Head of Space Management

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Job overview

This is a professional management post with, inter-alia, the remit is to
lead, develop and manage the Trust's approach to space planning,
allocation and management. Setting policies to ensure that the Trust
achieves maximum value and the most effective use of its physical
estate, with an aim to reducing expenditure relative to the occupation
of property across the portfolio.

At present, the property portfolio comprises of the three principal
acute sites, together with a number of satellite properties and space
occupied in Leicestershire Partnership NHS Trust, NHS Property
Services' and Community Health Partnerships' properties.
Opportunities will be considered across other One Public Estate
partner organisations e.g., local authorities, blue light services and
higher education.

Main duties of the job

The post holder will be responsible for the day-to-day management
of the Space Management team activities, currently consisting of a
Space Manager and Space Planner roles. During busy periods or
particular projects, they will also be responsible for any contractors or
consultants e.g., data collection officers.

The post holder is required to assist with the management of other
associated team staff such as administration support.
This includes work allocation, performance management, personal
development and the day-to- day administration of staff in relevant
project teams.

The post holder will be delivering their role across multiple sites
throughout Leicester, Leicestershire and Rutland and, as such, will
travel extensively.
The post holder is likely to carry out site visits to potential
development sites and sub-standard future property. The post holder
must consider the potential hazardous situations that maybe
encountered as well as lone working practices and policies of the
organisation as such; they must be aware and adhere to "safe
working practices" when doing so for themselves, subordinates and
anyone accompanying the visits under their direct control and
supervision.

The post holder is also directly responsible for the welfare of all staff
whilst in the employment of the Space Management team.

Working for our organisation

Our new strategy, developed with the support and feedback of colleagues, patients, and partners, is our compass for the next seven years (2023-2030).

We have four primary goals:

• high-quality care for all,
• being a great place to work,
• partnerships for impact, and
• research and education excellence

And we will embed health equality in all we do - taking active steps to reduce the avoidable differences in healthcare that some people face, working in partnership with communities.

Our strategy is underpinned by new values and we will work to ensure they are an everyday reality for all:

• we are compassionate,
• we are proud,
• we are inclusive, and
• we are one team

This is an exciting moment as we look to the future with clarity on what we already do well and where we need to focus our energies to make an even bigger difference for the people we serve.

About the University Hospitals of Leicester NHS Trust:

http://www.leicestershospitals.nhs.uk/aboutus/work-for-us/current-vacanc...

Detailed job description and main responsibilities

The post holder will play a pivotal role in advising the Head of Real Estate & Space Management and the Trust, in the development and implementation of medium-long term strategic plans.
Supporting the Head of Real Estate & Space Management in the property disposal programmes advising on space use and partner Trust space requirements. Maximising the use of space across the Trust's portfolio and across the Leicester, Leicestershire and Rutland Health economy.

Advising on the operational data requirements for the implementation of the service area reporting model for all divisions within the Trust and liaison with the relevant software and data controllers.

Organisation, management and maintenance of up to date and 'live' space management
data. Liaising with the Real Estate Team in setting up appropriate legal occupation agreements in relation to occupations and relocations of teams across the Trust's operations.

Managing the decommissioning of space requirements where providers reduce services or service requirements. The post holder is required to monitor and manage the service workload maintaining close
links with all other departments within an environment of mutual support and development.
The post holder must be able to demonstrate good negotiation and diplomacy skills as often scenarios encountered can be antagonistic, in difficult circumstances. Additionally, persuasiveness is an essential element to enable disputes / projects to move forward.

Maintenance and renewal of records as required to secure the future efficiency of the Trust's estate.
Directly coordinate and manage the use of space within the Trust and the effective day to day and strategic use of space and to provide a coordinating role in the occupancy of space delivering support information for service line reporting and management on the cost of space.
To assist in the further development of the CAFM and space databases to hold and analysedata, including all 6 Facet Survey data. To proactively lead and advise on the space utilisation facet and functional suitability facet of the six facet estate performance data.

The post holder will take an active role on professional advice to the Trust on the strategic impact on service delivery in relation to Local, Structure and Regional Plans and the direct relationship with accommodation requirements with internal Trust property requirements and
across the whole of LLR.
To aid the Head of Real Estate & Space Management with regards to any relocation ofservices. This service will involve the statistical analysis of the existing estate and opportunities both within and external to it, relating to how the client runs current and future
health care services, including agile working opportunities. To provide feasibility studies and option appraisals to feed into estate strategies and give recommendation at the highest level on the preferred approach.
The post holder will be expected to undertake feasibility studies and options appraisals of both change in the existing estate and provision of new real estate in the future. These studies will involve close liaison with the client groups, often at the highest level to prepare a
brief, study, and research the options available both internally and more often externally to the NHS.
The post holder will be expected to assist the Head of Real Estate & Space Management in supporting the development of medium and long term accommodation requirements feeding
into Trust's Estate Strategy and masterplanning/Estate Development Control Plans,including the coordination of Trust Strategies where possible and adapting to change.

