Soft FM Manager

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Thank you for your interest for the North London NHS Foundation Trust (NLFT), it is an exciting time to join us and being part of our journey to improve mental health care across North London and deliver excellent services to our local people. We will achieve this through the North London Way, as we:

• Collaborate at every level by living our Values to create the right conditions for us all to work together.
• Develop our new Trust culture, to help make our new Trust a great place to work and to receive great care.
• Empower our teams to lead the planned improvements in our services, by skilling them and giving them the tools to make the changes.
• Focus on delivering excellence at every level to improve our performance and ensure consistently high-quality care across all our services.
• Ensure that research, Quality Improvement, and technology lead the way and are embedded in our services.
• Take a trauma informed approach to everything we do

We proactively welcome diversity in our workforce and pride ourselves on being an inclusive employer. We aim to recruit from our local communities and provide opportunities to all including apprenticeships, veterans, care leavers and more.

The North London Way to deliver, Better Mental Health, Better Lives, Better Communities.

Our trust website is: https://www.northlondonmentalhealth.nhs.uk/

Job overview

The post of Soft FM Manager fulfils a functional role with the Estates and Facilities Department integrated with its arrangements for Corporate Management and Governance including all aspects of Risk Management related to Soft Facilities Management.

The post holder is the senior estates professional (Intelligent Client) responsible to the Associate Director for Soft FM Services for the overall leadership and performance of soft facilities across the trust.

Reporting to the Associate Director for Soft FM Services and as a senior manager of the Trust, the post holder's prime focus will be to manage all Soft FM monitoring processes, audits and challenge all performance aspect, adherence to the Trusts Construction Requirements and Project Co Proposals.

The post holder will also be responsible for overall management of all aspects of the Trusts retained estates Soft FM services, ensuring the Trust's service specification requirements are met or exceeded.

The post holder will be responsible for managing the financial performance of the services outlined above, contributing to the directorates annual cost improvement plans.

The post holder will be a core member of the senior management team and will deputise for the Associate Director for Soft FM Services in times of absence for Estates and Facilities related matters.

Main duties of the job
• Provide management and operational leadership for all Soft FM services providing advice and supervision regarding prevention, preparedness, response and management of activities.
• Ensure all activities are undertaken in a timely manner to enable the Trust to be compliant and meet regulatory requirements.
• Assist with building and maintaining resilience into all aspects of emergency preparedness by developing existing arrangements and creating new strategies and plans as required. Ensures the organisation can respond appropriately and as required to major incidents along with business continuity situations that maintain critical services against a wide range of abnormal events.
• Ensures compliance with the Estates and Facilities Emergency Manual with regards to MAJAX, Serious Untoward Incident Procedure, Estates On-call/Incident Management Handbook, Estates Major Incident Contingency Plans.
• Ensure that complaints are dealt with in line with Trust policy and expectations. This includes associated response and reporting on Ulysses.
• Ensure outsourced services provide complaint service solutions in accordance with the agreed service level specifications.
• Identify, lead and manage the strategy for continual improvement across all services under the Soft FM remit working with Project Co. and the service providers to implement the changes.
• Working for our organisation

North London NHS Foundation Trust (NLFT) is committed to improving mental health care across North London to deliver excellent services to our local people.

Our Five-Year Strategy:

1. We will provide consistently high-quality care closer to home.
2. With our partners in North London and each borough we will ensure equity of outcome for all
3. We will offer great places to work, providing staff with supportive environment to deliver outstanding care.
4. We will be more effective as an organisation by pioneering research, quality improvement and technology.

Why NLFT?

• We develop and retain our staff through leadership behaviours and managers programme and many more opportunities.
• We promote flexible working and support staff with a range of health and wellbeing initiatives.
• NHS Discounts, generous annual leave and NHS pension scheme
• Excellent internal staff network

The post holder will be aligned with our Values:

• We Are Kind
• We Are Respectful
• We Work Together
• We Keep Things Simple
• We Empower
• We Are Proudly Diverse

In order to meet the needs of the Trust you may be required from time to time to work at different locations to your normal place of work. This may mean that you are required to work at any location that fall under Barnet, Camden, Enfield, Haringey or Islington. The Trust reserves the right to require staff to work at such other places or locations as it considers reasonable and necessary on a temporary or permanent basis.

