Thank You for Expressing Your Interest in the Above Post, Please Find the Following Enclosures

Estates Officer

Thank you for expressing your interest in the above post, please find the following enclosures:

 Advert  Job Description  Person Specification

External Candidates If after reading this material, you wish to apply, you must do so via the eESS website link and register: https://www.jobs.nhsscotland.com

Internal Candidates Current State Hospital employees should click on the following link: https://www.jobs.nhsscotland.com/OA_HTML/AppsLocalLogin.jsp

For details of your eESS login please contact HR via [email protected]

Estates Officer (IRC10869)

If you require assistance with your application please contact HR on 01555 842084.

**Please note if you do not hear from us within 4 weeks from the closing date your application has been unsuccessful**

Human Resources The State Hospital Carstairs Lanark ML11 8RP

1 Estates Officer (Projects)

Salary: Band 6 £ 26,830 - £ 35,933 plus £ 1226 High Secure Environmental Allowance per annum

Hours: Full Time – 37.5 Hours per week

Post details: An exciting opportunity has arisen within the Estates Department for an Estates Officer (Projects). The post holder will assist the Head of Estates & Facilities to maintain to a high standard and to ensure continuity of service within agreed budgets, quality, statutory, safety and environmental standards this includes energy management.

Qualifications/ The successful applicant will have; Experience: at least 5 years Estates Supervisory experience; be educated to degree level in an appropriate and related subject e.g. Estates / Facilities Management; training and working knowledge of NHS Scotland Estates Asset Management – Property Appraisal Manual including a risk based methodology for property appraisal; experience in energy management and target setting including management of utilities budget; detailed understanding of CAFM / maintenance management system; working knowledge of AutoCAD; experience of managing projects from inception to completion.

For an informal discussion please contact David Martin, Estates Manager on Tel. 01555 842101.

Interested? Job Reference IRC10869.

You must apply via the eESS website link and register:

https://www.jobs.nhsscotland.com

If you require assistance with your application please HR on 01555 842084.

Current State Hospital employees should click on the following link:

https://www.jobs.nhsscotland.com/OA_HTML/AppsLocalLogin.jsp

For details of your eESS login please contact HR via [email protected]

Closing The closing date for applications is 25 August 2017. Date:

**Please note if you do not hear from us within 4 weeks from the closing date your application has been unsuccessful**

2 JOB DESCRIPTION

1. JOB IDENTIFICATION

Job Title: Estates Officer (Projects)

Responsible to (insert job title): Head of Estates & Facilities

Department(s): Estates & Facilities

Directorate: Security

Operating Division:

Job Reference:

No of Job Holders: 1

Last Update (insert date): August 2017

2. JOB PURPOSE

To assist the Head of Estates & Facilities to maintain to a high standard and to ensure continuity of service within agreed budgets, quality, statutory, safety and environmental standards this includes energy management.

Assisting with the design and implementation of minor works of improvement including allocated budget.

Responsible for authorisation of SSTS, eExpenses.

Responsible for Utilities budget.

Responsible for set up and implementation, which includes carrying out room surveys for both condition and space utilisation and ongoing maintenance of Estate Asset Management System. Also includes attending on behalf of the hospital, Estate Asset Management User Group facilitated by Scottish Government.

Responsible for set up, implementation, ongoing maintenance including internal audit of Corporate Greencode Environmental Management System, which includes ensuring that hospital policies are in compliance with the latest environmental legislation. Represent the hospital, at Corporate Greencode User Group facilitated by Health Facilities Scotland and agree implementation timescales etc.

Responsible officer for the set up, implementation, ongoing maintenance of Statutory Compliance Audit Risk Tool (SCART), which includes carrying out surveys to highlight any potential areas of non compliance. Attending on behalf of the hospital, Statutory Compliance Audit Risk Tool User Group facilitated by Health Facilities Scotland.

