Head of Estate & Facilities Candidate Information Pack
Introduction
London Ambulance Service NHS Trust (LAS) are the busiest emergency ambulance service in the UK serving one of the world’s most dynamic and diverse cities. We are the only NHS provider trust to serve the whole of London and the nine million people who live in, work in or visit the city. The Trust aims to be a “world class ambulance service for a world class city”.
With an estate of over 70 properties including ambulance stations and corporate assets, the LAS owns and occupies a diverse, multi-site property portfolio which supports core service delivery for patients and the work of its 8,000 staff.
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Reporting to the Director of Strategic Assets & Property, the Head of Estates and Facilities is appointed to lead all estates matters for the Trust, including modernisation and maintenance of the portfolio, capital projects, sustainability, acquisitions and disposals of land and property, in addition to ensuring that the Estates Vision remains relevant and in line with Trust’s overarching strategy. Delivery of these objectives will further enable to the Trust to operate at its most efficient and represent value for money, whilst ensuring first class service delivery to patients. With responsibility for a team of property experts, the Head of Estates & Facilities will ensure effective delivery of the Vision through people, whilst creating a culture of innovation, improvement and efficiency. The appointed will also form strong and influential relationships with a range of individuals including colleagues, NHS partners, other blue light services and public sector The Head of Estates & Facilities appointment offers the opportunity to be directly responsible for leading a high-profile property portfolio and its future vision within an emergency service organisation.
LAS Plans for the Future
Our vision is to become a world-class ambulance service that is at the heart of urgent and emergency care in London, contributing towards Londoners having health outcomes that are amongst the best in the world.
As the only London-wide healthcare provider, we are uniquely placed to become the capital’s primary integrator of urgent and emergency care.
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Our ambition is: “ To be a world class ambulance service for a world class city: London’s primary integrator of urgent and emergency care ‘on scene’, ‘on phone’ and ‘on line ’.” We have four key goals: • Provide outstanding care for our patients • Be a first class employer, valuing and developing the skills, diversity and quality of life of our • People • Provide the best possible value for the tax paying public, who pay for what we do • Partner with the wider NHS and public sector to optimise healthcare and emergency services provision across London A full version of the LAS Strategy can be found on the following here
The LAS Estate
The LAS Estate comprises over 70 properties, valued at circa £116m. The portfolio includes: • Ambulance Stations 68 ambulance stations located across London. Within these 68 there are the following different functional variations: » 12 contain maintenance facilities which perform planned and unplanned vehicle maintenance » 14 contain make-ready sites which clean, stock and prepare ambulances for the next shift » 18 are group stations which support activities across a geographical area » 25 stations have secure drug storage facilities. » Some stations perform more than one of these functions. • 999 Emergency Operations Centres These house the technology and staff which run our 999 contact handling, triage, resource dispatch and 999 Clinical Hub. There are two sites, based in Lambeth and Tower Hamlets • IUC Contact Centres These house the technology and staff which run our NHS111/IUC contact handling, triage, and Clinical Advice Service. We have two sites, one for each ofthe IUC services we provide in South East London and North East London, based at Croydon and Barking respectively.
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• Headquarters & Corporate Offices We have several corporate offices, with Waterloo as our Headquarters. Our Estates modernisation agenda has seen our corporate offices transform over the last 12 months, with further plans to improve the quality, safety and sustainability of our Estate . • Training Centres Eight centres from which we run our clinical training and education. Six are for clinical education and training, one is a dedicated driving training centre and one is a standalone EOC training centre. • Non-Emergency Transport Service Two sites which house and dispatch the vehicles and staff for our Non Emergency Transport Service (NETS). In addition, NETS also operate from three ambulance stations. • Hazardous Area Response Team Two strategically located sites which house and dispatch the vehicles, equipment and staff for our Hazardous Area Response Teams. • Logistics Store Our Supply & Distribution Centre is integral for the distribution of medical and non-medical supplies to our ambulance stations. In July 2021, we will be vacating our units at Deptford and moving to a purpose-built Distribution Centre in Segro Park, Rainham. A site plan of our new unit and the amenities available can be found here .
