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Soft FM Manager

1 month ago

London, United Kingdom 306 North London NHS Foundation Trust Full time

Job summary

The post of Soft FM Manager fulfils a functional role with the Estates and Facilities Department integrated with its arrangements for Corporate Management and Governance including all aspects of Risk Management related to Soft Facilities Management.

The post holder is the senior estates professional (Intelligent Client) responsible to the Associate Director for Soft FM Services for the overall leadership and performance of soft facilities across the trust.

Reporting to the Associate Director for Soft FM Services and as a senior manager of the Trust, the post holder's prime focus will be to manage all Soft FM monitoring processes, audits and challenge all performance aspect, adherence to the Trusts Construction Requirements and Project Co Proposals.

The post holder will also be responsible for overall management of all aspects of the Trusts retained estates Soft FM services, ensuring the Trust's service specification requirements are met or exceeded.

The post holder will be responsible for managing the financial performance of the services outlined above, contributing to the directorates annual cost improvement plans.

The post holder will be a core member of the senior management team and will deputise for the Associate Director for Soft FM Services in times of absence for Estates and Facilities related matters.

Main duties of the job

Provide management and operational leadership for all Soft FM services providing advice and supervision regarding prevention, preparedness, response and management of activities.

Ensure all activities are undertaken in a timely manner to enable the Trust to be compliant and meet regulatory requirements.

Assist with building and maintaining resilience into all aspects of emergency preparedness by developing existing arrangements and creating new strategies and plans as required. Ensures the organisation can respond appropriately and as required to major incidents along with business continuity situations that maintain critical services against a wide range of abnormal events.

Ensures compliance with the Estates and Facilities Emergency Manual with regards to MAJAX, Serious Untoward Incident Procedure, Estates On-call/Incident Management Handbook, Estates Major Incident Contingency Plans.

Ensure that complaints are dealt with in line with Trust policy and expectations. This includes associated response and reporting on Ulysses.

Ensure outsourced services provide complaint service solutions in accordance with the agreed service level specifications.

Identify, lead and manage the strategy for continual improvement across all services under the Soft FM remit working with Project Co. and the service providers to implement the changes.

About us

North London NHS Foundation Trust (NLFT) is committed to improving mental health care across North London to deliver excellent services to our local people. Our Five-Year Strategy:

We will provide consistently high-quality care closer to home.

With our partners in North London and each borough we will ensure equity of outcome for all

We will offer great places to work, providing staff with supportive environment to deliver outstanding care.

We will be more effective as an organisation by pioneering research, quality improvement and technology.

Why NLFT?

We develop and retain our staff through leadership behaviours and managers programme and many more opportunities.

We promote flexible working and support staff with a range of health and wellbeing initiatives.

NHS Discounts, generous annual leave and NHS pension scheme

Excellent internal staff network

The post holder will be aligned with our Values :

We Are Kind We Are Respectful We Work Together We Keep Things Simple We Empower We Are Proudly Diverse

In order to meet the needs of the Trust you may be required from time to time to work at different locations to your normal place of work. This may mean that you are required to work at any location that fall under Barnet, Camden, Enfield, Haringey or Islington. The Trust reserves the right to require staff to work at such other places or locations as it considers reasonable and necessary on a temporary or permanent basis.

Job description

Job responsibilities

Liaise with the service providers and service users to ensure requirements are met, optimum standards are maintained, and any deficiencies are rectified in a timely manner.

Responsible for the management of the Estates and Facilities Accommodation services.

To produce Business Cases for Revenue and Capital bids to support the Facilities Service Strategy, Estate Strategy and Development Control Plan.

Monitor and control financial quality and contract performance, ensuring services are delivered in accordance with budgetary, statutory and non-statutory control instruments and policies and other performance indicators.

Report on budget/spend to the Associate Director for Soft FM Services and the Finance Business Partner

Prepares specifications and tender documents for soft FM services in line with Standing Financial Instructions; evaluates tenders and oversees contract award and implementation.

Working with the Head of Soft Services at Hinchingbrooke; prepare specifications and tender documents for specialist services contracts, evaluates tenders and oversees contract award and implementation in line with Standing Financial Instructions.

The post holder will directly manage the Soft FM Monitoring Manager, Soft FM Monitoring Officer, providing leadership and delivering full line management responsibilities in accordance with Trust policies, ensuring effective service delivery.

The post holder will lead the respective Soft FM roles in ensuring the policies and procedures are updated in accordance with the departmental and organisational objectives.

Agree and set objectives and personal development plans for all Soft FM Staff ensuring training and development is provided where necessary.

Be responsible for the recruitment and retention of staff within the Estates and Facilities Soft FM team including producing job descriptions, person specifications, advertising, shortlisting, interviewing and where required exit interviews.

Ensure all HR and Trust policies with regard to people management are adhered to sickness absence reporting and lead on any performance management and disciplinary issues.

Take responsibility for ensuring the Soft FM team is appropriately covered by substantive staff, minimising the use of agency/bank staff where possible.

Lead and manage change within the department, ensuring smooth transitions to achieve the strategic direction and improvements in services.

Person Specification

Qualifications

Essential

Specialist knowledge acquired through degree or experience to masters equivalent level Facilities professional qualification for example IWFM Senior management qualification or equivalent experience

Desirable

Good oral and written communication and presentation skills

Skills/ Abilities

Essential

Good oral and written communication and presentation skills IT skills - the ability to produce spreadsheets, statistics and KPI's Able to understand and comply with the requirements of the Trust's H&S policies

Desirable

Able to write and develop polices, procedures and guidance relating to Soft FM services

Experience/ Knowledge

Essential

Experience of working at a managerial level in a healthcare/public services/armed forces environment with a Soft FM background Experience of operational PFI contracts and the process of performance management

Desirable

Proven knowledge of relevant H&S, food safety and national cleaning standards