Head of Estates Assets and Compliance

This job is brought to you by Jobs/Redefined, the UK's leading over-50s age inclusive jobs board.

Detailed job description and main responsibilities

DUTIES AND RESPONSIBILITIES

The Head of Estates Assets and Compliance will take responsibility for all compliance and risk issues together with estate asset management services, as required by the Head of Estates and Facilities.

Communication and Relationship Skills

1. To establish and develop business support across the Estates and Facilities department to meet the delivery of key Trust and departmental targets for the patient care environment.

2. To develop and maintain effective working relationships with the following internal teams and staffing groups as appropriate:

Senior Managers, Ward/Departmental Managers

• Finance and Payroll
• Estates and Facilities Management team
• Infection Control
• Risk & Governance
• Human Resources
• Procurement and IM&T Departments
• Internal Audit

3. To develop and maintain effective working relationships with the following external groups and organisations:

• NHSEI - PAM Team
• Patients, Relatives and Visitors
• Local Authorities
• Outside Agencies

4. To contribute and provide professional reports on all estate assets related matters when requested.

5. To deal with highly complex and sensitive information working closely with both internal and external managers and stakeholders to ensure that all estates assets are managed effectively.

6. Influence all staff groups to ensure that the necessary data for statutory returns is completed accurately and on time.

Knowledge, Training and Experience

1. To act as the specialist lead with authority on all matters relating to property management and compliance.

2. To coordinate the monitoring and timely completion of the NHS Premises Assurance Model (NHS PAM), to demonstrate to patients, commissioners, and regulators that robust systems are in place to assure that the premises and associated services are safe and to provide a consistent basis to measure compliance against legislation and guidance to the Trust.

3. To coordinate the monitoring of the Care Quality Commission (CQC) and other statutory & mandatory standards across the directorate and provide monthly updates to the Divisional board.

4. To coordinate the required statistical data to ensure trends in departmental activities are monitored appropriately by the Divisional Board.

5. To develop and implement procedures to assess risk and implement risk control plans to meet assurance standards in all service areas.

6. To ensure that business continuity contingency plans for all Estates and Facilities functions are developed and available for implementation if required.

7. To take overall responsibility for the management of record-keeping for all matters of compliance.

8. To take responsibility for the estate asset portfolio including maintaining an up-to-date estate asset schedule and database with all property information and managing the relevant property parts therein.

9. Liaise with the Trust's partner landlords and provide a tenant interface to monitor service provision and related charges.

10. To establish liaison with the Trust's 'partner' tenants and provide a client manager interface to respond to property/lease related issues.

11. Obtain asset valuations, including insurance, accounting, strategic investment, as required.

12. To take responsibility for managing landlord and tenant activities, liaising with the Trust's Legal Services and external agencies as required. Ensure timely negotiation and response to all new leases, lease terminations, licenses, rent reviews, break clauses and service level agreements.

13. To establish and monitor the procedure for ensuring timely collection and review of rental and service charges. Be aware of rental income targets and monitor progress throughout each financial year reporting deviations when required.

14. Develop and maintain Trust location plans ensuring compatibility with registered title.

15. Ensure all monitoring mechanisms are completed and with a timely submission; including the Trust's ERIC (Estates Return Information Collection) including co-ordinating and collection of stakeholder responses to support the data completion.

Planning and Organising Skills

1. To take strategic responsibility for the management of the Trust's estates assets. This involves formulating long term strategic plans for the Trust.

2. Take responsibility for ensuring the timely completion of all necessary data collections required by the Trust and other national bodies. Liaising with key stakeholders, staff and patients, as appropriate, to ensure their engagement to ensure successful completion of the data returns.

3. Ensure accurate and timely reports are written as required for the Head of Estates and Facilities and wider Trust managers and stakeholders.

Responsibility for Policy/Service Delivery

1. Develop and implement procedures to assess risk and implement risk control plans to meet assurance standards in all service areas.

2. Handle sensitive and highly complex data, analysing and interpreting as required by external national bodies.

3. To ensure that business continuity contingency plans for all Estates & Facilities functions are developed and available for implementation if required.

4. Take overall responsibility for the management of record-keeping for all matters of compliance.

Responsibility for Financial, Legal and Physical Resources

1. Financial responsibility for revenue budgets under their direct control and budget responsibility for estate asset management services. Working within appropriate financial protocols and procedures.

2. Financial responsibility for income generation and report against targets as appropriate.

3. Analytical and judgement skills with ability to compile highly complex facts requiring analysis, interpretation and investigation with ability to compare and report across a range of property related matters.

Legal awareness - Ability to interpret Property legal documents and expert advice.

1, Analyse and control property budgets and negotiate any proposed increases or service provision. Ensure orders are placed and compliance of all financial regulations takes place.