LAS Estates Vision Our estates vision sets out our desire to transform our estate in order to support our ambition to become a world-class ambulance service. This includes: • A future-proof operating model for our frontline estate – enabling rapid and efficient preparation and deployment of our frontline teams whilst providing the right facilities to support crews and others during their work. • Innovative, fit-for-purpose training and development facilities – providing world-class training in dedicated training centres. • Resilient, high quality control and contact centres – providing effective environments with the necessary capacity and resilience to respond to events. • Transformed corporate estates – providing a high-quality working environment that supports effective individual and team working whilst making better use of space. • The changes that we propose within our estates vision, whilst primarily about our physical estate, will act as a critical enabler to improving the way in which we run our organisation, provide care to patients and support our people.
The Head of Estates and Facilities will continue to review the Estates Vision and make recommendations for change if needed, to ensure that it meets the future and current needs of the Trust in order to support delivery of essential services.
A full copy of the Estates Vision can be found here
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Job Description
Job Title
Head of Estate & Facilities
Band
AfC Band 8d
Department/ Directorate
Estates Waterloo
Location
Reporting to
Director of Strategic Assets & Property
Key Relations • The Director of Strategic Assets & Property
• The Trust Board
• Internal Teams
• NHS Estates
• External Partners - Legal advisors, STP, HSE, Local Authorities, DH, Technical consultants and other Blue light agencies
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Job Purpose Lead Estates matters for the Trust including modernisation and maintenance of the Estate ensuring operationally fit for purpose space that supports service delivery and the Environment. Coordinating the purchase and sale of land and buildings with stakeholders and maintenance of all Trust Estate, contract negotiations and resolution of disputes. Devise and implement the 10 year Trust-Wide Estates strategy supporting service delivery and designing the estate to improve efficiency and agile working. Responsible for ensuring the best use of the financial assets using Operating budget (c.£10m) and additional Capital funding (c.£5m) per annum. Maintain a compliant Estate, reporting monthly performance, presenting and advising the Trust Board on all complex matters relating to the Estate. Lead on service wide Facilities management and tender contracts in compliance with procurement regulations. Design and implement responsible, sustainable environment plans for the Estate Ensure adequate physical security and resilience of the estate with particular emphasis on the Call centre and dispatch functions. Leadership of the Estates and Facilities team, taking responsibility for all aspects of management and personal development
Key Responsibilities
Strategy & Planning Develop a 10 year Estate’s Strategy, which is in accordance with the Corporate Strategy and Business planning assumptions of the trust, interpreting these plans in terms of Property requirements, modernisation, the delivery of Patient care and the Environment. Develop, prepare and approve annual programmes for maintenance and capital projects, reporting Monthly performance against these plans and projects. Investigate market trends for procurement and Estate management implementing work practice/polices that reflect best practise. Work in partnership with NHSI / E to define National policy for ambulance services estate and work regionally with STPs and other external stakeholders regarding joint Estates ventures.
Implement strategy within agreed timescales and funding allocations.
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Project Management Be accountable for all Estates programmes and projects, liaising with all consultants, preparing plans, reports and monitoring budgets. Deal with the acquisition and disposal of Estate assets, coordinating external parties as required.
Negotiate with commercial property developers and landlords.
Work in conjunction with legal advisers develop comprehensive legal frameworks for property ventures with commercial sector. Develop Business cases in conjunction with Trust managers, incorporating operational data/statistics and ensure minimal disruption to patient care. Conduct property searches in accordance with approved Business Cases and as per the requirements of NHS Estates Code. Ensure all projects meet Health and Safety requirements with regard to Construction and design management regulations and comply with other relevant statute such as the Equality Act. Investigate alternative procurement methods such as PFI, Procure 21 and LIFT a their suitability for the provision of Estate.
Management and maintenance of existing Estate Responsible for the refinement of CAFM system, all building drawings and modern Performance Metrics reflecting needs of the business. Monitor the Estate to ensure compliance with relevant statute including Health & Safety and equality act requirements. Develop/monitor Quality Assurance and Benchmark Standards to ensure commitment to the pursuit of value for money, environmental efficiency and other appropriate standards. Determine, in conjunction with Estates Building Surveyors, minor capital improvements required within their Sectors. Provide building surveying duties / support to the Building Services Engineer. Supervise and monitor maintenance and minor capital programmes in conjunction with stakeholders within the Trust. Supervise and monitor all duties of the Building Services Engineer in relation to mechanical and electrical maintenance of the estate. To provide support to the Building Services Engineer in relation to duties regarding the mechanical and electrical maintenance of the London Ambulance Service Headquarters, Devons Road Bow and the radio transmitter sites. Liaise with operational managers regarding local operational performance and clinical care to determine property needs.
