Job summary
Working independently, the post holder will be responsible for managing all aspects of accommodation services based at the Peterborough City Hospital site, including our 111 bed Alfred Caleb Taylor House and 49 bed Cavell Close units.
The post holder will also work in conjunction with the Hinchingbrooke Hospital Accommodation Manager to ensure all services are aligned appropriately, providing cover where required.
The post holder will lead, co-ordinate and further develop the accommodation strategy in partnership with the Associate Director for Soft FM services and the Soft FM Manager.
The post holder’s primary function will be to co-ordinate the operational management of the Trust’s residential properties to facilitate accommodation requests to house overseas nurses, post graduate medical students, placement students, junior doctors, other staff and external parties.
Main duties of the job
- Be the lead person responsible for the management of accommodation based at Peterborough City Hospital, using the accommodation booking software and electronic payment systems on a daily basis
- Ensure there is a close working relationship with the Accommodation Manager at the Hinchingbrooke Hospital site to ensure services are aligned
- Manage the day to day activities of accommodation staff and ensure compliance with accommodation and other Trust policies and requirements
- Manage and control the departmental budget and finances
- Be an active member of project management teams responsible for refurbishing, building or purchasing residential accommodation and the decommissioning of existing buildings as required
- Raise invoices and arrange for salary deductions to be set up for collection of rent
- Raise purchase orders as necessary for the purchase of goods or services as and when required
- Work alongside the Trust’s finance department to minimise, monitor and investigate recovery of debts incurred by residents
- Report to the Soft FM Manager any variances to service delivery specifications and actions taken to resolve the issues
- Manage and investigate Datix incident reports in relation to accommodation services
- Support the Soft FM Manager with preparing specifications and tender documents for accommodation services in line with the Trust’s Standing Financial Instruction’s (SFI’s)
About us
Our teams work hard to be flexible and promote a health work/home life balance and so, agile working options are automatically considered for all roles within the Trust.
We welcome and encourage applications from people of all backgrounds. We particularly encourage applications from disabled, Black, Asian and Minority Ethnic (BAME) and candidates from our local communities.
Your package with us includes a lot more than just your pay and here are a few of the additional benefits that are available to you as an employee:
o Access to the NHS Pension Scheme
o Relocation allowance in line with the Trust policy
o Generous Holiday Entitlement, starting at 27 days a year (for full time workers) plus bank/public holidays
o Free staff car parking on all our hospital sites during this financial year
o In-house Physiotherapy Services
o Career development and training opportunities
o Emotional Wellbeing Service covering a range of online support, access to mobile apps and 24/7 counselling services
o Subsidised meals at our hospital restaurants
o Access to exclusive discounts, cashback and vouchers via NHS Discounts and Blue Light Card
If you share our values and vision and are passionate about working with people on what matters to them, you could be a real asset to Team North West Anglia NHS Foundation Trust.
Job description
Job responsibilities
ORGANISATIONAL WIDE RESPONSIBILITIES
- Manage complaints and grievances relating to accommodation services
- Audits required in all areas of the accommodation buildings
- Ensure all policies and procedures relating to residential accommodation are up to date, accurate and reviewed regularly in line with best practice
- Requirement to travel between sites
EDUCATIONAL
- Maintain a thorough understanding of legislation and current developments in relation to residential accommodation
- Knowledge of occupancy requirements for overseas residents, including right to rent permits, tenancy and licence agreements
SYSTEMS & EQUIPMENT
- Contribute to the completion of the Estates Return Information Collection (ERIC) ensuring all data is recorded in a timely manner. Ensure that all Facilities Management information relevant to accommodation services is recorded accurately to meet the ERIC data requirements
- Ensure all health and safety checks, such as fire safety, are carried out as necessary
- Maintain a register for all properties and manage bookings for allocation of accommodation as requested by managers in accordance with Trust policy
- Prepare, issue and record all documentation relevant to tenancy and licence agreements in line with legislation and Trust policy
- Liaise with human resources and payroll to ensure effective mechanisms are in place for the appropriate deductions if rental fees and identification of starters and leavers
- Ensure a robust system is in place to record and check all invoices associated with accommodation and authorise payment as appropriate
- Monitor and manage the identification and assessment of risk in relation to accommodation activities and liaise with the Soft FM manager to ensure appropriate actions are taken and controls are in place as required