Detailed job description and main responsibilities
• Liaise with the service providers and service users to ensure requirements are met, optimum standards are maintained, and any deficiencies are rectified in a timely manner.
• Responsible for the management of the Estates and Facilities Accommodation services.
• To produce Business Cases for Revenue and Capital bids to support the Facilities Service Strategy, Estate Strategy and Development Control Plan.
• Monitor and control financial quality and contract performance, ensuring services are delivered in accordance with budgetary, statutory and non-statutory control instruments and policies and other performance indicators.
• Report on budget/spend to the Associate Director for Soft FM Services and the Finance Business Partner
• Prepares specifications and tender documents for soft FM services in line with Standing Financial Instructions; evaluates tenders and oversees contract award and implementation.
• Working with the Head of Soft Services at Hinchingbrooke; prepare specifications and tender documents for specialist services contracts, evaluates tenders and oversees contract award and implementation in line with Standing Financial Instructions.
• The post holder will directly manage the Soft FM Monitoring Manager, Soft FM Monitoring Officer, providing leadership and delivering full line management responsibilities in accordance with Trust policies, ensuring effective service delivery.
• The post holder will lead the respective Soft FM roles in ensuring the policies and procedures are updated in accordance with the departmental and organisational objectives.
• Agree and set objectives and personal development plans for all Soft FM Staff ensuring training and development is provided where necessary.
• Be responsible for the recruitment and retention of staff within the Estates and Facilities Soft FM team including producing job descriptions, person specifications, advertising, shortlisting, interviewing and where required exit interviews.
• Ensure all HR and Trust policies with regard to people management are adhered to i.e. sickness absence reporting and lead on any performance management and disciplinary issues.
• Take responsibility for ensuring the Soft FM team is appropriately covered by substantive staff, minimising the use of agency/bank staff where possible.
• Lead and manage change within the department, ensuring smooth transitions to achieve the strategic direction and improvements in services.

Person specification

Qualifications

Essential criteria

• Specialist knowledge acquired through degree or experience to masters equivalent level
• Facilities professional qualification for example IWFM
• Senior management qualification or equivalent experience

Desirable criteria

• Good oral and written communication and presentation skills

Skills/ Abilities

Essential criteria

• Good oral and written communication and presentation skills
• IT skills - the ability to produce spreadsheets, statistics and KPI's
• Able to understand and comply with the requirements of the Trust's H&S policies

Desirable criteria

• Able to write and develop polices, procedures and guidance relating to Soft FM services

Experience/ Knowledge

Essential criteria

• Experience of working at a managerial level in a healthcare/public services/armed forces environment with a Soft FM background
• Experience of operational PFI contracts and the process of performance management

Desirable criteria

• Proven knowledge of relevant H&S, food safety and national cleaning standards

References will be required to cover your last 3 years of employment/training. One has to be from your current or most recent employer and the others from your previous employer. The references should be from persons with management responsibility or HR.

If you have been unemployed for a period of four years or more, please give the details of your last employer and one character referee of your choice (not members of your family). If more applicable, references will be requested from your teacher or head of faculty. Please ensure you provide full contact details.

Vacancies that are advertised as Fixed Term Contracts will also be available as secondment opportunities for substantive internal staff.

Please be aware that your documents eg. Passport/NI Card, will be electronically scanned using Home Office accredited Verification System.

Due to the high number of applications that are received for some posts, we will close vacancies before the stated closing date once the first 50 applications are received. Therefore, please apply as soon as possible.

All non-medical posts with the Trust are subject to a probationary period of six months, during which time you will be required to demonstrate to the Trust's satisfaction, your suitability for the position in which you will be employed.

Should you not hear from us within three working weeks of the closing date for this post, then regretfully in this instance, you have not been shortlisted.

By applying for this role, you accept in the event you are successful that your personal data may be transferred from the Trust to another NHS organisation where your employment transfers within the NHS. This is in accordance with the streamlining programme which is aimed at improving efficiencies within the NHS both to make costs savings for NHS organisations but also to save you time when your employment transfers.

Employer certification / accreditation badges

Applicant requirements

You must have appropriate UK professional registration.

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

• JD Soft FM Manager (PDF, 504.3KB)
• Functional Requirement (PDF, 536.5KB)