Head of Facilities and Support Services

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Job summary

We are a patient-centred charity that delivers palliative and end of life care to those with advanced life-limiting illnesses, who live in Northwest Surrey.

You will, therefore, be joining a passionate and dedicated team of professionals that make a real difference to the families across Surrey community.

The Woking and Sam Beare Facilities team work across the entire portfolio in a very diverse range of activities and areas. All departments form our customer base. We get the pleasure of working with all our staff, volunteers, and other associated personnel. It is a very rewarding job, with each and every day making us feel like we make a real difference to all of these internal and external customers

Facilities Colleague

The Head of Facilities and Support Services, will be responsible for overseeing the maintenance, operations and safety of facilities, ensuring optimal functionality and compliance with industry standards.

Main duties of the job

The role provides efficient management and site services support across the Hospice and Administration buildings to ensure service functions such as Health and Safety, Facilities, Catering, Housekeeping, Security and Gardening are delivered in an effective and professional manner.

This pivotal role requires strong technical expertise, contract management, and a pragmatic approach to facilities and operations management. There is also a legislative auditing element to the job within the retail and warehouse premises.

This is a rewarding opportunity to be an integral member of a friendly and dynamic team, all whilst utilising your diverse management skillset within our Clinical, Administration and Retail environments.

About us

Woking and Sam Beare Hospiceis a regional charity working closely with its NHS partners to provide excellent care to patients and their families. Operating from a bespoke building in Goldsworth Park in Woking, the Charity provides inpatient and community services across North West Surrey. Goldsworth Park is close to all major road networks and the Hospice offers ample free car parking.

Job description

Job responsibilities

Health and Safety

1.

Line Manage the Health, Safety and Facilities Manager overseeing the Hospices Health and Safety Policy, its implementation, ensuring compliance with all fire safety, health and safety legislation

2.

Ensure that annual risk assessments and fire risk assessments are conducted at all Hospice premises (including the Retail Shops and Retail Warehouse).

3.

Chair the quarterly Health and Safety Committee Meetings

4.

Compile and issue quarterly reports on Health and Safety for Senior management and Trustees.

5.

Ensure that there is liaison with relevant departmental managers on all Health and Safety activity and oversee the monthly Health & Safety team meetings chaired by the Health, Safety and Facilities Manager

6.

Audit the Health, Safety and Facilities Manager who is acting as Duty Holder for the Hospice and Administration Building Fire Safety Management

7.

Alongside the Health, Safety and Facilities Manager act as the Responsible Person for Medical Gases

8.

To be aware of own obligations under Health and Safety legislation

Operational Management

9.

Full membership of the Management Team, providing support to the various activity areas across the Hospice and collaborating with other managers in the effective delivery of Hospice services.

10.

Liaise with the Chief Executive in setting an annual budget for Facilities and Support Services Management across the property portfolio

11.

Manage the Hospice facilities maintenance, support services and security teams, including carrying out appraisals, managing sickness absence and holidays

12.

Working with directors / Heads of Department implement space planning strategy, managing office moves, project management and developing ways of working

13.

Oversee via management of the Health, Safety and Facilities Manager the Facilities, Housekeeping, Catering and Reception departments

14.

Identify opportunities that will continuously improve all aspects of Facilities and Support Services

15.

Oversee the Horticultural Volunteers that maintain the Hospice grounds

16.

Act as Business Continuity Manager, developing and testing the BCP arrangements to ensure that they are fit for purpose, ensure any incidents or crises that adversely affect the smooth running of Hospice services is investigated and applicable measures are in place to mitigate any impact.

17.

To have overall responsibility of the operational elements such as Facilities Maintenance, Reception, Catering, Housekeeping and Security

18.

To hold regular meetings with all departments within areas of responsibility

Compliant Operating Environment

19.

Ensure that services are delivered on time and in line with contract requirements.

20.

Maintain records of service visits and outcomes, bringing any additional action required to the attention of the Chief Executive.

21.

Monitor the expiry date of service contracts and advise the Chief Executive of those due to expire

22.