- Assist the Soft FM Monitoring Manager in the development, review and maintenance of a robust audit system for Soft FM services to meet the requirements of service level specifications and the British Medical Association (BMA) requirements in respect of accommodation
- Project manage specific residential accommodation projects as and when required
- Ensure systems are in place for the reporting of estates issues and regular monitoring of logged events to ensure completion
- Ensure systems are in place to undertake appropriate condition surveys at regular intervals
- Ensure systems are in place to ensure accommodation can be allocated on short notice in emergency situations
- Monitor and review systems, procedures and trends to identify opportunities for improvement and implement changes in accordance with organisational business objectives
DECISIONS & JUDGEMENTS
- Use own initiative in line with the Trusts accommodation policy to allocate and prioritise accommodation to the correct user groups
- Research, analyse and produce performance information for papers, board papers and business cases as required
- Review legal requirements and BMA standards in relation to accommodation to ensure service delivery is in line with the correct standards and legislation
- Produce and present accommodation services data reports to the Facilities Assurance Committee
- Analyse accommodation booking data to review occupancy levels, identifying any trends in bookings, such as length of stay, any issues in terms of long stay tenants and peaks in demands
COMMUNICATIONS & RELATIONSHIPS
- Work proactively with Trust senior managers and various departments including but not limited to: Post Graduate Medical Centre, Medical Personnel, Flexible Staffing Services, Overseas Nursing team, Finance and Payroll
- In conjunction with the Estates department, liaise with external contractors to co-ordinate refurbishments work, maintenance, disposal of surplus redundant furniture and equipment
- Maintain regular communication with the Fire Safety team to assist with access to residencies, action fire risk assessments and ensure a safe living environment
- Respond to tenant enquiries, complaints and maintenance requests
- Liaise with external contractors and service providers with regards to cleanliness and maintenance of all residential accommodation
- Liaise with Soft FM service providers to control linen and laundry supplies
- Liaise with Trust reception teams and Site Senior Managers to co-ordinate the issuing of keys and other documentation
- Liaise with the Trusts Infection Prevention and Control team regarding infection control issues
- Act as the point of contact and manage problems/issues for residents on all accommodation matters
- Prepare witness statements and present them in legal proceedings where necessary
- Network with other NHS organisations and local partners and conduct benchmarking exercises to ensure best practice
- Liaise with the Estates team to ensure repairs and maintenance work is completed in a timely and efficient manner
- Liaise with external bodies who require access to the buildings to ensure Health and Safety and legal requirements are met
- Liaise with external bodies, including Anglia Ruskin University, other hospital Trusts and agencies, external contractors, Peterborough City Council, emergency services and other legal bodies as necessary
PHYSICAL DEMANDS OF THE JOB
- Standard IT and keyboard skills are required in a range of computer applications and systems including Microsoft Office and accommodation booking and payment software
- Prioritise competing demands for resources from operational services
- Observations required as part of the monitoring process will include the physical movement around and between the sites
- Physical movement of residents mail delivered to the site which
- Occasional movement of furniture between rooms
- Use of VDU for prolonged periods of time
MOST CHALLENGING/DIFFICULT PARTS OF THE JOB
- Employ external legal services, prepare witness statements and attend court hearings as a Trust representative in legal matters pertaining to evictions and other tenancy disputes
- Investigate and respond to any complaints or incidents that may arise from the allocation of property
- Management of accommodation bookings during peak in demand where allocations exceed availability
KNOWLEDGE, TRAINING & EXPERIENCE REQUIRED TO DO THE JOB (Person)
- Hold and maintain an NVQ level 3 or above in business administration or property management
- Maintain own professional development to ensure any service managed by the post holder is managed by a competent person
- Undertake and maintain Trust mandatory training in line with policy
- Knowledge of residential accommodation, letting or housing
- Local knowledge to support residents in longer term accommodation
- Experience in a similar role, or NHS experience
Job description
Job responsibilities
ORGANISATIONAL WIDE RESPONSIBILITIES
- Manage complaints and grievances relating to accommodation services
- Audits required in all areas of the accommodation buildings
- Ensure all policies and procedures relating to residential accommodation are up to date, accurate and reviewed regularly in line with best practice
- Requirement to travel between sites