Monitoring of energy usage and utilities, evaluate consumption against budget and targets set by LDP and Scottish Government. 3 4 3. DIMENSIONS

 To assist the Head of Estates & Facilities to maintain to a high standard and to ensure continuity of service within agreed budgets, quality, statutory, safety and environmental standards, which includes energy management.  Responsible for utilities budget (approx £1m).  Deputise for Head of Estates & Facilities representing and making decisions on behalf of The State Hospital at Health Facilities Scotland user group meetings e.g. Corporate Greencode, Estate Asset Management Systems, SCART, Energy & Natural Resources Group, Central Energy Efficiency Funding Group.  Responsible for set up, implementation and ongoing maintenance of Estate Asset Management System as required by Scottish Government.  Responsible for set up, implementation and ongoing maintenance of Corporate Greencode Environmental Management System.  Negotiate with contractors to agree costing and the carrying out of works e.g. replacement floor coverings, alterations to the phone system.  Operation of AutoCAD system to all departments within the hospital, which includes production of new drawings, alterations and amendments to existing drawings.  Provides management and supervision of Estates Administrator and main hospital switchboard telephony / admin staff (x 3 staff), provide training for these staff including responsibility for managing associated budgets.  Systems Manager for FM First CAFM system.  Produce and issue payment certificates for Capital Works.  Authorisation of goods / services through PECOS, including responsibility for signing off goods received / works complete.  Ensure compliance with Control of Contractors Policy.  Responsible for data analysis and upload of data onto E-Sight energy management software system.  Collate and analyse energy usage information from Building Management System (BMS), produce energy savings targets in line with LDP and Scottish Government savings targets for each of the new wards and departments. Agreeing and implementing savings targets with respective building managers.  Responsible for completion of Statutory Compliance Audit Risk Tool (SCART) as Healthboard Champion.  Carryout the role of deputy Health & Safety Control book holder for the Estates Department.  Production of reports e.g. monthly performance reports, monthly budget expenditure, monthly capital cross charges, monthly utility consumption, and cost / savings reports.  Responsible for the FMT KPI reports for returns for the hospital to ensure accuracy and to meet timescales required.  Carry out role of Authorised Person Water.

5 4. ORGANISATIONAL POSITION

6 5. ROLE OF DEPARTMENT The Estates / Facilities departments are responsible for the co-ordination and delivery of a variety of essential support services, which include: Hard FM  Capital investment and strategic planning.  Implementation and upkeep of Estate Asset Management System.  Surveys and accommodation reviews.  Administer capital projects for hospital.  Operational maintenance for Engineering, Electrical and Buildings.  Grounds maintenance.  Utilities.  Portering services.  Ensuring safe operating of site which includes HV (High Voltage), LV (Low Voltage), Medium Temperature High Pressure which provides heating and hot water.  Identify and control risks associated with facilities on site.  To maximise land utilisation outwith the site (i.e. grazing rights and leases).  Complete telecoms service for the site.  Management of hospitals Environmental Management System.  Management of hospitals waste.  Maintenance of telephone system.  Maintenance of security systems - PAA (Personal Attack Alarms), CCTV for site.

Soft FM  The department’s role is to provide Housekeeping, Cleaning, Sewing and Laundry Services for all wards and departments throughout the hospital. This is carried out using a directly managed in-house team to meet the required standards of NSS Scotland National Cleaning Services Specification.  To ensure that Wards and Departments have continuity of supply (Cleaning / Miscellaneous goods and food / ward provisions) through the weekly “Pack down” system.  The Catering Department provides essential Support Services to Patients, Staff, Visitors and relatives. The services include Catering for patients & Staff. These services operate on a 7 day 52 week per year and either directly affect patient care or support others staff who provide patient care.  The Catering Department is responsible for standards in the above areas and to ensure that NHS Scotland and Quality Improvement Scotland Standards are achieved, maintained and developed.  The Catering Department is also responsible for the provision of a catering service to general hospital staff and the provision of hospitality catering.

