SENIOR ESTATES MANAGER CANDIDATE INFORMATION PACK
EXECUTIVE SUMMARY
The Children’s Trust is seeking to appoint a Senior Estates Manager to lead estates operations across its diverse campus estate portfolio in Surrey. The Children’s Trust is the UK’s leading charity for chil- dren with acquired brain injury, providing expert rehabili- tation, education, therapy and care through our national specialist centre at our beautiful 24-acre site in Tadworth, Surrey, and to children and their families across the UK, via our Brain Injury Community Service. The Senior Estates Manager will lead operational estates provision and estates customer services, ensuring best practice provision and standards whilst ensuring com- pliance and regulatory standards are monitored and managed consistently and effectively across the estates function. The Senior Estates Manager will contribute to the formulation and delivery of strategic and operational objectives ensuring the provision of a comprehensive and fit-for-purpose estate, whilst bringing innovation resulting in service improvement and efficiency. Reporting to and deputising for the Head of Estates and Health & Safety, this is a crucial leadership role with responsibility for the Customer Services Manager, Facili- ties Manager and Project Manager ensuring operational objectives are met, including the effective management of M&E and maintenance contracts, FM service provision, compliance outputs and capital projects.
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EXECUTIVE SUMMARY THE CHARITY JOB DESCRIPTION PERSON SPECIFICATION FURTHER INFORMATION APPLICATION PROCESS
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THE CHARITY
The Children’s Trust is the UK’s leading charity for children with brain injury and neurorehabilitation. 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 associat- ed 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 publica- tions and braininjuryhub.co.uk
ship 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 succeed- ing 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 mil- lions raised through voluntary fundraising.
supporters, our 24 acre Tadworth site features a mod- ern hydrotherapy pool, accommodation for parents, specially adapted equipment, soft play areas and a wheelchair-accessible treehouse. We run a non-maintained special school for children with complex education, health, therapy and care needs with associated residential houses. The Chil- dren’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 hous- es) and Ofsted Education. The Children’s Trust is a charitable organisation with approximately 595 committed staff and 560 volun- teers with a range of expertise across nursing and care, education, therapy, operations and centralised support functions such as finance, HR, fundraising and commu- nications. A number of these staff are based off-site around the UK as part of our community work or in our charity shops.
Our residential services based at our national spe- cialist centre in Tadworth, Surrey, work in partner-
Thanks to the generosity of The Children’s Trust’s
JOB DESCRIPTION
Job Title Reports to
Senior Estates Manager
• Proactively identify and implement efficiencies in system of work and financials to support the progress of the organisation. • Ensure the maintenance of the tree register, over- seeing annual maintenance checks and comple- tion of recommendations in accordance with the tree preservation orders. • To undertake other or additional duties that are within your skills and abilities, as the organisation may reasonably require from time to time. Professionalism • Adhere to the policies and procedures of The Chil- dren’s Trust. • Undertake continuous professional development to maintain knowledge and develop professional practice within Estates. • Maintain professional boundaries and profession- alism at all times. Skills & Responsibilities • To undertake other or additional duties that are within your skills and abilities, as the organisation may reasonably require from time to time • Operational responsibility for Estates budgets, pro- jecting year end position on a monthly basis. • Oversight and ongoing development of CAFM and compliance systems. • Provide operational expertise in all matters per- taining to the estate including compliance, asset management, service delivery and capital invest- ment. • Oversight of Maintenance and Logistics, ensuring that responsibilities are delivered in an efficient and timely manner. • Management of Estates Risk Register, ensuring issues are escalated to the Head of Estates and Health & Safety as appropriate. • Ensure that fire safety precautions are implement- ed, following a risk managed approach. • Participate in on-call duties, providing manage- ment support out of hours as may be required. • Coordination and oversite of contracts. Management of self and others • Deputise as required for head of department. • Support head of department in estate require- ments.
Head of Estates and Health & Safety
Direct reports
Facilities Manager, Customer Services Manager, Project Manager Tadworth, Surrey (with occasional hybrid working by agreement)
• Line management and leadership of Facilities Manager. • Support to Customer Services Manager for FM services. • Provide strong leadership, motivating and en- gaging direct reports and other members of the Estates team, supporting the Head of Estates and Health & Safety in the delivery of estates strate- gy and other duties that may be assigned. This includes developing and refining systems and pro- cesses, whilst delivering professional and customer orientated services. Communication • Manage relationships and engage internally, across the organisation, and externally to achieve specified outcomes. • Represent the department at committees and meetings with different types of stakeholders. • Ensure effective communication within the team and across the Estates department, ensuring cohe- sive working practices across all areas Governance • Ensure a compliant estate through collation and monitoring of compliance and performance data in line with the organisation’s SLAs and KPIS, identifying and documenting non-compliance and risks. Provide detailed actions to address these issues, and report regularly to the Head of Estates and Health & Safety. • Chair and attending groups and committees as defined in the Estates governance structure. • Provide appropriate financial and progress report- ing to relevant departments required to support the organisational strategy. • Establish appropriate systems for managing risks and issues across key projects and initiatives. Health and Safety • Develop and ensure safe working practices are maintained at all times. • Adhere to all Health and Safety guidelines, princi- ples and regulations required to perform your role and comply with The Children’s Trust policies and procedures.
