Assistant Facilities Manager (Hard FM)


Job overview

The post holder will deputise as required for the Head of Hard FM at meetings and/or sub committees.

The post holder should have extensive Hard FM knowledge, experience, and technical skills, ideally across a diverse healthcare estate portfolio. The post holder should demonstrate excellent leadership as well as change management skills.

The post holder is expected to develop an extensive hands-on knowledge of the condition of the estate, as well as assimilate and share complex information covering various aspects of Hard FM Services.

The post holder exercises a high degree of autonomy, working independently within broad occupational policies and guidelines to ensure that quality standards, statutory and mandatory requirements pertaining to Hard FM services are met.



The post holder is responsible for:

  • The operational management and delivery of Hard Facilities services including staff, performance and contract management of services, and associated reporting.
  • Monitoring and ensuring statutory and mandatory compliance, as well as business continuity. Including ensuring a safe environment for all service users, staff, and visitors within the geography.
  • Participating in the development and implementation of appropriate policies, procedures, and processes, in alignment with the strategic planning and development of the estate and Hard FM services and corporate objectives.
  • Managing delegated Hard FM revenue and capital budgets, to ensure the provision of high-quality, cost-effective and value for money services.
  • Undertaking Authorised Person (AP) duties.
  • Representing my clients with a range of senior internal and external stakeholders and partners.
  • Liaising as required with external Hard FM services providers for tenanted sites within the estate where my clients does not have responsibility for the delivery of Hard FM Services.


Working for our organisation

My client operates as a wholly owned subsidiary of a large London NHS Foundation Trust. Established in 2017, they provide a broad range of Estates and Facilities services, spanning strategic operational delivery through to estates maintenance and repairs, primarily within mental health and community healthcare settings.


Detailed job description and main responsibilities

  • Manages Hard FM services delivery across in-house and contracted resources. Including reactive work, planned maintenance and contract work. Prioritises activities and resources to ensure compliance with statutory and mandatory requirements and that appropriate Service Level Agreements (SLAs), standards, quality, and specifications are met.
  • Responsible for organising and allocating work. Uses CAFM system to monitor and manage tasks as required, such as issuing, allocating and prioritising reactive tickets, PPM tasks, or remedial work.
  • Supports the delivery of minor schemes and capital works.
  • Acts as an escalation and decision point for operational issues and day to day management of external contracts and suppliers. Available on-call as required as part of the business continuity management.
  • Acts as the Trust’s Authorised Person (AP) for specific areas in accordance with HTMs (up to two areas in total). Engages as appropriate with the Authorising Engineers (AEs).
  • Provides appropriate Hard FM knowledge, technical advice, and best practice guidance on service issues.
  • Ensures effective communication and engagement with key stakeholder groups as appropriate, such as the Capital and Assets team, site services, to contribute and support the successful management of the property portfolio.
  • Represents Hard FM services at internal and external meetings, including senior management meetings, patient and staff partnerships forums, and supplier meetings. Attends internal, Trust or external Hard FM forums as required, for instance Safety Groups such as Water, Ventilation, etc.


Person specification


Education & Qualifications


Essential criteria

  • Educated to degree level or able to demonstrate having produced work to equivalent academic range
  • Evidence of training in HTM, in particular Water, Ventilation, Fire, Electrical, Lifts, as well as Asbestos Awareness, Managing Safety (NEBOSH / IOSH)

Desirable criteria

  • Masters-level qualification such as an MSc or MBA or equivalent professional experience
  • PRINCE2 or equivalent project management qualification (e.g., Agile, Scrum, etc.)
  • Authorised Person in healthcare HTM
  • Membership of a relevant professional body with maintained registration


Previous Experience


Essential criteria

  • Demonstrable knowledge and experience working within a healthcare environment, preferably NHS or Mental Health Services
  • Experience of financial, budgetary and resource management.
  • Experience of managing services and monitoring to meet Key Performance Indicators (KPIs) and Service Agreements
  • Demonstrable technical knowledge and experience managing estates maintenance services
  • Good understanding of asset management and condition survey
  • Knowledge of relevant legislation and guidance associated with Estates and Facilities Infrastructure including HTMs and HBNs
  • Demonstrable experience planning and managing projects and workstreams to budget, time, and quality


Desirable criteria

  • Knowledge of working with specialist contractors
  • Experience of maintaining high standards in fast-paced environments
  • Experience of developing and implementing policy and procedures


Skills and Knowledge


Essential criteria

  • Ability to produce management reports and communicate using different packages, including the Microsoft Office suite
  • Ability to use CAFM (Computer-Aided Facilities Management) system
  • Inclusive people manager who acts with integrity, sets standards, motivates, and promotes development
  • Risk and issue management and implementation of appropriate control measures
  • Necessary knowledge and experience of Hard FM to appropriately deliver the service and manage stakeholder expectations and contractor input.
  • Demonstrate appropriate leadership communication styles across all levels of the organisation, working collaboratively and openly.
  • Demonstrate commitment and focus on quality to promote high standards