Deputy Head of Soft Facilities Management

at  Central and North West London NHS Foundation Trust

The post holder will deputise as required for the Head of Facilities Management – Soft FM & Transport at relevant meetings, committees/ sub-committees and working groups.
The post holder will deputise for reasonable and appropriate roles/functions within QTS as required.
The post holder should have specialised Soft FM knowledge and experience across a diverse healthcare estate portfolio and be able to manage multiple workstreams. The post holder should demonstrate excellent leadership skills as well as change management skills.
The post holder exercises a high degree of autonomy, working independently to ensure that quality standards, statutory and mandatory requirements governing all aspects of Soft FM services are met.

Supporting the Head of Soft FM with the strategic development and operational delivery of compliant, high-quality and cost-effective Soft Facilities Management (SFM) services provided by QTS. This includes current and future activities.
Supporting the Head of SFM with the operational management of all Soft FM contracted services and partners, including their performance management, monitoring and reporting.
The direct line management of staff who form a part of the QTS Soft FM team.
Ensuring statutory and mandatory compliance, and compliance with best practice guidance, to ensure a safe environment for all patients, staff and visitors.
The development and implementation of policies, procedures, systems and processes to ensure ongoing compliance and to support the delivery of Soft FM services.
To support with the effective management of revenue budgets and relevant capital spend to ensure the provision of high-quality, cost-effective and value for money services.
Providing specialist advice and support on Soft FM services and undertaking relevant management and expert duties as required by QTS.
Active role in the identification, bidding, acquisition, integration, management and review of new Soft FM business opportunities for QTS.
The identification, development, implementation and review of sustainability and carbon reduction projects and plans relating to Soft FM.
Setting an example in modelling QTS values and behaviours.
QTS operates as a wholly owned subsidiary of Central and North West London NHS Foundation Trust (CNWL). Established in 2018, QTS provides a broad range of Estates and Facilities services, spanning strategic operational delivery through to estates maintenance and repairs, primarily within mental health and community healthcare settings.
Soft FM Services Management
Support the Head of SFMT with the effective co-ordination, management and development of Soft FM Services across the QTS portfolio, ensuring compliance with statutory and mandatory requirements such as Health Technical Memoranda (HTMs) and standards, as well as with relevant best practice guidance and in accordance with QTS’s and CNWL’s policies and procedures.
Assist with the planning, implementation and development of a whole range of Soft Facilities Management Services, establishing agreed objectives in order to achieve and exceed the overall aims and requirements of QTS, and ensuring that both in-house and contracted-out services are performance managed against these objectives. Identify and implement any areas of potential service improvement and cost improvement measures.
Acts as an escalation point for critical operational issues and lead/ support with the investigation and management of complaints, both formal and informal, in accordance with QTS and CNWL Policy and procedure.
Represents and actively promotes Soft FM services across QTS and partners at internal and external meetings, including senior management meetings and client meetings. This includes representation and input at relevant committees. Attend and/ or lead client meetings as required.
Provides appropriate specialist knowledge, technical and professional advice and leadership on relevant Soft FM issues and related activities.
Ensures effective communication and engagement in line with, but not limited to, the key stakeholder groups outlined in this document.
Available on-call as required as part of the business continuity management.
Any other duties which may be reasonably requested by relevant senior management to facilitate the effective running of the department or support QTS
Governance, Risk & Compliance
Support the Head of SFM with ensuring that the provision of Soft FM services are to the required healthcare standards and meet relevant statutory and mandatory legislation such as Health Technical Memorandum (HTM’s), NHSE Standards, Department of Health (DH) Guidelines, Health and Safety requirements and QTS and Trust Policies and Procedures, including Sustainability and Net Zero Carbon requirements.
Provide expert support on all aspects of relevant areas of expertise to include National Standards relating to Cleanliness, Catering and Waste, PLACE, HTM’s and CQC Essential Standards of Quality and Safety. Support in the interpretation and compliance of relevant statutory/ mandatory requirements and other relevant guidance.
Acts as the Trust’s nominated Responsible Person (RP) or Authorised Person (AP) for specific subject areas in accordance with HTMs and Standards.
Support the Head of SFM with the identification, development, implementation, management and review of policies, procedures, systems and working practices relevant to Soft FM. Assist with the development and review of policies outside of direct responsibility but which have a relevance to the remit of Soft FM.
Support the Head of SFM with managing and maintaining QTS’s Risk Register as it relates to Soft FM, reporting key risks and ensuring these are mitigated as far as is reasonably practicable.
