Estates Operations Manager

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Detailed job description and main responsibilities

Reactive and Planned Maintenance

Ensure that remedial works/actions identified as being required following ppm/ statutory/ mandatory checks and tests and audits are appropriately considered and:

• review the works to be undertaken, and recording the decisions made, and any required mitigating actions.
• obtain quotations for remedial works where required; ensuring that SFI's and procurement rules are followed when quotations are obtained.
• ensure that works are undertaken in a timely manner and that progress is monitored and reported.

Review help desk jobs and performance of the Estates Maintenance provider to ensure that they are actioned in a timely fashion and completed as required.

Review all maintenance related costs and to reduce costs wherever possible.

Provide estates maintenance advice and support to the Facilities Management team related to all Trust sites and their auditing of the Estates Maintenance provider's work.

Collate and provide performance related data and reports to assist with decision making about estates maintenance issues.

Ensure that details relating to amendments to the Trust Estate asset lists, record drawings and building manuals are clearly documented.

Regularly update the Estates Manager (Compliance) on the progress of remedial works following statutory inspections.

Small Works - Management & Delivery

Lead small works from inception to completion procuring suitable contractors and ensuring value for money.

Develop any relevant information with Estates & Facilities colleagues and ensure that appropriate procurement processes are followed, supported by the required documentation in line with NHS policies.

Manage contractors and internal teams, ensuring compliance.

Monitor budgets, timelines, and quality, reporting progress to senior management.

Ensure all statutory inspections and records are maintained.

Management of any contractors

Manage any maintenance contractors for specialist areas ensuring services are provided in line with Trust requirements and are cost effective.

Ensure that all contractors undertaking remedial works are aware of the Trust's Safe Working Policy and Procedures, including Permit To Work; and ensure that all required information and approvals are in place before works commence.

Person specification

Essential

Essential criteria

• Comprehensive knowledge of relevant Estate related legislation and health & safety, HTM and HBN requirements in relation to estate management.

Desirable criteria

• Ability to influence and negotiate at a senior level, with high value contracts.

Essential

Essential criteria

• Specialist works and building knowledge including legislation to degree level or equivalent, post graduate knowledge through training, experience to master's equivalent level

Desirable criteria

• Comprehensive knowledge of relevant Estate related legislation and health & safety, HTM and HBN requirements in relation to estate management

Essential

Essential criteria

• Extensive Building & Engineering services knowledge

Desirable criteria

• Comprehensive experience in the management of building and grounds maintenance works

Essential

Essential criteria

• Comprehensive experience managing estate small/minor works or maintenance projects in healthcare or public sector

Desirable criteria

• Comprehensive experience in managing multiple external estate maintenance contractors effectively

Essential

Essential criteria

• Comprehensive knowledge of building regulations, health & safety legislation, and CDM requirements

Desirable criteria

• Experience of working within organisational procurement strategies to successfully deliver on objectives

We are committed to creating an inclusive workplace that welcomes and supports individuals of all abilities. Remember, if you meet the minimum criteria for this role and you have a disability, you can be guaranteed an interview under the Disability Confident Scheme - Please ensure you select this on your application form. We would encourage you to be open about your needs so we can work with you to design a comfortable and accessible interview experience. Any information you provide regarding a disability or a need for adjustments will be treated in confidence and will only be shared with colleagues who are supporting this request.

If you require any adjustments to participate fully in the interview process, please let us know by adding the relevant details when scheduling your preferred interview date and time. Please feel free to contact the appointing manager to discuss your needs.

We encourage applicants to contact the hiring manager before their interview, if they have any questions about the role or the process. This is a great way to get clarity and prepare effectively for the interview.

If you have declared you are part of the armed forces community, you may be asked to provide evidence during the recruitment process. If you misrepresent this information, your offer may be withdrawn. For Armed Forces specific support, see our webpage: https://oxleas.nhs.uk/armed-forces-community/

Use of Artificial Intelligence (AI)

If you choose to use AI or other tools to assist in writing your application, it's essential to personalise this information, particularly your supporting information section. While AI can help streamline the writing process, these tools cannot fully grasp the context or requirements of the job you're applying for. There is also a risk that it can generate false or misleading information. AI-generated job applications can often be generic, impersonal and may not accurately reflect your qualifications, knowledge, skills, and experiences. It is crucial that you personalise your supporting statement by articulating these in your unique voice. Relying solely on AI to write your application or supporting information section is not advocated by Oxleas NHS Foundation Trust and could negatively impact your chances of success in the application process.

We monitor applications for any behaviour that could create an unfair advantage, and we check all references carefully. You are likely to be tested on your experience at interview, so be honest and make sure all the information in your application is correct. Please note that the use of Artificial Intelligence (AI) is prohibited during the interview process.

Employer certification / accreditation badges

Applicant requirements

The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.

Application numbers

This vacancy may close early if it receives a high volume of applications. Please complete and submit your application in good time to avoid disappointment.
Documents to download

• Job Description (PDF, 432.4KB)
• Person Specification (PDF, 152.4KB)
• Important Additional Information For Candidates (please read carefully) (PDF, 160.6KB)
• Privacy Notice for Staff (PDF, 268.6KB)
• Staff Benefits (PDF, 2.5MB)