Estates Compliance Manager
Candidate Information Pack
Dear Candidate
Thank you for your interest in becoming Estates Compliance Manager at The Children’s Trust. This a new role intended to support us in achieving and maintaining legislative standards and to ensure best practice is consistently maintained across the estates and facilities functions. You will be an integral part of the Estates team both strategically and operationally and vital to our commitment to continuous improvement in respect of compliance and safe working. You will have a breadth and depth of knowledge and experience that enables you to play a governance role within the department, providing assurance and detailed reports on KPIs and compliance requirements to the Head of Strategic Estate Management and advisory support to the estates and facilities operational teams to enhance awareness and understanding regarding compliance and health and safety requirements. 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.
You will have experience in a relatable environment with the relevant qualifications and commitment to continuous professional development to ensure we remain current and informed of legislative changes relevant to estates and facilities at The Children’s Trust. As this is a new role you will be responsible, in consultation with the Head of Strategic Estate Management, for the initial set up of appropriate processes and controls for monitoring and reporting and establishing the performance standards required. This challenging and multi-faceted role will engage with teams and staff at all levels across the organisation and as such is expected to have excellent communication skills along with the ability to convey challenging messages with professionalism and diplomacy. This is an exciting and rewarding role and an opportunity for an outstanding candidate to make a significant and lasting difference to the lives of thousands of children and families. We look forward to hearing from you.
Kind regards Rachel Green Head of Strategic Estate Management
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 residential non-maintained special school for children with Profound and Multiple Learning Difficulties (PMLD) • 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 treehouse. We run a non-maintained residential special school for children with PMLD. The Children’s Trust School supports children and young people from 3 to 19 years old and is dual-r egistered with the Care Quality Commission (the school residential houses) and Ofsted. 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 communications. A number of these staff are based off site around the UK as part of our community work or in our charity shop.
Job Description
Job Title Reports to
Estates Compliance Manager
Head of Strategic Estate Management
Direct reports
N/A
Location
Tadworth, Surrey
Salary
Competitive
DBS
Enhanced
Job Purpose The Estates Compliance Manager is responsible for coordinating and monitoring Estates’ compliance against legislative standards and to ensure best practice is consistently maintained across the estates and facilities functions. The role is integral to the Estates team both strategically and operationally and vital to our commitment to continuous improvement. Primarily a governance role within Estates and Facilities the role will provide assurance and detailed reports on KPIs and compliance requirements to the Head of Strategic Estate Management. The role will also provide advisory support to the estates and facilities operational teams to enhance awareness and understanding. Initially the Estates Compliance Manager will be responsible for the establishment of appropriate processes and controls for monitoring and reporting against compliance. This will relate to both statutory and approved codes of practice (ACOP) and will also extend to organisation specific compliance standards. The post holder will also support the Head of Strategic Estate Management in the establishment of required performance standards, KPIs and provide the regular reporting of these. The Compliance Manager will coordinate the Estates Compliance Group and deputise for the Head of Strategic Estate Management as Chair when required. The Compliance Manager will also support and attend other appropriate compliance related meetings such as the Water Safety Group and Fire Committee.
Duties and Responsibilities Reporting and Assurance
Be responsible for providing regular reports to the Head of Strategic Estate Management on estates compliance across the full estates and facilities environment. Operational functions of the estate (Hard and Soft FM) are managed by the Head of Procurement and Corporate Support. Reports will address KPIs, trends, benchmarks and provide forecasts as appropriate. Be responsible for coordinating, monitoring and reporting on Estates’ compliance against current and forthcoming statutory legislation and ACOP of the Hard FM estate, infrastructure, fire, specialist services (water, energy, waste, medical air/gases), recording and documenting systems, standard operating procedures (SOPs) and staff legislative training requirements, in particular giving support to Estates Responsible Persons, the Head of Strategic Estate Management, the Head of Procurement and Corporate Support, Estate Manager and Lead Project Manager in the course of their duties. To draft regular assurance reports to appropriate meetings and committees including the Fire Committee, Compliance Group, Water Safety Group, Infection Prevention and Control Committee, Audit Committee, Health and Safety Committee and the Corporate Services Team Meeting. To coordinate, ensuring appropriate reports are issued in advance, the Compliance Group, Water Safety Group and the Estates Strategic Group meeting. Be responsible for reviewing all relevant incidents and near misses within the team, en- suring corrective action is taken and providing data within agreed regular reports. To cooperate with, prepare information for and participate in inspection visits and inves- tigations conducted by a range of external stakeholders including CQC, Ofsted, CHKS and HSE and also support internal audit reviews as required. Work closely with the Health and Safety Manager, ensuring compliance processes are closely aligned with existing systems and processes where appropriate. To work towards ensuring the Estates function is ‘audit-ready’ by CQC, Ofsted, CHKS, HSE at all times. To coordinate the Estates updates to the risk register as required.