Maintain a record, for use out of hours, of all service contract arrangements and emergency contact details

Planned preventative Maintenance

23.

Maintain a service and testing schedule for all relevant equipment and plant in use at the Hospice, and ensure that appropriate contracts are in place. ( Retail are to manage their own areas of responsibility)

24.

Keep records of equipment servicing and testing, bringing any additional action required to the attention of the Chief Executive

25.

Monitor the expiry date of equipment service contracts and advise the Chief Executive of those due to expire

26.

Maintain a record, for use out of hours, of all service contract arrangements and emergency contact details for the Hospice and Administration buildings

27.

Monitor and maintain records of the PAT testing programme across all premises

Procurement

28.

Liaise with the Director of Clinical Services and relevant managers on a regular basis to identify such supplies as are needed to maintain Hospice operations

29.

Procure supplies and services (including utilities) from the most economical sources whilst ensuring quality standards are maintained

30.

Provide advice to the Retail Division on commercial leases and provision of utilities.

Security

31.

Manage and maintain the Hospice security, the Administration alarm system and manage the maintenance contract for the equipment.

32.

Ensure that all Hospice and Administration building entrances / exits are secure and alarmed

33.

Deliver training on use of the security system to appropriate staff, including IPU nurses.

34.

Management of the outsourced Security contract

Management of Contractors

35.

Liaise with and manage all contractors operating on the Hospice and Administration Building site, ensuring that they have appropriate insurances and safe working practices are adopted

Building Maintenance

36.

Ensure that the Hospice and Administration buildings are well maintained, liaising with contractors and managers to identify, price up and oversee any required maintenance work

37.

Oversee and support the management of all hard services for the Hospice and Administration buildings, including asset management across mechanical and electrical plant, buildings, equipment and planned preventative maintenance

38.

Ensure records and log books for the above are kept and maintained to ensure operational procedures are being followed

Financial

39.

Devise, manage and deliver the Facilities and Support Services budgets and their associated reporting

40.

Assess and forecast financial performance, including comparisons of actuals to budget, manage activity to deliver agreed financial outcomes

41.

Oversee the energy management and environmental sustainability for the Hospice and Administration buildings

42.

Develop and support Facilities and Support Services contracts, ensuring best practice and quality of service delivery

43.

Contribute to the Hospices procurement strategy and benchmark projects

People Responsibilities

44.

Develop, motivate and lead Facilities and Support Services teams

45.

Conduct team meeting and one to ones in an applicable timeframe, recording matters as and when required

46.

Ensure all staff within line management responsibilities have agreed objectives and goals

Self-Development

47.

Take responsibility for own professional development, identifying training and development needs to line manager

48.

Keep up to date with skills and knowledge.

49.

Complete annual electronic mandatory training

50.

Attend any required specialist training and development activities for the Hospice elements

Job description
Job responsibilities

Health and Safety

1.

Line Manage the Health, Safety and Facilities Manager overseeing the Hospices Health and Safety Policy, its implementation, ensuring compliance with all fire safety, health and safety legislation

2.

Ensure that annual risk assessments and fire risk assessments are conducted at all Hospice premises (including the Retail Shops and Retail Warehouse).

3.

Chair the quarterly Health and Safety Committee Meetings

4.

Compile and issue quarterly reports on Health and Safety for Senior management and Trustees.

5.

Ensure that there is liaison with relevant departmental managers on all Health and Safety activity and oversee the monthly Health & Safety team meetings chaired by the Health, Safety and Facilities Manager

6.

Audit the Health, Safety and Facilities Manager who is acting as Duty Holder for the Hospice and Administration Building Fire Safety Management

7.

Alongside the Health, Safety and Facilities Manager act as the Responsible Person for Medical Gases

8.

To be aware of own obligations under Health and Safety legislation

Operational Management

9.

Full membership of the Management Team, providing support to the various activity areas across the Hospice and collaborating with other managers in the effective delivery of Hospice services.

10.

Liaise with the Chief Executive in setting an annual budget for Facilities and Support Services Management across the property portfolio

11.

