Head of Space Management

University Hospitals of Leicester NHS Trust

This is a professional management post with the remit to lead, develop and manage the Trust's approach to space planning, allocation and management. Setting policies to ensure that the Trust achieves maximum value and the most effective use of its physical estate, with an aim to reducing expenditure relative to the occupation of property across the portfolio.

At present, the property portfolio comprises the three principal acute sites, together with a number of satellite properties and space occupied in Leicestershire Partnership NHS Trust, NHS Property Services' and Community Health Partnerships' properties. Opportunities will be considered across other One Public Estate partner organisations e.g., local authorities, blue light services and higher education.

Main Duties of the Job

The post holder will be responsible for the day-to-day management of the Space Management team activities, currently consisting of a Space Manager and Space Planner roles. During busy periods or particular projects, they will also be responsible for any contractors or consultants e.g., data collection officers.

The post holder is required to assist with the management of other associated team staff such as administration support. This includes work allocation, performance management, personal development and the day-to-day administration of staff in relevant project teams.

The post holder will be delivering their role across multiple sites throughout Leicester, Leicestershire and Rutland and, as such, will travel extensively. The post holder is likely to carry out site visits to potential development sites and sub-standard future property. The post holder must consider the potential hazardous situations that may be encountered as well as lone working practices and policies of the organisation; they must be aware and adhere to "safe working practices" when doing so for themselves, subordinates and anyone accompanying the visits under their direct control and supervision.

The post holder is also directly responsible for the welfare of all staff whilst in the employment of the Space Management team.

Job Responsibilities

The post holder will play a pivotal role in advising the Head of Real Estate & Space Management and the Trust, in the development and implementation of medium-long term strategic plans. Supporting the Head of Real Estate & Space Management in the property disposal programmes advising on space use and partner Trust space requirements. Maximising the use of space across the Trust's portfolio and across the Leicester, Leicestershire and Rutland Health economy.

Advising on the operational data requirements for the implementation of the service area reporting model for all divisions within the Trust and liaison with the relevant software and data controllers.

Organisation, management and maintenance of up-to-date and 'live' space management data. Liaising with the Real Estate Team in setting up appropriate legal occupation agreements in relation to occupations and relocations of teams across the Trust's operations.

Managing the decommissioning of space requirements where providers reduce services or service requirements. The post holder is required to monitor and manage the service workload maintaining close links with all other departments within an environment of mutual support and development. The post holder must be able to demonstrate good negotiation and diplomacy skills as often scenarios encountered can be antagonistic, in difficult circumstances. Additionally, persuasiveness is an essential element to enable disputes/projects to move forward.

Maintenance and renewal of records as required to secure the future efficiency of the Trust's estate. Directly coordinate and manage the use of space within the Trust and the effective day-to-day and strategic use of space and to provide a coordinating role in the occupancy of space delivering support information for service line reporting and management on the cost of space. To assist in the further development of the CAFM and space databases to hold and analyse data, including all 6 Facet Survey data. To proactively lead and advise on the space utilisation facet and functional suitability facet of the six facet estate performance data.

The post holder will take an active role on professional advice to the Trust on the strategic impact on service delivery in relation to Local, Structure and Regional Plans and the direct relationship with accommodation requirements with internal Trust property requirements and across the whole of LLR. To aid the Head of Real Estate & Space Management with regards to any relocation of services. This service will involve the statistical analysis of the existing estate and opportunities both within and external to it, relating to how the client runs current and future healthcare services, including agile working opportunities. To provide feasibility studies and option appraisals to feed into estate strategies and give recommendations at the highest level on the preferred approach. The post holder will be expected to undertake feasibility studies and options appraisals of both change in the existing estate and provision of new real estate in the future. These studies will involve close liaison with the client groups, often at the highest level to prepare a brief, study, and research the options available both internally and more often externally to the NHS.

The post holder will be expected to assist the Head of Real Estate & Space Management in supporting the development of medium and long term accommodation requirements feeding into Trust's Estate Strategy and master planning/Estate Development Control Plans, including the coordination of Trust Strategies where possible and adapting to change.

To assist the Head of Real Estate & Space Management in the management and supervision of staff. To provide training to staff, to assist in their understanding of the property portfolio and the internal procedures and requirements of individual client groups. The post holder must have experience, confidence and demonstrate skill in presenting to groups of all sizes, at all levels from senior management to junior service staff and to external agencies. The post holder must also have excellent written and verbal communication skills along with skill in using common computer software; the ability to understand, manipulate and translate technical drawings is also a requirement.

The post holder is expected to have unpredictable work patterns from time to time he or she will be expected to attend operational incidents. The post holder is to provide a full range of professional accommodation and space management advice to the Trust in relation to the estate. To provide a full range of information services through databases to the Trust in relation to data interpretation and analysis, option appraisals, retention and upkeep of facilities records. The post holder will be required to interrogate, extrapolate and make comparisons of all data held. Furthermore, following analysis of the data, set out the options for consideration and comment by the client. The post holder will assist the Head of Real Estate & Space Management and team in maintaining the accuracy of the overall property portfolio and analysing its contents for inclusion within national statistical exercises. The post holder will advise and instruct on the maintenance of the space database and CAD drawings, for all plans of the estate and provide scale plans for all clients as required. To assist the Head of Real Estate & Space Management in maintaining and renewing records as required securing the future efficiency of the property estate. To undertake any other reasonable duties that may be requested by the Head of Real Estate & Space Management and E&F Senior Management team.

Person Specification

Training and Qualifications

• Highly developed specialist knowledge, gained by theory and experience. Knowledge of health service management, change management and workforce redesign, acquired through training and experience to Masters equivalent level.
• Membership to a professional organisation or equivalent specialist association e.g., British Institute of Facilities Management (BIFM), Royal Institution of Chartered Surveyors (RICS), Health Estates & Facilities Management Association (HEFMA), Association of University Directors of Estates (AUDE).

Experience

• Substantial senior management experience within the NHS Facilities and Estates in both acute and non-acute community care, or similar senior management experience in a substantial public or private sector property portfolio.
• Experience in managing large complex programmes of work Minimum of 5 years senior level management.

Communication and Relationship Skills

• Ability and confidence to present information to groups and individuals at many levels.
• Negotiating and influencing skills to anticipate and avoid conflict and dispute resolution.

Analytical and Judgement Skills

• Highly developed analytical skills and an ability to interpret financial, space and other qualitative and quantitative data etc. to lead and develop space change.

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

University Hospitals of Leicester NHS Trust

Associate Director of Commercial Services

£62,215 to £72,293 a year per annum / pro rata for part-time hours