Estates Manager
Candidate Information Pack
Dear Candidate
Thank you for your interest in the role of Estates Manager at The Children’s Trust. The Children’s Trust is the UK’s leading charity for children with brain injury. We are unique, with an international reputation for the work we undertake to improve the lives of the children and families with whom we work. We provide information and support to thousands of children with brain injury and their families annually, through education, care, therapy and research. We provide expertise and experience in meeting the needs of children and young people with acquired brain injury, neuro-disabilities and complex health needs. This is a time of change and development for the Estates Department and the role of Estates Manager is essential to the success of these changes. Reporting to the Head of Estates, you will play a pivotal role in the delivery of transformation and change across the department.
With a need to refine systems and processes, ensuring compliance whilst delivering professional and customer orientated services, you will support the Head of Estates in transforming a traditional facilities service to estate management. The role will initially lead key services such as maintenance, compliance, logistics and helpdesk, working with the Head of Estates to align services and ensuring the appropriate reporting lines are in place, as a part of the transformation of the department. This is a chance for an outstanding candidate, with experience of change management in the development of facilities management teams and the design and implementation of systems and processes, to support the Head of Estates in the delivery of a transformed Estates department and to make a significant and lasting difference to the lives of thousands of children and families. Kind regards Rachel Green Head of Estates
The Charity
The Children’s Trust is the UK’s leading charity for children with brain injury and complex health needs. The charity provides rehabilitation, medical care, special education, community services and expert information. Our key services are: • Rehabilitation for children with Acquired Brain Injury (ABI) • A non-maintained special school, with associated residential houses for children with complex education, health, therapy and care needs • Support for children with ABI and their families in the communities across the UK, through our Brain Injury Community Services • Online information and support via our publications and braininjuryhub.co.uk Our residential services based at our national specialist centre in Tadworth, Surrey, work in partnership with the NHS and local authorities to provide a step-down pathway of care between hospital and home. The centre is entirely child and family focused to ensure that their needs are appropriately supported. In the community, we provide clinical support to complement local services and give children and young people with ABI the best chance of succeeding at home and in school.
We are the only paediatric centre with a national specialised commissioning contract (through NHS England) to provide brain injury rehabilitation for children with severe brain injury. Our other services are funded through local health commissioners (such as clinical commissioning groups), social care and education authorities, together with the millions raised through voluntary fundraising. Thanks to the generosity of The Children’s Trust’s supporters, our 24 acre Tadworth site features a modern hydrotherapy pool, accommodation for parents, specially adapted equipment, soft play areas and a wheelchair-accessible tree house. We run a non-maintained special school for children with complex education, health, therapy and care needs, with associated residential houses. The Children’s Trust School supports children and young people from 2 - 19 years old and is dual-registered with the Care Quality Commission (the school residential houses) and Ofsted Education. The Children’s Trust is a charitable organisation with approximately 595 committed staff and 560 volunteers with a range of expertise across nursing and care, education, therapy, operations and centralised support functions such as finance, HR, fundraising and com- munications. A number of these staff are based off site around the UK as part of our com- munity work or in our charity shops.
Job Description
Job Title
Estates Manager
Reports to
Head of Estates
Direct reports
Technical & Compliance Lead; Logistics Supervisor; Helpdesk Coordinators; Project Manager (FM)
Level
Team Manager
Location
Tadworth, Surrey
Salary
£50,000 - £53,000 per annum (dependent upon experience)
Hours of Work
37.5 hours per week
DBS
Enhanced with Children’s Barred List
Job Purpose As Estates Manager you will provide strong leadership, motivating and engaging teams within Estate Services, whilst supporting the Head of Estates in the delivery of transformational change across the department. This includes developing and refining systems and processes, whilst delivering professional and customer orientated services. Leading key services, such as maintenance, compliance, logistics and helpdesk, you will support the Head of Estates in the alignment of services and implementation of appropriate reporting lines, whilst taking ownership of the day to day operational management of the estate. You will deliver a cost effective, efficient and continuously improving level of service, ensuring consistent levels of compliance and best practice, within a complex setting of regulators including CQC, Ofsted Care, Ofsted Education, CHKS and HSE. The Estates Manager will deputise as directed for the Head of Estates and ensure a pleasant and safe environment is established and maintained for all who use the Tadworth site (which includes our Grade 1 listed Mansion and Grounds) and retail units. This role will drive consistency and efficiency, motivate the team and implement best practice.
Duties and Responsibilities Duties will extend to the full range expected of a Manager within The Children’s Trust, including (but not limited to): robust management of an allocated operational budget (with a monthly forecast provided to the Head of Estates) ensuring expenditure represents value for the operational management of the Estates Team, ensuring staff are supported in the delivery of their operational duties, and that appropriate training and development is in place. The following are examples of operational duties required of the role: Helpdesk: • Responsible for the Helpdesk service and CAFM system; • Implementation of Helpdesk systems and processes to support the effective use of CAFM; this includes the redevelopment of the existing system; • Delivery of a full helpdesk service that is customer focused and meets the requirements of The Children’s Trust; • Production of management data with regular reporting to the Head of Estates; • Drive the efficiency and effectiveness of the service, through regular review of operational processes and strong focus on high quality customer service. Compliance and Maintenance: • Ensure compliance standards and legislation are met and maintained, including the application of comprehensive monitoring and evaluation records; • Ensure tasks are prioritised, allocated and completed effectively and efficiently; • Ensure all maintenance works, in-house and contracted, are completed effectively, safely and in accordance with assessed risks and agreed controls; • Delivery of an agreed, comprehensive Maintenance Development Plan; • Implementation of an effective and comprehensive Preventative Maintenance Plan, managed accordingly with regular reporting and management data in place; • Review approaches to maintenance, ensuring value for money and delivery that best serves the organisation.