Job Description
Systems and Processes Work closely with the Estate Manager to ensure our newly procured CAFM system appropriately reflects compliance requirements and standards. Lead on the development of a new compliance system (CATI) integrating processes for reporting and data capture within the CAFM system. In consultation with the Head of Strategic Estate Management establish appropriate processes and controls for monitoring and reporting against compliance. This will relate to both statutory and approved codes of practice (ACOP) and will also extend to organisation specific compliance standards. Be responsible for identifying and recommending required performance standards, KPIs and provide the regular reporting of these. Align with the agreed performance standards a process of regular audit and review across the Estates function producing reports to the Head of Strategic Estate Management, making recommendations as appropriate and escalating identified issues in a timely way. Incorporate into this function an appropriate process of review where issues are identified to ensure root cause is understood and corrective action implemented. Professional Advisory and Support Function To be the primary source of information for organisation staff requiring advice on Estates related statutory compliance within The Children’s Trust. Provide support and guidance across Estates Operations, promoting a positive culture of safety awareness and safe working practices across the team. Support the Estates Operational teams in the enhancement of safe systems of work where statutory compliance and/or ACOP apply. Work closely with Estate teammembers in external contract specifications to ensure contract documentation includes clauses to ensure compliance and suitable KPIs to enable measurement and verification. To work closely with the Estate Manager, reporting to the Head of Strategic Estate Management, to ensure that Estates activity (including the content of PPM planner and work specifications) is compliant with statutory regulations, ACOP and others, as relevant. Advise and support the Estate Manager on the requirement for staff training, thereby supporting and contributing to a compliant estate environment appropriate to the organisation. To support delivery of external training sessions on statutory matters for Estates staff, and where required, deliver ad-hoc in-house sessions where appropriate. To support the Head of Strategic Estate Management and Head of Procurement and Corporate Support in the oversight of the PPM planning process and delivery ensuring it’s compliant with requirements.
Undertake regular CPD in order to maintain currency with legislative developments and shared best practice, ensuring this knowledge is shared and reflected within the organisation Communication and Working Relationships To work with a degree of autonomy, reporting as required to the Head of Strategic Estate Management. To be accountable for decisions affecting services and compliance standards, in liaison with the relevant heads of service or managers. To maintain appropriate and effective systems of communication, written and verbal, formal and informal, across the organisation, in relation to compliance management, at a variety of forums. Facilitate timely communication and co-operation within the team, the department as a whole and the wider organisation to ensure access to professional knowledge. Work closely with a range of internal stakeholders, including the Head of Procurement and Corporate Support, Sustainability Lead, HS Manager, Estate Manager, Lead Project Manager, HS Manager, IPC Lead, Clinical and Therapy teams, external providers and contractors on site Compliance areas include: (not an exhaustive list) • Water Safety
• Electrical Safety • Energy Services • Waste Services • Specialist and general ventilation and air conditioning • Asbestos
• LOLER • PUWER • Contractor control • Medical Gases • Natural Gas
• Pressure Systems • Decontamination • CAFM system and Compliance System (CATI) • CCTV
• Security • Cleaning • Catering & Food Hygiene • Asset Management • Transport Fleet
Organisational Chart
Person Specification
Selection Criteria Education & Qualifications
• Degree-level education or equivalent in a relevant discipline (e.g. Estates, Engineering, Construction, FM etc) - Desirable • Level 4 VRQ Diploma in Asset and Building Management (or willingness to undertake) - Essential • NEBOSH General Certificate in Occupational Safety and Health or equivalent qualification or experience - Essential • Training and experience of fire safety and management – Essential • BOHS P405 Management of Asbestos in Buildings, or relevant industry experience – Desirable • Experience of working with ISO 45001 management systems - Desirable • Experience of CAFM systems – Essential • Experience of a diverse and complex Estates Operation – Essential • Experience of building and engineering services in a similar setting – Essential • Knowledge of Estates compliance recording systems – Essential • Experience of working as a Compliance Manager/Quality Manager in a complex and similar organisation – Essential • Experience of Ofsted and CQC - Desirable • Demonstrable ability to deal with multiple complex issues, data manipulation and interpretation with the ability to present such information in an understandable format – Essential • The ability to remain calm and confident in potentially confrontational environments – Essential • Committed to CPD – Essential • To demonstrate behaviours in line with The Children’s Trust values – Essential • Strong IT skills e.g. Excel, Word, Powerpoint and other systems – Essential • Excellent communication skills at all levels of the organisation, including preparing and giving engaging presentations – Essential • Excellent interpersonal skills, building successful relationships and dealing with a range of stakeholders – Essential • Clear, concise report writing skills – Essential • Ability to work in a range of settings including accessing confined areas and at height as might be required from time to time - Essential
Experience
Skills & Abilities
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 At The Children’s Trust we recognise how important it is to have leadership that reflects the children, young people and families that we support. We also recognise that staff, comprised of a range of skills, backgrounds and experiences will help us to better understand the needs of those we support, and how we can best represent their interests. We, therefore, particularly welcome applications from disabled people, individuals from diverse ethnic backgrounds and those from other under-represented groups. The Children’s Trust is committed to achieving equity, diversity and inclusion (EDI) across all levels of the organisation. For further information, see: https://www.thechildrenstrust. org.uk/about/statement-equity-diversity-Inclusion
Values Our ambition is to provide a professional service where the children and families are at the ntre attention of what we do or us to be able to use this opportunity and to achieve this vision & 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 Matt Giles (matthew.giles@mrgpeople.co.uk) and Ben Duffill (ben.duffill@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: matthew.giles@mrgpeople.co.uk The closing date for applications is 13 June 2021. First stage interviews via will be held via MS Teams on 29 June 2021, with final stage inter- views taking place on site at The Children’s Trust on 1 July 2021.
Page 1 Page 2 Page 3 Page 4 Page 5 Page 6 Page 7 Page 8 Page 9 Page 10 Page 11 Page 12 Page 13 Page 14Made with FlippingBook Ebook Creator