Job Description

NHS Compliance Manager

Job Overview

The NHS Compliance Manager plays a critical role in ensuring that all human resources practices comply with federal, state, and local employment laws and regulations. The ideal candidate will possess strong leadership skills and be adept at navigating complex issues while fostering a positive workplace culture.

Applicants must have a valid full driving license Mon-Fri site-based, NO remote working Hours of work are 0800-1630 Mon-Thurs and 0800-1600 Fri You may be asked to participate in the out-of-hours estates managers on-call rota, which is typically 1 week in 4 weeks. The role will involve working in secure mental health areas where you may be exposed to stressful situations whilst carrying out your duties.

Duties

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1. To manage all aspects of Estates compliance reporting in accordance with Trust Statutory Regulations, DHSC requirements, and all national specifications for estates services.

2. To lead, implement and continually review an effective and efficient document management system for all Estates maintenance-related services.

3. To develop, implement and manage an Estates Maintenance procedure for the sourcing and storing of building services and operational compliance-related documentations.

4. Manage and maintain the Estates maintenance department's computerised maintenance systems, CAD drawings and ensure they are used effectively and data is kept up to date.

5. Develop processes, procedures and ensure successful implementation and management of Trust-wide applications and systems.

6. Assist with handover of Operational capital projects by ensuring relevant O&M manuals are in place and appropriately uploaded onto the estates department computerised maintenance systems.

7. Ensure that statutory compliance maintenance activities and documentations are received by the in-house team or external contractors, stored electronically and implemented efficiently and effectively.

8. Responsible for managing the department's approved supplier list. Report any deficiencies to suppliers and estates management.

9. Develop the necessary procedure to maintain a comprehensive asset register for all estate-related building services and to ensure maintainable assets are included in periodic planned maintenance activities and maintenance contracts.

10. Use statutory compliance systems such as SFG20 or IHS to develop, maintain, and issue planned preventative maintenance to in-house and external service contracts.

11. Collate all necessary data to produce regular compliance, performance, non-conformance, and risk registers relevant to estate maintenance activities.

12. Liaise with Estates Managers, Building Services Technicians, and provide necessary maintenance-related performance and gap analysis reports.

13. Support the Estates Managers on the identification and requirements of staff training (operational and management) to ensure that all staff receive training that supports and contributes to a compliant Estate and healthcare environment.

14. Source and coordinate the relevant Estates maintenance services related to internal and external sources of mandatory and operational training.

15. Provide relevant building services-related documentation to the Operational Capital and other departments to enable the successful delivery of projects.

16. Develop, maintain, and continually audit processes and procedures for the correct and efficient management of the estate's maintenance stores.

17. To ensure regular stock take audits take place and provide a necessary report to internal and external parties.

18. To be responsible for the management of the NHS Premises Assurance Model (PAM) and all compliance-related action plans resulting from the Trust's PAM assessment. Identify all PAM requirements across the Estates maintenance function to achieve an excellent score and an action plan programme to accomplish this, including collation and provision of necessary evidence.

19. Manage and co-ordinate the NHS Estates Return Information Collection (ERIC) specific to estates, ensuring that data is received, checked and approved promptly on behalf of the Trust.

20. To provide advice on all matters relating to compliance with statutory, mandatory and best practice and provide timely and robust information on Estates compliance and reporting, regularly report status against Key Performance Indicators.

21. Assist with the review of specifications and evaluation for the procurement of the planned maintenance contract.

22. Investigate incidents, Serious Incidents and complaints relating to the Estate Department and from time to time the broader organisation as required by the Trust.

23. To deputise in the absence of the Deputy Head of Estates.

24. Be prepared to travel across any of the London sites

25. Participate as a designated "On Call Officer" as part of the out-of-hours 24/7 emergency on-call service as and when required.

26. Routinely survey, audit and improve the assets and performance of estate reactive, planned preventative maintenance, and review to continually improve the standards and quality of the services provided.

27. Ensure the tasks of the Estates Coordinators are continually assessed, and priorities are ensured to ensure that the estates maintenance services run smoothly.

Partnership, communication and relationship

1. Regularly attend contract management meetings to ensure maintenance contractors deliver statutory compliance services in line with contract specifications and in accordance with set KPIs.

2. Responsible for reviewing specifications and work details on capital projects and Minor new works, and providing maintenance-related revenue costs to project managers and Estates managers.

3. Attend as a key member, internal and external departmental meetings as appropriate, representing the Estates department and provide KPI or compliance reports as per the necessary frequency.

4. Excellent written communications and ability to work with several IT applications, relevant to communicating Compliance data.

5. Ability to manage stakeholder communications appropriately and, where necessary, align policy parameters and expectations.

Financial

1. Manage the estate's maintenance, planned maintenance contracts, and ensure orders are raised with close liaison with the Trust Contract manager.

2. Develop initiatives to promote year-on-year efficiencies across responsible service areas and identify in conjunction with the Head of Estates.

3. Develop processes, procedures and ensure implementation of regular accruals, review of outstanding order reports and overdue invoices to assist budget holders in keeping within the allocated budget.

Workforce

1. Responsible for the Estates Coordinators and the Estates Supply and Sourcing Coordinator. To line-manage the staff, taking full responsibility for recruitment, sickness management, and performance/conduct management for that role.

2. Supervise personnel, which typically includes recommendations for employment, disciplinary, performance evaluation, PDR appraisals, one-to-ones, training, work allocation, and problem resolution.

3. Support staff and ensure the estate's services business continuity plans are in place to cater for planned and unplanned absences.

Job Types: Full-time, Temp to perm
Contract length: 6 months

Pay: 25.19 per hour

Expected hours: 42 per week

Work Location: In person