Job Description
Site Logistics Team: • Full oversight of the logistics operation for the site, ensuring the service is delivered efficiently and in keeping with the requirements of the organisation. Project Management: • Oversight of the delivery of Facilities Management projects and supporting the delivery of capital projects, as required by the Head of Estates; • Work flexibly with the wider team, along with other key stakeholders across the organisation, to ensure that projects are delivered on time and within budget. Retail Units • Provide service and support to retail units, ensuring they are included in forward planning and operational activities. On-call Rota: • Actively participate in the on-call escalation rota for the department. Asset Management: • Ensure assets for the Estate are documented, with asset lists maintained and retained, as appropriate; • Ensure that assets held by the Estate are managed effectively, maintained in good order, held securely and disposed of appropriately. Professional Development: • Ensure all relevant qualifications and licences are renewed; • Meet regularly for performance and development reviews; identifying learning objectives, setting targets and identifying opportunities for professional development; • Keep abreast of relevant industry developments, providing recommendations to the Head of Estates, as appropriate; • Read all policies and procedures pertinent to working practice and keep up to date with policy changes as they occur; • Be aware of and comply with, all The Children’s Trust policies and procedures.
Health and Safety: • Comply with all relevant organisational policies and procedures, particularly the Health & Safety Policy and Procedures; • Operate in a methodical and diligent manner, to ensure due diligence is undertaken and adopted, in relation to the health and safety of yourself and others; • Ensure that health and safety measures are at the forefront of all relevant tasks/ identified work programmes for the Estate; • Participate in required risk assessments and audits, ensuring that all works carried out are in compliance with assessments; • Ensure manual handling procedures are adhered to and regularly reviewed; • Attend all mandatory training sessions relevant to the role. Limits of authority and problem solving: • Authority to carry out purchase orders and/or appropriate recommendations for materials and equipment; • Prioritise the scheduling of service works, referring to the Head of Estates when required; • Identify and highlight any potential issues regarding the provision and maintenance of technical services/equipment, either to the relevant Line Manager or the helpdesk, as appropriate; • Budgetary authority, as agreed by with the Head of Estates; • Responsibilities & Duties are not limited to the items above and may include any other ad hoc tasks, as required and deemed appropriate to the role.
Organisational Chart
Person Specification
Selection Criteria Education & Qualifications
• Degree level qualification, Facilities Management Qualification, or specific qualification relevant to estate management - Essential • Health & Safety Qualification, i.e. IOSH - Essential (N.B. preferably Nebosh level) • Extensive facilities management experience - Essential • Set-up and development of FM operational systems and processes - Essential • Demonstrable understanding of compliance requirements - Essential • Experience of land and building management - Essential • Planned maintenance schedulingand the coordination of reactive maintenance - Essential • Contract/compliance management and procurement - Essential • Managing and motivating a diverse team - Essential • CAFM System - Essential • Management of Health & Safety requirements for an organisation - Essential • Experience of working within a comparable setting - Desirable • Ability to lead a team through change - Essential • Management of a broad and varied workload, balancing varied and changing priorities - Essential • Strong leadership skills - Essential • Strong organisational skills and process driven - Essential • Excellent communication skills, both written and verbal, at all levels - Essential • Flexible and able to adapt to various challenges and sensitive situations - Essential • Budget management knowledge and experience - Essential • Knowledge of systems and processes essential to running an effective estate - Essential • Project management knowledge and experience - Essential • Working knowledge of building fabric, hard and soft services - Essential • Thorough knowledge and understanding of the application of Health & Safety management and operational practices - Essential • Knowledge of CQC & Ofsted - Desirable
Experience
Skills & Abilities
Knowledge
Personal Qualities
• Enthusiastic self-starter • Collaborative style
• Commitment to the vision and values of The Children’s Trust • Flexible and ‘can do’ attitude to competing commitments in workload • Highly motivated and reliable • Ability to cope working in a demanding environment
Safeguarding The Children’s Trust is committed to safeguarding and promoting the welfare of children and young people. To achieve our commitment, we will ensure continuous development and improvement of robust safeguarding processes and procedures that promote a culture of safeguarding amongst our workforce. The Children’s Trust has policies on safer recruitment, the recruitment of ex-offenders and criminal record checks. Please refer to the People Team for further information. Equality and Diversity The Children’s Trust recognises the value of diversity and is committed to equality of opportunity. We expect staff to be treated with dignity and respect and solely on the basis of their merits, abilities and potential regardless of age, sex, sexual orientation, marital or civil partnership status, disability, race, nationality, ethnic origin, religion or belief as stated in the Equality Act 2010. We expect all staff to share this commitment and promote equality and diversity amongst their teams.
Values Our ambition is to provide a professional service where the children and families are at the centre attention of what we do, and for us to be able to use this opportunity and to achieve this vision and ambition. We require all of our staff to be actively promoting and sharing our values that bring us closer to achieving our goal.
Application Process
The Children’s Trust is being supported on this recruitment campaign by the search consultancy The Management Recruitment Group (MRG). To arrange a confidential briefing conversation please contact our advisors Ben Duffill (ben.duffill@mrgpeople.co.uk) and Paul France (paul.france@mrgpeople.co.uk) of MRG on 0203 962 9900. Applications should consist of a comprehensive CV (of not more than 4 pages) and a covering letter (of not more than 2 pages).
Applications should be sent to ben.duffill@mrgpeople.co.uk The closing date for applications is 15 September 2019.
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