Manage the Hospice facilities maintenance, support services and security teams, including carrying out appraisals, managing sickness absence and holidays

12.

Working with directors / Heads of Department implement space planning strategy, managing office moves, project management and developing ways of working

13.

Oversee via management of the Health, Safety and Facilities Manager the Facilities, Housekeeping, Catering and Reception departments

14.

Identify opportunities that will continuously improve all aspects of Facilities and Support Services

15.

Oversee the Horticultural Volunteers that maintain the Hospice grounds

16.

Act as Business Continuity Manager, developing and testing the BCP arrangements to ensure that they are fit for purpose, ensure any incidents or crises that adversely affect the smooth running of Hospice services is investigated and applicable measures are in place to mitigate any impact.

17.

To have overall responsibility of the operational elements such as Facilities Maintenance, Reception, Catering, Housekeeping and Security

18.

To hold regular meetings with all departments within areas of responsibility

Compliant Operating Environment

19.

Ensure that services are delivered on time and in line with contract requirements.

20.

Maintain records of service visits and outcomes, bringing any additional action required to the attention of the Chief Executive.

21.

Monitor the expiry date of service contracts and advise the Chief Executive of those due to expire

22.

Maintain a record, for use out of hours, of all service contract arrangements and emergency contact details

Planned preventative Maintenance

23.

Maintain a service and testing schedule for all relevant equipment and plant in use at the Hospice, and ensure that appropriate contracts are in place. ( Retail are to manage their own areas of responsibility)

24.

Keep records of equipment servicing and testing, bringing any additional action required to the attention of the Chief Executive

25.

Monitor the expiry date of equipment service contracts and advise the Chief Executive of those due to expire

26.

Maintain a record, for use out of hours, of all service contract arrangements and emergency contact details for the Hospice and Administration buildings

27.

Monitor and maintain records of the PAT testing programme across all premises

Procurement

28.

Liaise with the Director of Clinical Services and relevant managers on a regular basis to identify such supplies as are needed to maintain Hospice operations

29.

Procure supplies and services (including utilities) from the most economical sources whilst ensuring quality standards are maintained

30.

Provide advice to the Retail Division on commercial leases and provision of utilities.

Security

31.

Manage and maintain the Hospice security, the Administration alarm system and manage the maintenance contract for the equipment.

32.

Ensure that all Hospice and Administration building entrances / exits are secure and alarmed

33.

Deliver training on use of the security system to appropriate staff, including IPU nurses.

34.

Management of the outsourced Security contract

Management of Contractors

35.

Liaise with and manage all contractors operating on the Hospice and Administration Building site, ensuring that they have appropriate insurances and safe working practices are adopted

Building Maintenance

36.

Ensure that the Hospice and Administration buildings are well maintained, liaising with contractors and managers to identify, price up and oversee any required maintenance work

37.

Oversee and support the management of all hard services for the Hospice and Administration buildings, including asset management across mechanical and electrical plant, buildings, equipment and planned preventative maintenance

38.

Ensure records and log books for the above are kept and maintained to ensure operational procedures are being followed

Financial

39.

Devise, manage and deliver the Facilities and Support Services budgets and their associated reporting

40.

Assess and forecast financial performance, including comparisons of actuals to budget, manage activity to deliver agreed financial outcomes

41.

Oversee the energy management and environmental sustainability for the Hospice and Administration buildings

42.

Develop and support Facilities and Support Services contracts, ensuring best practice and quality of service delivery

43.

Contribute to the Hospices procurement strategy and benchmark projects

People Responsibilities

44.

Develop, motivate and lead Facilities and Support Services teams

45.

Conduct team meeting and one to ones in an applicable timeframe, recording matters as and when required

46.

Ensure all staff within line management responsibilities have agreed objectives and goals

Self-Development

47.

Take responsibility for own professional development, identifying training and development needs to line manager

48.

Keep up to date with skills and knowledge.

49.

Complete annual electronic mandatory training

50.

