Job summary
- Main area
- Estates & facilities
- Grade
- NHS AfC: Band 6
- Contract
- Fixed term: 12 months (Maternity cover)
- Hours
- Full time - 37.5 hours per week
- Job ref
- 393-NMUH-1332
- Employer
- North Middlesex University Hospital NHS Trust
- Employer type
- NHS
- Site
- North Middlesex University Hospital NHS Trust
- Town
- London
- Salary
- £40,701 - £48,054 per annum Inclusive of HCAS
- Salary period
- Yearly
- Closing
- Today at 23:59
Employer heading
Estates and Projects Administration Manager
NHS AfC: Band 6
The North Middlesex University Hospital NHS Trust is a medium-sized acute and community trust with over 525 beds and over 600 community staff, serving more than 600,000 people living across Enfield and Haringey and the surrounding areas, including Barnet and Waltham Forest.
The hospital has been on its present site for over 100 years and was established as an NHS trust by statute in December 1990. The Trust’s services are provided on the North Middlesex University Hospital site as well as a range of community sites across the London Borough of Enfield, including at partner hospitals. They provide services in collaboration with a range of partners, including local GPs, acute, mental health and other community health service providers across North Central London.
In the year ending 31 March 2022, the Trust reported a turnover of £419.7m and employed almost 4,000 staff. Following the transfer of Enfield Community Services on 1st April 2023, this has increased as we have welcomed over 600 new staff including District Nurses, Community Matrons, Community Physiotherapists, Psychologists and many more across a wide range of adult and children’s community services in Enfield. It is an exciting time to join North Mid as we continue our journey to become an integrated care organisation to deliver high quality, seamless care in our local communities, with a focus on tackling health inequalities.
Job overview
The post holder will support the Estates and Project Lead, in acting as the Trust’s estates and projects administration manager, to ensure that the delivery and outputs of the PFI project and service provision meet the obligations and standards prescribed by the relevant provisions of the Project Agreement and the expectations of the Trust (as client).
In addition, the post holder is to derive on-going assurance from a series of reviews and meetings to ensure that the Project Company’s (Project Co) Service Provider activities are delivered to appropriate standards that support the clinical functionality of the PFI Facilities and Retained Estate in a safe and effective manner, maintaining auditable records of works undertaken on behalf of the Trust.
The post holder is responsible for the planning and monitoring control of aspects of the project(s) to which s/he is appointed including ensuring the successful delivery of the project(s) on time and to the specified cost, quality standards and performance.
The post holder will liaise with Trust Estates and Facilities Project teams to assure the department that project records (both manual and increasingly electronic) are effectively kept and a full database of all project-related activities – variations and small works, REMEs and other retained estate works – is accurately maintained.
Main duties of the job
- To assist in the management and the successful delivery of various delegated projects in terms of time, quality, cost and those contractual requirements are achieved in accordance with the project time table.
- To contribute to the development of the Trust’s capital programme, identifying potential work programmed required by Project Co’s Service Provider and within the retained estate.
- The post holder will be responsible to the Estates and Project Lead for the coordination of all PFI and Retained Estate variations and works requests operated by the Estates Department from inception to completion
- The post holder will assist in the management of all resources delegated to him/her to ensure a safe, value for money, quality service is provided in support of the delegated budget holder
- The post holder will assist Hard FM negotiations to deliver the best value for money and quality Hard FM solutions for the Trust through the PFI process particular to projects.
- The post holder will be required to work in close partnership with other team members, in addition to working with external contractors, agencies and specialist advisers as required
- The post holder will liaise closely with the PFI Service Provider to facilitate timely achievement of short and longer-term objectives with respect to the delivery of the Hard FM services.
Working for our organisation
North Mid is part of North Central London integrated care system – consisting of the NHS and Local authority organisations in Camden, Islington, Barnet, Enfield and Haringey. As with other ICS’s, we are working increasingly closely with partners and indeed many of our financial and performance objectives are measured at this system level. Whilst all organisations remain as standalone, statutory bodies we have an ICS infrastructure for making shared decisions and agreeing shared approaches.