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Provide technical and professional support to the Estates Building Surveyors with regard to building surveying duties in relation to the maintenance of their estate.
Advise on space utilisation and suitability of current estate.
Produce and update all Trust Estate Terriers.
Co-ordinate the setting of appeals for rating evaluations.
Advise on and co-ordinate office moves in line with estate plan and business requirements of the organisation.
Responsible for procurement and installation of suitable office furniture.
Ensure all Fire safety audits are carried out each year in compliance with Regulatory requirement. Ensure that all goods works and service are procured appropriately leading to an approved suppliers list, regularly updated and work with other government agencies to ensure cost effective procurement.
Facilities Management Manage all outsourced facilities management contracts ensuring suppliers meet the standards set out in contracts; negotiate new contracts/changes as necessary. Ensure waste collections and recycling services comply with trade waste regulations and match operational demand working with Trust stakeholders ensuring compliance with changing guidance and environmental requirements.
To implement and manage service wide recycling scheme.
To manage Trust wide cleaning for all service accommodation and ensure compliance with infections control regulations To manage static security guard and catering contract for LAS HQ. To manage other service wide facilities contracts e.g. gardening, window cleaning, photo copiers etc.
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Policy and Service Development Develop/maintain/supervise and implement departmental/corporate policy, for example, on security, fire safety and environmental issues. Develop and maintain protocols of good practice and professional expertise for Estates Surveyors. Supervise LAS Energy Policy and ensure operational commitment to monitoring and value for money. Investigate and introduce energy efficiency initiatives and best practice across the Trust e.g. Salix funding and implement energy saving plans. Develop/update departmental policies and strategies and ensure implementation.
Monitor changes in Legislation and NHS guidance.
Ensure the Trust meets government regulations and requirements for carbon reduction and sustainability.
Financial Management / Reporting To supervise, monitor and manage all maintenance/revenue and capital budgets.
To manage and be accountable for all Estates related budgets.
Provide monthly reports for Capital projects, outlining performance against key milestones and any associated risks. To be responsible for any service reporting into the Trusts Assurance framework and Balanced scorecard e.g. NHSI / E, Care Quality commission, ERIC. Ensure that the Trust makes all government and agency returns relating to Estates, Health and Safety, Fire and Facilities e.g. ERIC, Fire Code
Responsible for leading on the Estates and facilities risk register
Responsible for estates and facilities elements of business continuity plans and major incidents.
Maintain an on call function within the team providing expertise out of hours.
Departmental Management Manage departmental staff (wte 19.5), including recruitment, appraisal, development and discipline. Supervise and manage core estate administration, CAD and CAFM operations and LAS Estates Department Helpdesk. Develop and maintain a web-based system for use by other departments in recording and reviewing estates requests.
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Relationships and Communications Communicate using multichannel media key messages relating to the estate. Report on all Estates related to estate issues and present to the LAS Trust Board and other committees.
Attend Trust wide meetings and represent the Trust at external meetings.
Develop key working relationships with professional and external consultants.
Organise and Chair meetings.
Deal with complaints regarding service delivery and local property issues.
Other Maintain personal development and qualifications.
Be accountable for your own professional actions.
Undertake any other duties and tasks appropriate to the post as directed by Executive Team.
Person Specification
Qualifications, Accreditations, Education and Experience (Essential) • Qualified Chartered Surveyor or Membership of an equivalent Professional Association • Educated to degree level • Demonstrable experience at a senior level in managing estates and facilities • Demonstrable experience in Health and Safety management, including risk management • Understanding of sustainability principles as they relate to estate and facility management • Track record of leading multidisciplinary teams. • Extensive post-qualification training and experience in Estates, Facilities and complex • Project Management in the Private or Public Sector. • Preparing and writing reports • IT literate in Microsoft windows applications • Estate, Facilities and Project Management experience either within the public or private sector. • Knowledge/understanding of statutory and local requirements including building regulations, planning permissions, conservation area applications etc. • Ability to deal with changes in workload and stressful work situations. • Interpret complex data and high levels of concentration • Experience of staff leadership and management with leadership skills to motivate others • Ability to make a wider corporate contribution to the Trusts strategies and decision making, operating comfortably at most senior levels of the organisation.