To assist the Head of Real Estate & Space Management in the management and supervision of staff. To provide training to staff, to assist in their understanding of the property portfolio and the
internal procedures and requirements of individual client groups.
The post holder must have experience, confidence and demonstrate skill in presenting to groups of all sizes, at all levels from senior management to junior service staff and to external agencies.
The post holder must also have excellent written and verbal communication skills along with skill in using common computer software; the ability to understand, manipulate and translate technical drawings is also a requirement.

The post holder is expected to have unpredictable work patterns from time to time he or she will be expected to attend operational incidents.
The post holder is to provide a full range of professional accommodation and space management advice to the Trust in relation to the estate.
To provide a full range of information services through databases to the Trust in relation to data interpretation and analysis, option appraisals, retention and upkeep of facilities records.
The post holder will be required to interrogate, extrapolate and make comparisons of all data held. Furthermore, following analysis of the data, set out the options for consideration and comment by the client.
The post holder will assist the Head of Real Estate & Space Management and team in maintaining the accuracy of the overall property portfolio and analysing its contents for inclusion within national statistical exercises.
The post holder will advise and instruct on the maintenance of the space database and CAD drawings, for all plans of the estate and provide scale plans for all clients as required.
To assist the Head of Real Estate & Space Management in maintaining and renewing records as required securing the future efficiency of the property estate.
To undertake any other reasonable duties that may be requested by the Head of Real Estate & Space Management and E&F Senior Management team.

Person specification

Training and Qualifications

Essential criteria

• Highly developed specialist knowledge, gained by theory and experience. Knowledge of health service management, change management and workforce redesign, acquired through training and experience to Masters equivalent level
• Membership to a professional organisation or equivalent specialist association e.g., (British Institute of Facilities Management, - BIFM, Royal Institution of Chartered Surveyors - RICS, Health Estates & Facilities Management Association - HEFMA, Association of University Directors of Estates - AUDE)

Experience

Essential criteria

• Substantial senior management experience within the NHS Facilities and Estates in both acute and non-acute community care, or similar senior management experience in a substantial public, or private sector property portfolio
• Experience in managing large complex programmes of work Minimum of 5 years senior level management

Communiccation and Relationship Skills

Essential criteria

• Ability and confidence to present information to groups and individuals at many levels
• Negotiating and influencing skills to anticipate and avoid conflict and dispute resolution

Analytical and Judgement Skills

Essential criteria

• Highly developed analytical skills and an ability to interpret financial, space and other qualitative and quantitative data etc. to lead and develop space change

Additional Information

Please submit your application form without delay to avoid disappointment; we will close vacancies prior to the publishing closing date if we receive a sufficient number of completed application forms.

Please check the email account (including your junk mail) that you supplied as part of your application on a regular basis following the closing date and throughout the recruitment process, as this is how we will communicate with you.

UHL is an equal opportunities employer. We aim to employ a workforce that reflects the diverse communities we serve. We welcome applications from people from all backgrounds who match our job criteria.

Applicants who have a disability and meet the essential criteria for the job will be interviewed if you indicate you wish to be considered under the Guaranteed Interview Scheme. If you require a reasonable adjustment at any stage of the recruitment process please make the recruitment services team aware as soon as possible.

UHL is committed to helping colleagues balance the demands of both their work and personal needs through flexible working arrangements wherever reasonably practicable and subject to service needs.

Disclosure and Barring Service Check

Please note if you are successful in obtaining this position and the post involves regulated activity you will be required to undertake a Disclosure & Barring Service check.

The Trust will pay for the check initially and the money will then be deducted from your salary over a three month period commencing on your first month's payment.

The current price of a check is £38 for an enhanced and £18 for a standard check.

COVID 19 Risk Assessment

Due to the current Covid pandemic we have introduced a staff risk assessment into our pre-employment process. This now forms part of the mandatory pre-employment checks that will be carried out if you receive a conditional offer.

The risk assessment is intended to ensure you are able to safely perform your duties in any of our work areas, and if you have been identified as being particularly vulnerable to coronavirus. Our main aim is to reduce risk and to ensure the safety of all new starters to the Trust as well as current staff, patients and visitors.

If it is identified that you are within a vulnerable category, we will endeavor to make reasonable adjustments to accommodate this through discussions with both Occupational Health and your recruiting manager.

Covid Vaccination Status

Covid-19 vaccination remains the best way to protect yourself, family, colleagues and our patients/service users from the Covid-19 virus. We therefore continue to encourage our current and potential colleagues to get vaccinated.

University Hospitals of Leicester NHS Trust holds the principles of equality, diversity and inclusion at the heart of everything it does and all that it stands for. We are committed to developing a workforce that is representative of the community we serve. We welcome applications from the diverse community of Leicester, Leicester and Rutland, to help deliver healthcare services that meets the needs of our diverse communities.

Employer certification / accreditation badges

Documents to download

• Head of Space Management (PDF, 608.5KB)
• Understanding your right to work in the UK (PDF, 1.1MB)
• Employee Benefits (PDF, 578.5KB)