Investigating, acting on and reviewing incidents which relate to or impact on Soft FM services, in line with QTS and CNWL policy and procedure. Additionally where required, take action in relation to national alerts of requests i.e. CAS/ SABS or Food Standards Agency (FSA).
Help to ensure that robust contingency and business continuity plans are in place for Soft FM services and that these are reviewed and updated as required.
Supplier & Contract Management
Support the Head of SFM with the overall management of all relevant Soft FM contracts, ensuring delivered services are compliant, cost effective and high quality.
Support with the monitoring and reporting of contractor/ supplier compliance and performance against agreed Key Performance Indicators (KPIs), taking action to address areas of failure.
Create positive working relationships with other NHS, DoH and external organisations where they provide Soft FM services, supporting to ensure that both the organisations and national standards, where appropriate, are achieved.
Support/ Chair formal and regular monitoring meetings with key contractors and, where relevant, the users of those services.
Acts as escalation point in the day to day management of external contracts and suppliers, retaining oversight of performance against KPIs, HTMs, industry standards and good practice.
Contribute/ support with the procurement of contracts, services and products relevant to the Soft FM remit, as required.
People Management
Support the Head of SFM with the overall management and leadership of the Soft FM team within QTS, including direct and indirect line management. Delegate responsibility and authority to staff that is consistent with effective decision making whilst retaining overall responsibility and accountability for results.
To identify and undertake training and ensure their team undertakes training as required to ensure the ongoing performance of duties competently and to keep up-to-date with new developments, technology, standards and legal requirements.
Supports that all QTS people-based policies and procedures are adhered to, including supervision/ 1to1, annual leave, sickness, annual appraisals and mandatory training compliance.
Promotes and supports professionalism, quality standards and successful achievement of QTS’s strategic objectives.
Responsible for role modelling QTS values and behaviours, and encouraging and developing a supportive, open and inclusive culture.
Ensures effective two-way communications are in place within the team so that all staff are kept informed and engaged in a timely and appropriate manner.
Finance and budgets
Supports the Head of SFM with the management of Soft FM revenue budgets, ensuring the most appropriate and effective use of resources. Help to ensure that as far as is possible expenditure is within budget, income targets are achieved, and savings plans are produced and delivered as required.
Contributes to the setting and ongoing review of QTS Soft FM budgets, including identification of cost pressures and savings opportunities.
Act as an authorised signatory and manage delegated budgets and control expenditure in line with authorised allocations and in compliance with Standing Financial Instructions.
Completes capital bid submissions and other bids for internal/ external funding in line with QTS/ CNWL procedure and produces business cases and papers as required.
Provide accurate costings for QTS and CNWL bids and contribute financial information as part of tender exercises, as required.
Audit, Data & Information
Support with the management of Soft FM Key Performance Indicators (KPI’s), producing accurate operational, financial and qualitative information for reporting within QTS and to other NHS and external organisations as required.
Support with ensuring regular audits and performance reviews are undertaken and advise on the implementation of appropriate improvements, as required and in line with national standards and guidance.
Support the Head of SFM with the leadership and management of the annual Patient-Led Assessments of the Care Environment (PLACE) programme on behalf of CNWL, and any other QTS clients identified. This includes the planning, organisation, operation, submission, reporting and review of the programme.
Support with the coordination and completion of the Soft FM elements of relevant national, ICS and Trust returns including PAM, ERIC and Sustainability.
Produces reports and inputs into other regular and ad-hoc QTS reports as required.
Strategy and Service Development
Support the Head of SFM with any future tender/ re-tender of Soft FM services for QTS, to include the specification, tender process and award, mobilisation, contract commencement and review.
Support with the integration of any Soft FM Services transferring from other organisations, reviewing the current services provided to achieve best value and a high-quality service.
Contributes to the formulation, development, and implementation of strategic plans which develop Soft FM services and makes suggestions and proposals to improve, innovate or modernise Soft FM services.
Support with the Soft FM Sustainability and carbon reduction agenda, including key areas such as the waste hierarchy, recycling, plastics pledge and food wastage.
Contributes to the development of QTS and CNWL’s Sustainability and Net Zero Carbon Strategy, and associated targets to reduce carbon footprint, supporting with meeting the national carbon reduction targets.
Takes the role of a Soft FM consultant as part of QTS strategic work with external organisations where relevant.
Leads on specific QTS/ CNWL initiatives and projects as determined by their line manager or the wider QTS senior team