We are proud of our staff and want to ensure their training allows them to provide excellent clinical care. We are also a training unit for medical students from UCL and St George’s University Grenada, and for nursing and midwifery students from Middlesex and City Universities.
Take a tour of our hospital here
Detailed job description and main responsibilities
- Liaise with other project team members to ensure that all Estates compliance improvement works for the Trust are planned and expedited within agreed response times, to a satisfactory, professional, and technical standard and in accordance with Trust.
- Responsible to the Estates and Projects Lead for the implementation of an on-going programme of change, ensuring a safe, quality-orientated, value for money service is provided to the Trust.
- The post holder will liaise with other project team members to ensure all Estates VEs (Variation Enquiries) and REMEs (Retained Estate Major Events) are managed and expedited in accordance with Trust and departmental policies and procedure.
- Liaise with other project team members to ensure that expenditure for directly employed staff, contractors and materials are contained within delegated budgets and that all Estates recharges and Service Level Agreement fees are kept up to date.
- Develop electronic filing systems for ease of retrieval of project records.
- Audit Project Co Service Provider reactive and qualitative tasks to ensure they are delivered within agreed parameters and protocols as identified within the Project Agreement
- Provide compliance information to ensure service delivery and continuity problems are resolved in a timely manner.
- Actively contribute on a continuing basis to the production of the Estate Risk Register maintaining the validity of the information on an on-going basis.
- Maintain the Datix register for the Department, including responding, where appropriate, or assisting in preparation of responses, which may involve liaison with Governance and occasionally third parties.
- Assist the Estates and Projects Lead with collation of information required for the preparation of the annual ERIC (Estates Return Information Collection) return – a vital NHS-wide annual return that is reported to Parliament.
- Monitor, both with Project Co and on own initiative, the degree of compliance of the facilities, both PFI and retained estate, with output specifications and performance specifications set out in the Project Agreement
- Assist the Estates and Projects Lead to liaise with the utility companies and collate energy consumption and invoices to facilitate performance monitoring
- Liaise with NHSI/E, NHE Estates and other Trusts generally with respect to sharing of information and making returns of information as required on an ad-hoc basis
- Liaise as appropriate with the Head of Department on Estates related matters
- Contribute to Estate related policy development within designated timeframes
- Assist in the implementation and management of all delegated agreed and detailed cost improvement programs (CIPs)
- Communicates Trust-wide through regular information exchanges.
- Assist the team ensuring that Project Co deliver the Hard Facilities Management services to the required service specification standards which includes but is not limited to the Law/Statute (Acts and Regulations) British Standards, HTMs, HBNs, HGNs, good working practice
- Assist the team to maintain an up to date PFI Hard Facilities Management Service Risk Register in accordance with the Trusts Risk Management procedures
- Undertake planned and unannounced site visit/audits of the Project Co Service Providers activities and providing departmental feedback of findings.
- The post holder will aid the Trust Finance Department during the monthly verification exercise of the projects completed.
- Liaise with the Estates and Projects Lead with respect to joining performance monthly audit meetings, including Project meetings
- Ensure that effective audit trails are developed, maintained, and reviewed to support any change to the Project Agreement or any other documentation specific to projects or services.
- Equality & Diversity, to promote equality and value diversity.
Person specification
Education and qualifications
Essential criteria
- Educated to degree level within a related discipline or equivalent experience
Desirable criteria
- Possess or prepared to study for an NVQ level 4 management qualification.
- Prince 2
Skills
Essential criteria
- Excellent written & oral communication skills
- Ability to produce reports utilising information from databases, graphs, charts, drawings etc
- Computer literacy good knowledge or word/excel
Experience
Essential criteria
- Experience of project management & projects in a construction or estates related role, including a record of achievement in delivering complex projects
- Previous experience in a estate setting
Employer certification / accreditation badges
Documents to download
Further details / informal visits contact
- Name
- Michelle Thiel
- Job title
- Deputy Director Estates & facilities
- Email address
- [email protected]
- Telephone number
- 0208 887 3402
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