Assistant Head of Facilities

Assistant Head of Facilities: The post holder is one of two Assistant Heads of Facilities. Each post provides support to the Head of Facilities in the provision and management of 'Soft FM' services generally. The Assistant Heads of Facilities provide cross cover and support for each other. Each Assistant Head of Facilities post is responsible for a designated range of soft FM services. This post is responsible for: Housekeeping Services (cleaning, linen, pest control and window cleaning) and Residential accommodation, Car Parking Management o Non-Patient Transport (inter-site and shuttle-bus service), Facilities Offices Dual Sites, Main Receptions Dual Sites Location: Sutton, Surrey Temporary : Expected to last 2 months with possible extension Hours per week : 37.5 hours per week Salary: £30 (Umbrella) or £25per hour (PAYE) Telecoms (including Switchboard) The role provides co-ordination, expert advice, guidance, information and support to the Trust at all levels, in relation to soft FM matters. e.g. including on matters such as National Standards for Cleanliness in the NHS, 2007 (National Patient Safety Agency) and the British Standards Institution (BSI) standard for planning and measuring hospital cleanliness, 201 1 (PAS 5748). The role co-ordinates, supports and advises the Trust in respect of soft FM matters, in liaison with relevant professionals (such as the Infection Prevention & Control Team), and relevant external partners (including the Fulham Road Collaborative, other local NHS Trusts, NHS National Performance Advisory Group, external contractors, etc.). The role includes continuous planning in a wide range of soft FM services. The post holder will take a lead in developing high level policies (e.g. such as the Environmental Cleanliness Policy, Contingency PolicyMn the Event oranelecoms Failurev etc.) anduill- ensureÆomprehensivehigh level communications, and develop recommendations and action plans to address gaps/weaknesses in Trust systems. KEY TASKS AND RESPONSIBILITIES: HOUSEKEEPING SERVICES To compile, maintain and update a complete set of contract documentation for the Trust's Soft FM contract (currently, principally the cleaning, linen, pest control and window cleaning work streams). To manage, in collaboration with relevant senior managers, periodic 'market testing' and/or formal tendering of housekeeping services, ensuring compliance with Standing Financial Instructions, Standing Orders, Trust tendering procedures, and any other relevant policies. To manage the Soft FM budgets, including contract and non-contract costs, ensuring that the Trust is receiving an economic and efficient service. This includes scrutiny of contractors' invoices and supporting documentation. To carry out specific inspections to assess the quality of Soft FM services. To advise the relevant contractors on shortfalls in service provisions and to agree improvements as necessary. To chair the monthly Trust Soft FM contract review meetings, and to attend the quarterly FRC Soft FM contract review meetings. To monitor contractors' (employee) performance in respect of training records, health and safety and general conduct. To manage service variations as required, including close liaison with service 'users' and contractors, and updating all relevant documentation as appropriate. To ensure that contractors' equipment is inspected by the Trust's Estates Departments, and that appropriate records are maintained. To oversee the Soft FM aspect (i.e. internal movements) of the disposal of waste (the contractual arrangements are managed by the Estates Department's Environmental Waste Manager). To work closely with the Trust's Infection Prevention & Control team, and other appropriate officers, in respect of potential infection hazards. To monitor the purchase, control and supply of 'housekeeping' items, which principally takes place via the contractor through the Soft FM contract. LINEN ROOMS To oversee the Soft FM contractor's management of the Trust's linen rooms on both hospital sites, including monitoring of service provision and of the appropriate budgets. RESIDENTIAL ACCOMMODATION To ensure that the Trust' residential accommodation is utilised to its greatest potential, in accordance with the Trust's Residential Accommodation Allocation Policy and any other relevant policies and procedures, including on-call rooms and relatives accommodation. To maximise the income received from residential accommodation, including conducting rent reviews as appropriate. To liaise with Human Resources regarding priorities for accommodating staff (including oncall staff), particularly Junior Doctors and other medical staff. To ensure that any administrative duties associated with the Trust's residential accommodation are satisfactorily performed, including maintenance of tenancy agreements, inventories and any other relevant documentation. To ensure appropriate liaison with Payroll in respect of staff arrivals and departures, and invoicing of tenants not on the Trust's payroll. To assist in issuing 'notices to quit' to tenants, including liaison with the Trust's solicitors as appropriate. To assist the Estates Department in monitoring the physical condition of residential accommodation, including arranging a regular programme of electrical appliance testing. To ensure that the condition and adequacy of furniture and fittings is monitored, making recommendations for replacements as necessary. To ensure that there is liaison between the various service providers to residential accommodation (Soft FM, Waste, Estates, etc.) to maintain an acceptable standard of service to the Trust's residential accommodation. To ensure that tenants are appropriately welcomed and that they receive an induction on relevant Trust policies and procedures, including fire, health and safety and security. To undertake any special project work associated with the Trust's residential accommodation as required To respond to tenants' day to day queries and requests as appropriate.