2. Procure and select contractors, suppliers, physical assets, resources, equipment materials and services via a rigorous assessment of products and selection of suppliers ensuring compliance with Trust standing orders and standard financial instructions.

Responsibility for Human Resources

1. Support the team with training and development planning and ensure all associated records are kept up to date.

2. Support the team with the management of discipline and grievance, welfare, and sickness procedures, as appropriate.

3. Support the team with appraisal and personal development plans of the direct report managers to ensure that they undertake this process in a meaningful manner.

4. Organise and document meetings and plan specialist training as required.

5. Develop a culture that improves quality by active promotion and better levels of understanding, including equality and diversity.

6. Work within agreed objectives with considerable independence within professional parameters.

Responsibility for Information Resources

1. Utilise appropriate IT resources in order to effectively carry out responsibilities. This to include e-mail, internet, databases, standard windows applications (word, excel spreadsheet, PowerPoint), and specialist systems for managing data.

Person specification

Qualifications

Essential criteria

• Degree or equivalent, or professional qualification, in relevant areas, and or demonstrable and equivalent experience in relevant areas

Desirable criteria

• Member of an appropriate professional institution.
• Master's degree or equivalent experience

Experience

Essential criteria

• Extensive experience working in compliance and property management within a large organisational environment
• Experience of having collected data, interpreted and translated it for a variety of statutory returns and then used the information to inform decision making
• Experienced in risk management and working with the senior team of Estates and Facilities to ensure all risks are identified, mitigated and actioned as appropriate

Desirable criteria

• Experience at working within a healthcare setting

Skills

Essential criteria

• Ability to use word processing, spread sheet, database and or presentation of software to an advanced level.
• Ability to engender confidence and influence behaviour by collaborative persuasion.
• Ability to translate complex data into meaningful reports.
• Good at working on one's own initiative and achieving key deadlines.
• Ability to communicate with both junior and senior members of the Trust.
• Ability to communicate highly complex information widely with a range of stakeholders.
• Ability to analyse issues and to draft papers for senior managers demonstrating good written report writing skills.
• Ability to prepare business administration documentation such as business cases and board reports.
• Excellent written and spoken skills, that enables the post holder to carry out the role effectively.

Knowledge

Essential criteria

• Sound working knowledge of Management Information Systems and Compliance & Quality Assurance Systems
• Up to date knowledge of monitoring and compliance management requirements across the NHS.

Values

Essential criteria

• Ability to demonstrate the organisational values and behaviours
• Strong, participative and supportive management style
• Self-belief, awareness and management qualities
• Evidence of team working
• Political awareness and diplomacy

The closing date for this post may be extended if there are insufficient applicants or brought forward if there is a high volume of applicants.

We want to ensure that everyone who works at the Christie or uses our services is welcomed, valued and treated with dignity and respect. The Christie values diversity and is committed to ensuring equal opportunities for all and fair representation across the organisation at all levels. In support of these commitments, we particularly welcome applications from Black, Asian and other ethnic minority people and people with disabilities for this post. Appointment will be only on merit.

We are committed to creating a balanced and diverse workforce. As such we welcome and encourage applications from people of all backgrounds. Together we will foster inclusion and tackle inequity and health inequalities in cancer care.

As users of the disability confident scheme, we guarantee to interview all disabled applicants who meet the minimum criteria for the vacancy

All positions within the Christie are subject to the receipt of satisfactory written references, medical clearance and evidence of your Right to Work in the UK. Some roles will require a Disclosure & Barring Service (DBS) check. Please note if you are successfully appointed to a post with this Trust, you will be required to pay for your own DBS Disclosure.

By applying for this post you are agreeing to The Christie NHS Foundation Trust transferring the information contained in this application to its preferred applicant management system. If you are offered a job information will also be transferred into the national NHS Electronic Staff Records system. Please note, all communication regarding your application will be made via email, please ensure you check your junk/spam folders as emails are sometimes filtered there.

If you have not heard from us within four weeks of the closing date, I regret that on this occasion your application will have been unsuccessful.

The Inter-Authority Transfer (IAT) process is a critical and beneficial component of ESR and will form part of the recruitment process. In the event that you are successful following interview your previous NHS employment data, if applicable will be transferred from your current / most recent employer.

Overseas candidates wishing to apply for this position and who would require immigration sponsorship, may wish to self-assess the likelihood of obtaining a Certificate of Sponsorship for the post on the UKVI website.

You should be aware the Trust operates a No Smoking Policy and therefore employees are not permitted to smoke at work.

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.

Documents to download

• Job Description and Person Specification (PDF, 210.2KB)
• The Christie Values and Behaviours (PDF, 919.5KB)
• Strategy Brochure (PDF, 1.0MB)
• Trust Membership - Christie Talent (PDF, 23.0KB)
• Travel to The Christie (PDF, 3.8MB)