7 6. KEY RESULT AREAS

 To deputise / assist the Head of Estates & Facilities to maintain to a high standard and to ensure continuity of service within agreed budgets, quality, statutory, safety and environmental standards, which includes energy management.  Responsible for producing the estates element of the Property & Asset Management Strategy (PAMS) report on an annual basis within Scottish Government timescales. This report requires very detailed information about the site and its operation which the post holder requires to accurately complete. This documentation leads to the capital funding for the The State Hospital.  Use Query Manager to produce reports for PAMS, however users will require a good knowledge of both SQL and MS Access to use effectively, in addition a good knowledge of the dataset and database structure is required to gain meaningful and accurate results for Scottish Government.  Responsible for set up, implementation and ongoing maintenance of Estate Asset Management System. System incorporates surveys i.e. space utilisation, functional suitability, condition surveys, environmental compliance and statutory compliance. This system is set up at room level for reporting to Scottish Government “State of the Estate” report and is the baseline information for the hospitals Property and Asset Management Strategy (PAMS), and is required for future funding of backlog maintenance.  Responsible for set up, implementation and ongoing maintenance of Corporate Greencode Environmental Management System (EMS). The system includes all environmental legislation applicable to the hospital. Ensure that policies and procedures are in place to ensure compliance with legislation. System required to be continually updated with changes to existing legislation and forthcoming legislation. Participation required auditing the EMS system.  Represent The State Hospital at Health Facilities Scotland user group meetings e.g. Corporate Greencode, Estate Asset Management Systems, SCART, Energy Forum and Capital Planning System User Group. Reporting to the user groups on progress and agreeing timescales that are acceptable on behalf of the hospital. Report back to hospital on any issues arising from user groups or forthcoming updates. Being part of the decision making on these groups which has an impact on all NHS Scotland Boards e.g. approving energy schemes at Energy Forum meetings.  Project management from inception to completion e.g. working with NHS NSS Health Facilities Scotland on energy and carbon reduction projects from inception funding to completion and monitoring of expected savings.  Carry out role of Authorised Person Water. Contribute to annual water audits with Authorising Engineer. Ensure Water Log Book is up to date and accurate.  Operation of AutoCAD system to all departments within the hospital, which includes production of new drawings, alterations and amendments to existing drawings e.g. producing Fire Evacuation Drawings.  Liaise with contractors to organise and negotiate costs and carrying out of works including monitoring work performance.  Production of energy usage figures and detailed site wide consumption projections where the base data is measured in various units of measurement e.g. Giga Joules, Kilowatts, Litres and tonnes. Market prices also affect the cost projections and need to be factored into any calculation. Analysed data then needs to be compared to degree days and maximum demand to allow budget forecasting to take place. This involves the use of multifaceted conversion calculations to allow “what if” comparisons to take place. These figures then allow realistic energy consumption targets to be set for each building and agreed with building managers throughout the site.  Input and authorise SSTS and travel expense claims.  Authorisation of goods / services through PECOS, including responsibility for signing off goods

8 received / works complete in line with Standing Financial Instructions.

 Systems Manager for FM First: o This involves creating, inputting and updating any assets / PPM (Planned Preventative Maintenance) jobs, making any changes to database / PPM planner, continual systems analysis, design and production of monthly statistical reports, design and production of any other reports on request. o Ensure data integrity as information retrieved from this system can be used in legal proceedings to defend the hospital i.e. civil claim or Health & safety investigation. o PPM’s (Planned Preventative Maintenance) responsible for ensuring that all equipment requiring PPM under legislation or guidance is on the “FM First” system and is reviewed, analysed and frequencies adjusted to suit workload and equipment availability. Responsible for reporting any non compliance with mandatory PPM’s to the Head of Estates & Facilities. o Responsible for ensuring maintenance contracts are in place and renewed as required e. g fire alarms, security detection & intruder systems, PAA etc. o Responsible for ensuring FM First upgrades are carried out timeously. o Maintenance Contracts – Frequencies of contracts are programmed into FM First. This enables contract programme timescale monitoring to ensure that contracts are carried out as per the terms of the contract, taking the appropriate action if the terms of the contract are not complied with, and the production of monthly reports to show which contractors are due on site, when contracts are due for renewal etc.