Location
Salary
£56,145
Hours of Work
37.5 hrs per week - This role will require some flexibility in order to provide management support outside of core business hours, as needed – e.g. on call duty
Job Purpose
from scope to successful delivery, ensuring we deliver on time and within budget. The post holder is required to deputise for the Head of Estates and Health & Safety when required with regard to all matters concerning the Estates. Key Responsbilities & Duties Estates Management • Provide leadership to the Customer Services Man- ager in the establishment and ongoing develop- ment of the customer services team, ensuring processes in line with FM professional practice and optimal use of the CAFM and compliance systems. • Ensure performance standards are established within customer services with processes for moni- toring and reporting. • Ensure compliance standards are embedded across the service, regular reporting is in place, in- vestigating where standards not met and ensuring measures are in place to mitigate identified issues. • Ensure hard services are managed in accordance with agreed process, procedures and statutory compliance, guidance, and best practice. • Ensure condition and lifecycle process delivered to support in year budget management and defini- tion of annual budget submissions. • Manage the delivery of estate capital investment and small projects ensuring project scope and pro- grammes deliver against specific outcomes arising from the estate strategy. • Development of sub-strategies to the estate strat- egy and associated policies and SOPs. • Responsibility for the organisational green plan and net zero strategy. • Support the Head of Estates and Health and Safety in the development and implementation of estates resilience management systems including emergency response and business continuity.
The Senior Estates Manager has managerial, profes- sional and technical responsibility for the operational estate and estates customer services, bringing best practice and professional standards whilst ensuring compliance and regulatory standards are monitored and managed consistently and effectively across the estates function. This will be in accordance with regulators’ requirements including CQC, Ofsted Care, Ofsted Education, and HSE. The Senior Estates Manager will ensure that safe work- ing practices are embedded across all estate practices, working closely with the Head of Estates and Health & Safety in this respect and supporting appropriate developments and committees. The Senior Estates Manager will contribute to the formulation and delivery of strategic and operational objectives ensuring the provision of a comprehensive and efficient estate, whilst bringing innovation and working practices to ensure an efficient and resilient estate. The post holder provides a professional point of con- tact on managerial estate operations matters and a point of escalation for the Customer Service Manager and Facilities Manager. They will provide professional leadership and effective line management to the Customer Services Manag- er, Facilities Manager and Project Manager ensuring operational objectives are met, including the effective management of the M&E contracts, associated servic- es and compliance outputs. The Senior Estates Manager will lead the Project Man- ager and appointed professional consultants to take agreed projects through the whole project lifecycle
PERSON SPECIFICATION
Education & Qualifications Essential: • Educated to Degree level or equivalent knowledge gained through a minimum of 5 years FM management experience and CPD. • Membership of appropriate professional organisation. • NEBOSH general certificate Desirable: • Degree or equivalent qualification in engineering, building, estates or facilities management. Experience Essential: • Substantial experience in building services and proven experience in estates Health and Safety services at an appropriate management level. • Working knowledge of complete engineering systems and maintenance proce- dures. Desirable: • Evidence of managing compliance in an estates environment including data cap- ture, reporting and risk management. • Evidence of achievements in a complex work environment including effective management of change. Skills & Knowledge • Excellent interpersonal, communication and influencing skills with the ability to establish effective working relationships with managers and external advisors. • Personal and professional demeanour and credibility that generates trust and confidence in others. • Ability to convey complex messages simply to a range of audiences, including preparation and presentation of reports. • Ability to adapt communication style to meet audience requirements. Personal Qualities • Commitment to the vision and Promises 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. • Commitment to maintaining personal wellbeing and the wellbeing of colleagues.
ORGANISATION & STRUCTURE
Head of Estates & Health & Safety
Senior Estates Manager
Head of HS
Customer Services Manager
HS Officer
Facilities Manager
Project Manager
Supervisor
Housekeeping Lead
Customer Services
Transport Operative
Gardeners
Supervisor [responsiblity allowance]
Maintenance)
Housekeeping
Logistics
FURTHER INFORMATION
Our current situation Similar to many healthcare organisations, the Trust is working through turmoil and uncertainty and has been dealing with multiple challenges. These have included: • The Covid pandemic, which had an impact for an extended period due to the complex clinical needs of the many of the vulnerable children in the Trust’s care. • Challenges with recruitment and retention of nursing and care staff, resulting in closed beds, which has impacted on income. At the same time, the Trust is experiencing increased people costs and inflation is impacting on other cost categories. To address these challenges we have instigated an 18-month recovery plan and Phase 1 is in progress. This includes a restructuring of the overall workforce which has led to a c15% reduction in the headcount, restruc- turing of the service delivery model, re-financing, which has included a loan from Charity Bank, reviewing pricing and negotiating with funders, reducing cost and cutting back on operational and capital expenditure. Despite these challenges recent CQC and Ofsted inspections and monitoring visits continue to be extremely positive and the outcomes delivered for children and young people are extraordinary. The standards and quality of care and support remain exceptionally high.
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 devel- opment and improvement of robust safeguarding process- es and procedures that promote a culture of safeguarding amongst our workforce.
Our Promises Our Promises capture our strengths and aspira- tions. They guide the way we act, interact, and come together to achieve our goals. The journey we took to reach our Promises has been an im- portant one. A highly collaborative and iterative process that has seen each word shaped by our people – our volunteers, employees, partners, trustees, and suppliers. Perhaps most importantly, our children, young people, and their families are at the core of this process. This journey has given us a critical opportunity to give children and young people a voice. As a result, our Promises have been genu- inely enriched by them. That’s because how we work and carry out our role is as important as what we do, and that’s why as part of The Children’s Trust, we all need to live by our five Promises.
The Children’s Trust has policies on safer recruitment, ex-offenders’ recruitment and criminal record checks.
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 experienc- es 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 peo- ple with disabilities, individuals from diverse ethnic back- grounds 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 organi- sation. Click here for further information.
APPLICATION PROCESS
For a confidential conversation please contact our advisor Matt Giles (matthew.giles@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 21st May 2023
First stage interviews will be via MS Teams W/C 22nd or 29th May 2023, with final stage interviews taking place on site at The Children’s Trust W/C 19th June 2023.
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