Attend any required specialist training and development activities for the Hospice elements

Person Specification

Qualifications

Essential

• Good standard of general education
• Health and Safety qualification e.g. NEBOSH, IOSH and/or membership of professional body
• Qualification in a Facilities discipline

Desirable

• Project Management Qualification

Experience

Essential

• Carrying out risk assessments
• Implementing health and safety policy
• Managing service and supplier contracts
• Line management experience
• Experience of working in a team
• Experience of contract tender and selection process

Desirable

• Delivering health and safety training to staff and volunteers
• Experience of project management
• Experience of catering management

Knowledge and Skills

Essential

• Knowledge
• Comprehensive understanding of current health and safety legislation, guidance and best practice.
• Demonstrable knowledge of the full spectrum of Facilities Management functions, including contract management, tendering, business development and continuity planning
• Understanding of Building Regulations
• An understanding of security requirements, data protection and confidentiality
• Able to demonstrate an awareness of Hospice services and how they operate
• Understanding of audit, evaluation and monitoring processes
• Extensive senior Facilities Management experience gained in comparable environments
• Skills
• Excellent organisational skills
• Good written and verbal communication skills
• IT literate, experience, report writing and financial control
• Ability to motivate and manage staff and volunteers
• Ability to manage time effectively, be self-motivated and meet deadlines
• Ability to prioritise duties in unexpected situations
• Ability to negotiate with outside contractors to achieve cost effective solutions/remedies
• Ability to communicate effectively on a technical level with experts such as Fire safety officers, specialist equipment suppliers, builders, etc.
• Ability to tackle disputes where work may not be done to required standards
• Able to plan strategically to meet hospices long term objectives and goals
• Can lead change at a department/divisional level
• Provides support to ensure targets are met and individual performance is developed
• Ability and wiliness to provide hands on assistance to accomplish key business requirements

Desirable

• Knowledge:
• Knowledge of health and safety legislation applicable to health care and retail environments.
• Member of recognised facilities trade body, i.e. BIFM
• Skills:
• Membership of recognised management body, i.e. ILM

Person Specification
Qualifications

Essential

• Good standard of general education
• Health and Safety qualification e.g. NEBOSH, IOSH and/or membership of professional body
• Qualification in a Facilities discipline

Desirable

• Project Management Qualification

Experience

Essential

• Carrying out risk assessments
• Implementing health and safety policy
• Managing service and supplier contracts
• Line management experience
• Experience of working in a team
• Experience of contract tender and selection process

Desirable

• Delivering health and safety training to staff and volunteers
• Experience of project management
• Experience of catering management

Knowledge and Skills

Essential

• Knowledge
• Comprehensive understanding of current health and safety legislation, guidance and best practice.
• Demonstrable knowledge of the full spectrum of Facilities Management functions, including contract management, tendering, business development and continuity planning
• Understanding of Building Regulations
• An understanding of security requirements, data protection and confidentiality
• Able to demonstrate an awareness of Hospice services and how they operate
• Understanding of audit, evaluation and monitoring processes
• Extensive senior Facilities Management experience gained in comparable environments
• Skills
• Excellent organisational skills
• Good written and verbal communication skills
• IT literate, experience, report writing and financial control
• Ability to motivate and manage staff and volunteers
• Ability to manage time effectively, be self-motivated and meet deadlines
• Ability to prioritise duties in unexpected situations
• Ability to negotiate with outside contractors to achieve cost effective solutions/remedies
• Ability to communicate effectively on a technical level with experts such as Fire safety officers, specialist equipment suppliers, builders, etc.
• Ability to tackle disputes where work may not be done to required standards
• Able to plan strategically to meet hospices long term objectives and goals
• Can lead change at a department/divisional level
• Provides support to ensure targets are met and individual performance is developed
• Ability and wiliness to provide hands on assistance to accomplish key business requirements

Desirable

• Knowledge:
• Knowledge of health and safety legislation applicable to health care and retail environments.
• Member of recognised facilities trade body, i.e. BIFM
• Skills:
• Membership of recognised management body, i.e. ILM

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

Employer details

Employer name

Woking & Sam Beare Hospices
Address

The Goldsworth Park Centre

Woking

Surrey

GU21 3LG

Employer's website