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Knowledge and Skills (Desirable) • Good written and oral communication skills and the ability to work effectively with other LAS colleagues, internal and external clients, external contractors and consultants. • Ability to negotiate and persuade on highly complex subject matters (e.g. contracts, leases), both orally and in writing. • Effective presentation skills • Excellent negotiating and influencing skills. • Working in partnership with external organisations • Strong IT skills and the ability to develop new systems to respond to customer needs • Ability to work to deadlines without compromising standards of services provided. • Ability to establish and maintain effective working relationships. • Ability to identify, plan and prioritise essential work. • Excellent analytical and reasoning skills. • Decisive. • Concern for excellence. • Leadership skills • To be able to use a variety of specialist and sensitive surveying equipment such as Lasers, damp, Humidity and light meters, Theodolite and levelling equipment.
Desirable Training and Awareness in • Construction (Health, Safety and Welfare) Regulations 1996 • Construction Design and Management Regulations. • Evidence of continuing professional developments in requiring new skills, knowledge over the last three years • Fire precaution requirements for Health Care premises.
• Health technical memoranda • Knowledge of NHS policies. Other Requirements
• Ability to contribute to enhancing levels of service delivery. • Receptive to new ideas and sensitivity to the need of others. • Self-confidence and personal drive. • Understanding of and demonstrable commitment to equal opportunities as an employer and as a provider of service to the public. • Experience with appointing external consultants. • Ability to motivate and encourage supporting staff. • Low level of absence due to sickness in the last two years.
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Working for us
We are one of the world’s busiest ambulance services. We have around 8,000 staff and volunteers in our Service: around 3,300 frontline crews in ambulance stations across London, 500 people in our two 999 control rooms and hundreds of support staff based in our offices across the city. We also have two 111 control centres, in Barking and Croydon. Working for us is an experience like no other, in a city like no other. Whatever your role you’ll be helping people who need us the most. Salary The salary offered for the Head of Estates and Facilities is £82,804 - £94,644 (Band 8d)
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Benefits For all our staff, there is the job satisfaction of knowing that what you do makes a difference, but we offer a range of other benefits as well.
• A minimum 27 days’ holiday each year, increasing with service • The NHS Pension Scheme which provides membership to a final salary scheme with pension linked to pay near retirement. Other benefits include life assurance, dependent benefits, voluntary early retirement, ill-health retirement benefits and the option to increase retirement benefits • Access to a round-the-clock employee assistance programme
• Salary sacrifice cycle-to-work scheme
• Car leasing scheme
• LINC – peer support network
• Benevolent Fund
• Credit Union Benefit Scheme
• Access to NHS discounts, offering NHS employees a range of money-saving deals
• Personal and professional development and training opportunities
• Interest-free travel season ticket loan • Access to occupational health and counselling services
Equality and Inclusion in the Workplace
We are committed to promoting equal opportunities across everything we do, in terms of employment and training, providing services and our engagement and decision making. We welcome diversity and look for self-motivated, enthusiastic people from all backgrounds who care about making a difference.
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We aim to: • Celebrate and encourage the diversity of our workforce • Create a working environment where everyone feels included and appreciated for their work • Promote and provide our training and employment opportunities without regard to age, disability, gender reassignment, marriage or civil partnership, pregnancy and maternity, race, religion or belief, sex, sexual orientation or any other aspect of a person’s background • Encourage creativeness and innovation, to ensure that each member of staff can give of their best and help us move forward with our equality and inclusion goals. We have also joined Stonewall’s Health Champions programme, receiving free advice and expertise on health services from the charity.
Application Process and Key Dates
LAS are being supported on this recruitment campaign by the search consultancy The Management Recruitment Group (MRG). To arrange a confidential briefing conversation please contact our advisor Stephanie Howe of MRG on 0203 962 9900. Applications should consist of a comprehensive CV and a covering letter. Applications should be sent to stephanie.howe@mrgpeople.co.uk Closing date for applications is midnight on 16th May 2021. MRG Interviews Schedule for w/c 17th May 2021. LAS First Stage Interviews scheduled for 31st May 2021. LAS Second Stage Interviews scheduled for w/c 7th June 2021.
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