 Responsible for Utilities budget.  Budget holder for the telephone rental and call charges.  Budget holder for the management and supervision of Estates Administrator and hospital switchboard telephony / admin staff.  Carry out PDP & PDR (Personal Development Plans / Personal Development Reviews) for Estates Administrator and telephonists.  Carry out return to work interviews and counselling as and when required.

 Responsible for ensuring compliance with Control of Contractors Policy. For example this requires sending Sub-Contractor Evaluation Questionnaire out and covering letter. When returned, all documents must be checked against questionnaire i.e. CIS Tax certificates, insurance certificates, H&S documents, H&S Advisor training records, any details of prosecutions etc, Safety Plans, Risk Assessments / Method Statements, Quality Management System certificates, Disclosure Scotland certification. Recommending approval to the Head of Estates & Facilities and ensuring all details are logged within Microsoft Access database. Continual analysis of database required to ensure that insurances etc are up to date. Responsible for the design and maintenance of the database i.e. initial design of database, the design and production of query reports, amendments to company details etc.

 Responsible for data analysis to ensure information is accurate for payment and uploading into E- Sight. Utilities are reviewed and performance analysed showing comparison with the previous year’s consumptions and costs.  Collate and analyse energy usage information from Building Management System (BMS), produce energy savings targets in line with LDP and Scottish Government savings targets for each of the

9 new wards and departments. Agreeing and implementing savings targets with respective building managers.  Responsible for completion of Statutory Compliance Audit Risk Tool (SCART) as Healthboard Champion. Completion of site inspection questionnaires for each building to produce statutory compliance report for each building, ensuring any areas of non-compliance are brought to the attention of appropriate department manager.  Responsible for ensuring comparisons are carried out on contracts / cost analysis for any contract re-newals / new contracts. Scenarios created to show comparisons between contract costs / call out rates / hourly rates etc. Take part in process of awarding contracts through tendering process on behalf of Estates Department. Use own judgement when renewing maintenance contracts with regards to scope of contract, contract periods, best value for money etc.  Produce and issue payment certificates for Capital Works which requires analysis of invoices to ensure accuracy for payment. Organise and facilitate pre-start and progress meetings for all capital projects.  Carryout the role of deputy Health & Safety Control book holder for the Estates Department.  Responsible for production of reports e.g. monthly performance reports, monthly budget expenditure, monthly capital cross charges, monthly utility consumption, and cost / savings reports.  BT Analyst Software – Hospital telephone bills are analysed using BT Analyst Software. Information produced for Finance showing usage & rental period dates. Potential savings are highlighted using report data (e.g. recurring charges / rental charges etc).

7a. EQUIPMENT AND MACHINERY

Equipment used: PC, Printer, Plotter (plan / drawing printer), Photocopier, Fax, Scanner, Shredder, Laminator, Personal Attack Alarms (if within a patient area) e.g. when escorting contractors / trades people / consultants etc, hospital radios.

7b. SYSTEMS Hospital’s IT / e-mail / internet / intranet / Microsoft office computer programmes FM First – CAFM system AutoCAD – Computer Aided Design Estate Asset Management System Corporate Greencode – Environmental Management System (EMS) Statutory Compliance Audit Risk Tool (SCART) E-Sight Building Management System (BMS) BT Analyst Software PECOS for purchase ordering / receiving SSTS / eExpenses

8. ASSIGNMENT AND REVIEW OF WORK . Manage workload without direct instruction / supervision of a daily basis. . To assist the Head of Estates & Facilities to maintain to a high standard and to ensure continuity of service within agreed budgets, quality, statutory, safety and environmental standards, which includes energy management.

