Associate Director of Facilities

Job summary

The Associate Director of Facilities will be a key member of the Gloucestershire Managed Services (GMS) Senior Management Team (SMT), holding accountability for the ongoing work of defined operational Facilities services using strategic, business and operational skills to ensure high performing services that deliver against performance standards.

Responsible for leading the direction and coordination of the Facilities Services delivery organisation, the Associate Director of Facilities will work as part of the GMS Senior Management Team, and will attend the GMS Board when requested.

To advise the Operations Director and Board on the operational delivery of defined facilities services, maintenance of national and local performance targets, and national standards.

To support the Operations Director and Managing Director in ensuring GMS delivers its strategic and operational ambitions as outlined in the business plan.

Please note this job will attract GMS Terms and Conditions of Service (TCS) not Agenda for Change as stated.

Please see attached TCS for reference

Main duties of the job

- Delivery and development of high-quality services achieved through the engagement of the workforce, customers and other stakeholders. Ensuring effective management of the Facilities service delivery organisation on a day-to-day basis ensuring provision of appropriate, effective high quality service delivery in accordance with specific defined service portfolio.

- Working with the management team, SMT and Board to develop and sustain an organisational culture that will enable GMS to deliver exceptional services and to achieve excellence in service delivery.

- Contributing to the successful delivery of corporate objectives as a member of the SMT and ensure all facilities services deliver appropriate and effective leadership and deliver on all key objectives.

- Lead on the development of a culture of continuous improvement in order to meet quality, financial and performance targets ensuring alignment with customer strategic objectives.

- Manage performance and ensure that all facilities services can meet all activity, financial, budget and service level targets.

- Ensure that the highest standards of governance and probity are maintained by ensuring all resources within facilities service delivery work effectively and are managed in accordance with GMS policies and procedures.

- Working with the Finance & Commercial Director and Team to ensure there are robust arrangements in place for budgetary management, cash management and cost and service efficiency improvement planning.

About us

GMS is a forward looking and enterprising organisation with a clear vision for the future of delivering high performing services with a focus on continuous improvement, and a workforce of circa 700 employees who are dedicated to achieving its vision,

On 1st April 2018, Gloucestershire Managed Services was launched as the wholly owned subsidiary company of Gloucestershire NHS Foundation Trust, delivering a managed estates and facilities service covering:

- Domestic services/cleaning

- Estates maintenance and capital development

- Catering, both retail and for patient meals

- Switchboard/contact centre

- Sustainability/Compliance professional services

- Medical equipment sterilisation (CSSD)

- Portering

- Waste management

- Grounds & Gardens

- Medical engineering (supply and maintenance of medical devices)

- Security services

- Linen and Laundry

-Energy procurement and generation

- Transport and logistics

- Stores and consumable supplies

- Procurement

- Estates professional services

Job description

Job responsibilities

Leadership and Strategy

- To lead and manage defined Facilities service teams.

- To lead on the migration from post 2021 NCS to a fully compliant 2021 NCS team.

- To work with the SLT and trust to manage the commercial reviews and legal aspects of outsourced contracts that sit under facilities

- To lead and develop a new helpdesk including switchboard facility

- Attend Board meetings, attend Senior Leadership and Management Team meetings and appropriate Board sub- committees;

- Effective management and development of the facilities services operations team to ensure the delivery of the quality and financial objectives.

- To work with HR colleagues to ensure that all members of the Facilities Services operations SMT team have appropriate and challenging development plans, and to oversee their delivery.

- To lead delivery of the Facilities Service elements of the five-year business plan, demonstrating commercial focus, intelligence and enthusiasm.

- Plan and manage change in accordance with the GMS policy/strategic plan.

- To facilitate a culture and environment whereby staff continually learn and flourish.

- Ensuring the provision of training and learning development opportunities exist, in line with personal development plans, service needs and GMS strategy.

Developing and delivering safe and quality services

- Providing leadership for the Facilities Services organisation and management of performance and financial targets for Facilities services.

- Provide effective leadership in Health and Safety Management for all Facilities Service delivery operations for GMS, supporting the GMS mission for zero harm;

- To contribute to the companys Talent Management processes, supporting staff with identified potential to realise and achieve their full potential within the company.

- Working with Facilities Service Leads, Estates colleagues and Quality and Compliance colleagues, to ensure high levels of facility service delivery with a focus on continual service improvement.

Performance and Information

- Working with Leadership team and corporate support colleagues to ensure that the facilities service area is productive, efficient and viable.

- Ensuring that decision making within the service area is informed by an agreed range of Key Performance Indicators (KPIs) and business information which demonstrates the performance of the service.

- Ensuring that the facilities services deliver against locally and nationally agreed standards on a consistent basis.

- Respond to information provided, taking appropriate action to immediately rectify and address any delivery or capacity issues.

- Ensure KPI data for facilities services provided by GMS is produced and issued in accordance with reporting cycle and is robust when subject to audit scrutiny.

Business planning and Service Improvement

- Supporting the Operations Director and Leadership team in developing organisational goals and objectives aligned to the organisational ambition.

Resource Management

- Line management responsibility for defined Heads of Facilities Service including for training and development, sickness absence management, disciplinary and grievance management, and annual appraisals.

- Overall accountable for allocated budgets for Facility services, ensuring efficient use of resources along with provision of value for money services.

- Effective and timely management of budgets, with overspend and corrective plans actioned.

- To monitor the performance of direct reports, and wider workforce, addressing any identified weaknesses in performance, and areas of concern through rigorous processes supported by the application of HR policies.

- Approving spend as per delegated authority, overseeing budgets and financial performance for facilities services within the agreed remit.

- Managing the attraction, recruitment, retention and development of key staff and other team members as necessary for the continuous provision of facilities services to customers.

Communication and Working Relationships

- Engaging positively and effectively with senior colleagues across the corporate and operational areas of the organisation.

- Responsible for the management and positive development of a range of operational relationships external to the company, working with other organisations as needed;

- Ensuring an appropriate and effective information flow between the Operations Director and Facilities Services teams;

- Developing and maintaining effective working relationships with all levels of staff across the organisation.

- Working with Trust/customer counterparts as part of the contract reporting and review cycle.

Person Specification

Qualifications

Essential

Educated to degree in Estates/property/facilities management subject area or equivalent level of experience (extensive years) in complex estate management at a senior level Membership of professional body/bodies CIOB, RICS, RIBA, CIBSE, IWFM(BIFM), IHEEM Clear evidence of continual professional development

Desirable

Educated to Masters level or equivalent experience

Experience

Essential

Experience in managing complex change to services Demonstrated experience in successfully leading estates and facilities services in the healthcare and/or commercial sector Proven experience of budget setting and holding to account others for delivery within defined envelopes Proven track record of leading and facilitating change in complex situations with a wide cohort of professionals Experience of managing staff including training and development needs, appraisals, sickness and absence, and disciplinary matters

Knowledge/ Skills

Essential

Proven knowledge and experience of change management and leadership, including an ability to achieve change where resistance is experienced Highly developed analytical skills and problem solving as well as confident and highly effective decision maker Excellent HR, communication, analytical financial and conflict management skills Understanding of estates and facilities disciplines including hard and soft services engineering standards and built environment technologies An understanding of, and experience in procurement procedures and Standard Financial Instructions

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