Estates Officer

Job responsibilities

• Plan, manage and monitor the administration and execution of maintenance contracts to ensure all Trust sites are compliant and meet the Trusts and Service Users standards and expectations.
• Ensure that all maintenance requests are appropriately completed and signed off.
• Ensure that all maintenance records are appropriately completed, filed and recorded and can be suitably interpreted to ensure compliance and aid reporting of performance.
• Ensure that Permit to Work systems, risk and method statements are reviewed and in place so that all work is completed safely, and that Contractors and Sub-contractors are informed of any risks on Trust sites prior to commencing works.
• Undertake frequent (daily) site visits to inspect maintenance or building works, carry out surveys and quality control audits.
• Assist in the management of and be responsible for ensuring that the Trust Asset and Six Facet lifecycle registers are maintained, ensuring all additions and deletions are captured from Capital Projects, Minor Works, and backlog Maintenance records.
• Provide the necessary records required to demonstrate that the Trusts Mechanical / Electrical / Building Infrastructure, Life safety and fire systems, Water Hygiene, Lifts and Asbestos control are adequately maintained and operated in accordance with Health Technical Memorandums, Heath Building Notes, Approved Code of Practices and all statutory legislation.
• Assist the Contract Performance Manager to continually monitor performance in relation to the Trusts contracts and to ensure compliance with SLAs and provide information on any failures of service delivery.
• Proactively liaise with and advise all stakeholders on the status of planned, reactive, corrective and backlog maintenance.
• Under the direction of line management, advise upon and manage an effective backlog maintenance schedule, and working closely with the Capital Works Team and Property Manager ensure that any backlog maintenance work is coordinated with any capital projects and property disposals and acquisitions.
• Ensure that backlog budget is appropriately allocated to capital or revenue accordingly and track all spending against the annual budget
• Prepare monthly backlog maintenance monitoring reports in an agreed format that can be presented to relevant Committees and the wider organisation as necessary including setting out contract performance against scope, time and costs, proposing solutions to any issues encountered.
• Access confined spaces, roof tops, difficult access plant rooms and other areas requiring a degree of physical effort or discomfort including areas of infection risk such as drains and sewers.
• Interpret estates and facilities data, technical facts, and other information including related legislation, health, and safety regulations, building and engineering regulations and technical standards.
• Investigate incidents and report findings including any implications associated with supplier the contracts.

• Co-ordinate with service and operational managers in the preparation of business cases and project evaluation with specific reference to usage of estate, costs of hard facilities service and suitability of proposals.
• Carry out detailed audits of the services provided within the hard facilities management contracts involving discussion with Service Users, Trust Senior Management, as well as the staff in all disciplines to provide information supporting the future development of hard facilities management services.
• Responsible for ensuring that long term planning of hard facilities management services is provided to support the Estates Department Strategy and Business Plan and wider corporate strategies and planning.

• Oversee the delivery of efficiency and quality standards for work undertaken within the department.
• Review, create and implement hard facilities management policies and practices and including taking account of the effects on other departments.
• Set high customer care standards for all work activity across the Estate portfolio.
• Work with the other areas of the Estates and Facilities Team to identify ways of streamlining processes and seeking means of continuous service improvement.
• Continuously develop Hard FM service standards, deliver efficiencies in costs and service improvements, including continuous improvement activities and regular benchmarking of the hard FM services
• Ensure that health and safety standards are developed, implemented, and monitored to ensure that the Trust hard facilities maintenance teams follow and comply with legislative requirements.
• Participate in wider trust committees and discussion groups (for example Water Safety Group, Health and Safety Committee, Finance Meetings, Incident Control Teams) in order to align hard facilities services to developing Trust needs.

• Undertake line-management responsibilities and supervision for specialist consultants/engineering / building contractors ensuring their staff have the correct permits and risk assessments and method statement to ensure compliance with safe contractor system, Trust policies and HSE requirements.
• Occasionally deputise for the Senior Operations Manager and undertake associated line management responsibility for any Estates staff.
• Provide professional guidance, training and development as required to Contractors, Service providers and Trust FM Managers.
• Be an effective manager and team player, demonstrating and role modelling a commitment to the Trusts values and strategic objectives.

Communicate daily with and display exemplar working relationships with all Estates and Facilities colleagues.

Effectively communicate with all Estates Department colleagues and participate in technical conversations even if outside of any formal training or qualifications.

Communicate with Procurement teams on the appointment of contractors to tendering lists, hold qualification interviews with regard to the appointment of service providers or any other such professionals as may be required.

Communicate effectively with Senior Estates Management including but not limited to, Associate Director of Estates, Head of Operations Estates & Facilities, Property Manager, Head of Capital Projects

Frequently hold technical conversations with Heads of Service, Service Managers, Lead Nurses, Modern ...