10 . Represent The State Hospital at Health Facilities Scotland user group meetings e.g. Corporate Greencode, Estate Asset Management Systems, SCART, Energy Forum & Capital Planning System User Group. . Lead the Estate Asset Management Project in line with Scottish Government Guidance and requirements which includes employing contractors to carry out site and condition surveys in line with information required for the system ensuring system up to date for production of an annual report. . Manage and monitor the energy usage and utilities, evaluate consumption against targets set by LDP and Scottish Government.  Liaise and negotiate with contractors to organise costing and carrying out of works in line with hospital policies & procedures and Health & Safety and legislation.  Ensure, organise and negotiate maintenance contracts as required.  Service lead on AutoCAD system to all departments within the hospital, which includes production of new drawings, alterations and amendments to existing drawings to comply with relevant legislation. There is also a requirement to interpret user requirements when producing options for consideration by management.  Involved in interview selection process for Estates Administrator and telephony / admin staff.  A considerable amount of the workload is self generated from information provided / required by others e.g. SGHD, requests via e-mail etc.  Carry out PDP / PDR’s for Estates Administrator and admin / telephony staff.  Carry out return to work interviews Estates Administrator and telephony / admin staff which includes counselling as and when required.

9. DECISIONS AND JUDGEMENTS

 Assist Head of Estates & Facilities to prioritise Facilities Department workload.  Prioritise own workload accordingly on a daily basis.  Collate and analyse energy usage information from Building Management System (BMS), produce energy savings targets in line with LDP and Scottish Government savings targets for each of the new wards and departments. Agreeing and implementing savings targets with respective building managers.  Collate and analyse survey feedback for Estate Asset Management system assigning required rating e.g. physical condition and functional suitability.  Responsible for carrying out space utilisation, functional suitability and quality surveys in line with Estate Asset Management guidance manual.  Responsible for ensuring environmental legislation monthly updates are reviewed and any new legislation / amendments to existing is brought to the appropriate manager’s attention. Ensuring any actions required are included in EMS system database.

10. MOST CHALLENGING / DIFFICULT PARTS OF THE JOB

 Meeting timescales set externally on the department.  Taking decisions / agreements at national meetings on behalf of the hospital.  Meetings savings targets required for energy HEAT targets (set by Scottish Government).  Responsible for ensuring information systems up to date and accurate.  Training of staff on systems e.g. FM First  Dealing with unreasonable / non-routine requests and timescales.

11  Multi-tasking (Dealing with calls and handling other enquiries made in person, via e-mail etc.) – can be interrupted from main task frequently.  Using own initiative to handle new situations.  Dealing with complaints (particularly when the person making the complaint might be agitated or upset).

11. COMMUNICATIONS AND RELATIONSHIPS

 Communicate regularly with SMT and staff at all levels across the hospital.  Represent The State Hospital at Health Facilities Scotland user group meetings e.g. Corporate Greencode and Estate Asset Management Systems. Reporting to the user groups on progress on a quarterly basis. Report back to hospital on any issues arising from user groups on forthcoming updates.  Expected to formulate and maintain good working relationships with members of staff at all levels throughout the hospital and external agencies.  The role also provides the first / main point of contact for external agencies e.g. contractors, consultants and trades people including site visits and follow up work.  Liaise and negotiate with contractors to organise costing and carrying out of works including maintenance contracts.  All methods of communication are used: e-mail, telephone, face to face, written.

12 12. PHYSICAL, MENTAL, EMOTIONAL AND ENVIRONMENTAL DEMANDS OF THE JOB

 High Secure Mental Health environment that cares for mentally disordered offenders who are assessed as posing a grave and immediate danger to themselves and the public. This involves being the subject of searching and security procedures, responsibility for keys and working in a restrictive, locked environment. Exposure to physical and verbal aggressive behaviour of patients and carers.  Working in a shared busy office and coping with frequent interruptions and changes in priorities at short notice as a result of emergency breakdown situations and or senior management requirements makes the sustained concentration required for a number of tasks very difficult.  Continuous and focused concentration is required when compiling reports etc and or processing invoices and energy returns etc.  Fast accurate typing skills.  Good organisational and management skills.  Excellent telephone manner.  Ability to prioritise own workload.  High levels of concentration when working on software packages.  High level of customer care skills.  There is a requirement to undertake relevant mandatory “breakaway” training.  Escorting contractors / trades people / consultants etc. to patient areas which requires use of hospital PAA (Personal Attack Alarm) system.  Responsibility for confidentiality when dealing with contractors / trades people / consultants etc.  Dealing with complaints.

