Facilities Manager

Position Overview:

The Facilities Manager is responsible for overseeing the maintenance and management of all facility services and processes that support the core business of King’s Hospital. This role ensures the creation and maintenance of a suitable, healthy, and safe environment for both employees and patients. The Facilities Manager ensures that hospital facilities, equipment, and systems are functioning optimally, implementing necessary preventive and corrective maintenance procedures, managing service contracts, and complying with health and safety regulations. By coordinating with various departments, they ensure the smooth operation of day-to-day activities, improving the overall quality and efficiency of the hospital's facilities management services.

Key Accountabilities:

1. Oversee management of tasks related to:
2. Facilities, building and grounds maintenance
3. Health and safety
4. Fire safety and security
5. Utilities and communications infrastructure
6. Space management
7. Waste management
8. Procurement and contract management (quality supply chain adherence)
9. Project management, supervising and coordinating work of contractors
10. Managing and leading change to ensure minimum disruption to core activities.
11. Liaising with management and hospital leadership in carrying out facilities and maintenance work; attendance and reporting into FMS committee (KPIs, etc)
12. Coordinating and leading a team to cover various areas of responsibility;
13. Responding appropriately to emergencies or urgent issues as they arise; attends all emergency drills

Continuous Performance and Quality Management:

• Organizational values are reflected in management behavior and goals, with performance standards set at functional and team/individual level.
• Performance Management focuses on continuous improvement of systems and processes, with special emphasis on client satisfaction.
• Process/functional performance outcomes are measured against standards and corrective action is taken where necessary.
• The hospital’s written quality management and improvement programmes are implemented and adhered to, and personnel are aware of the quality management and improvement programme and are competent to participate in quality improvement.
• Meetings are utilized as quality improvement opportunities, and minutes are kept; service culture is implemented and enhanced throughout the department and hospital.
• Communication and information flow are maintained on inter- and intra-departmental level.

Employee Management:

• New employees are oriented according to the guidelines. Personnel utilization is in line with their qualifications and competence as per company policy and legislation; all employees are aware of training and development opportunities available to them.
• Workload is planned on a regular basis, taking into consideration skills available and skills required, and technical department policies and procedures are available, deployed, and observed.

Building and Equipment Maintenance:

• The Planned Maintenance programme is functional; the policies and procedures are adhered to, including a list of maintenance specific items, and the Job Card system is functional.
• Master document folders are available and updated when required.
• Working document folders are issued and updated when required.
• Service Reports and Record Sheets are accurately completed and archived.

Financial Control:

• Expenses are controlled and authorized as per Hospital policy.
• Variances are monitored and addressed; direct purchases are done as per policies and procedures.
• Management reports are submitted as required.

Risk Management:

• Risks are identified and managed on a continuous basis; Infection control measures are adhered to.
• Incidents are reported according to policy and procedure; corrective action is taken where necessary.
• Safe working procedures are followed, and Technical documents are adhered to.
• All relevant statutory and legal requirements are adhered to, and a “No-breakdown policy” is maintained on life-support and minimum downtime for strategic equipment.

On-Site Contractors:

• Declaration of conformity is signed for major contractors as per set requirements.
• New equipment appraisal policy is adhered to; utilization of sub-contractors is controlled.
• Quotes are obtained as per policy and procedure; Contractors are approved within guidelines set out by the Hospital.
• Specifications on work to be carried out are established and communicated to contractors in writing; contractors are informed (in writing) and controlled regarding internal hospital procedures such as access control, infection control, reporting, etc.
• Work completed by contractors is monitored, approved, and signed off as per agreed specifications and standards; status of job is communicated to all relevant parties.
• Hand-over documentation and commissioning reports are accurate and complete, including as-built drawings, DB legends, etc.

Education & Qualification:

• BSc/BA in facility management, engineering, business administration, or relevant field preferred; or a Diploma in Mechanical/Electrical Engineering or equivalent qualification as a minimum requirement.
• Relevant professional qualification (e.g., CFM) will be an advantage.

Experience:

• Minimum 5 years’ experience in a hospital or similar environment.
• Well-versed in technical/engineering operations and facilities management best practices.