13. KNOWLEDGE, TRAINING AND EXPERIENCE REQUIRED TO DO THE JOB Essential:  Educated to degree level in an appropriate subject e.g. Estates / Facilities Management.  Demonstrate a continuing professional development in estates & facilities disciplines.  Ability to self manage the financial control of capital projects under estates control to comply with the NHS Scottish Capital Investment Manual and Standing Financial instructions.  Estates Supervisory experience – minimum of 5 years.  Experience in energy management and target setting including management of utilities budget.  Training and working knowledge of NHS Scotland Estates Asset Management – Property Appraisal Manual including a risk based methodology for property appraisal.  Training and experience of writing Property and Asset Management Strategy (PAMS) for submission to Scottish Government Annually.  Experience of managing projects from inception to completion e.g. working with NHS NSS Health Facilities Scotland on energy and carbon reduction projects from inception funding to completion and monitoring of expected savings.  Detailed understanding of CAFM / maintenance management systems.  Working knowledge of AutoCAD.  Working knowledge of Scottish Healthcare Technical Memorandum’s (SHTM).  Effective communication and positive interpersonal skills.  Good team player, flexible approach to work, self motivated and ability to work unsupervised.  Knowledge of Health & Safety Control Book.

13 Desirable:  NHS NSS Health Facilities Scotland training in Statutory Compliance Audit Risk Tool (SCART).  NHS NSS Health Facilities Scotland training in Corporate Greencode Environmental Management System (EMS).  NHS NSS Health Facilities Scotland training in E-Sight.  NHS NSS Health Facilities Scotland training in Estate Asset Management System 3i (EAMS).  Working knowledge of Renewable Heat Incentive (RHI) Ofgem requirements both for gaining and retaining accreditation.  Detailed understanding of FM First software.  CPR Training.

14. JOB DESCRIPTION AGREEMENT A separate job description will need to be signed off by each jobholder to whom the job description applies.

Job Holder’s Signature: Date:

Head of Department Signature: Date:

General Manager Signature: Date:

STATE HOSPITAL’S BOARD FOR SCOTLAND

PERSON SPECIFICATION: ESTATES OFFICER Essential Desirable Qualifications Educated to degree level in an appropriate and related subject e.g. Estates / Facilities Management. Experience Estates Supervisory experience – Detailed understanding of minimum of 5 years. Estate Asset Management

14 System (EAMS). Energy Management and target setting. A good knowledge of both Experience of managing diverse budgets. SQL and MS Access and be able to use effectively.

Detailed understanding of CAFM / Detailed understanding of FM Maintenance Management systems. First.

Experience of carrying out six facet Working knowledge of building surveys in line with the NHS Renewable Heat Incentive Property Appraisal Manual. (RHI) Ofgem requirements both for gaining and retaining Experience of developing a Property and accreditation. Asset Management Strategy (PAMS).

Skills Well developed interpersonal abilities. Working knowledge of Building Management Ability to communicate with all levels System. within the hospital and NHS Scotland. Working knowledge of EAMS Good analytical skills at management level system. for both NHS returns and budgets.

Good organisational skills.

Ability to prioritise own workload. Knowledge Working knowledge of Scottish Healthcare Statutory Compliance Audit Technical Memorandum’s. Risk Tool (SCART)

Use of Microsoft Office and a good Corporate Greencode grounding in office procedures. Environmental Management System (EMS) Good knowledge of Estates / Facilities technical terms. E-Sight energy management software Good knowledge of AutoCAD system. Estate Asset Management System (EAMS) Special Good team player, flexible approach to Aptitudes work, self motivated and ability to work unsupervised.