EDUCATIONAL
- Maintain a thorough understanding of legislation and current developments in relation to residential accommodation
- Knowledge of occupancy requirements for overseas residents, including right to rent permits, tenancy and licence agreements
SYSTEMS & EQUIPMENT
- Contribute to the completion of the Estates Return Information Collection (ERIC) ensuring all data is recorded in a timely manner. Ensure that all Facilities Management information relevant to accommodation services is recorded accurately to meet the ERIC data requirements
- Ensure all health and safety checks, such as fire safety, are carried out as necessary
- Maintain a register for all properties and manage bookings for allocation of accommodation as requested by managers in accordance with Trust policy
- Prepare, issue and record all documentation relevant to tenancy and licence agreements in line with legislation and Trust policy
- Liaise with human resources and payroll to ensure effective mechanisms are in place for the appropriate deductions if rental fees and identification of starters and leavers
- Ensure a robust system is in place to record and check all invoices associated with accommodation and authorise payment as appropriate
- Monitor and manage the identification and assessment of risk in relation to accommodation activities and liaise with the Soft FM manager to ensure appropriate actions are taken and controls are in place as required
- Assist the Soft FM Monitoring Manager in the development, review and maintenance of a robust audit system for Soft FM services to meet the requirements of service level specifications and the British Medical Association (BMA) requirements in respect of accommodation
- Project manage specific residential accommodation projects as and when required
- Ensure systems are in place for the reporting of estates issues and regular monitoring of logged events to ensure completion
- Ensure systems are in place to undertake appropriate condition surveys at regular intervals
- Ensure systems are in place to ensure accommodation can be allocated on short notice in emergency situations
- Monitor and review systems, procedures and trends to identify opportunities for improvement and implement changes in accordance with organisational business objectives
DECISIONS & JUDGEMENTS
- Use own initiative in line with the Trusts accommodation policy to allocate and prioritise accommodation to the correct user groups
- Research, analyse and produce performance information for papers, board papers and business cases as required
- Review legal requirements and BMA standards in relation to accommodation to ensure service delivery is in line with the correct standards and legislation
- Produce and present accommodation services data reports to the Facilities Assurance Committee
- Analyse accommodation booking data to review occupancy levels, identifying any trends in bookings, such as length of stay, any issues in terms of long stay tenants and peaks in demands
COMMUNICATIONS & RELATIONSHIPS
- Work proactively with Trust senior managers and various departments including but not limited to: Post Graduate Medical Centre, Medical Personnel, Flexible Staffing Services, Overseas Nursing team, Finance and Payroll
- In conjunction with the Estates department, liaise with external contractors to co-ordinate refurbishments work, maintenance, disposal of surplus redundant furniture and equipment
- Maintain regular communication with the Fire Safety team to assist with access to residencies, action fire risk assessments and ensure a safe living environment
- Respond to tenant enquiries, complaints and maintenance requests
- Liaise with external contractors and service providers with regards to cleanliness and maintenance of all residential accommodation
- Liaise with Soft FM service providers to control linen and laundry supplies
- Liaise with Trust reception teams and Site Senior Managers to co-ordinate the issuing of keys and other documentation
- Liaise with the Trusts Infection Prevention and Control team regarding infection control issues
- Act as the point of contact and manage problems/issues for residents on all accommodation matters
- Prepare witness statements and present them in legal proceedings where necessary
- Network with other NHS organisations and local partners and conduct benchmarking exercises to ensure best practice
- Liaise with the Estates team to ensure repairs and maintenance work is completed in a timely and efficient manner
- Liaise with external bodies who require access to the buildings to ensure Health and Safety and legal requirements are met
- Liaise with external bodies, including Anglia Ruskin University, other hospital Trusts and agencies, external contractors, Peterborough City Council, emergency services and other legal bodies as necessary
PHYSICAL DEMANDS OF THE JOB
- Standard IT and keyboard skills are required in a range of computer applications and systems including Microsoft Office and accommodation booking and payment software
- Prioritise competing demands for resources from operational services
- Observations required as part of the monitoring process will include the physical movement around and between the sites
- Physical movement of residents mail delivered to the site which
- Occasional movement of furniture between rooms
- Use of VDU for prolonged periods of time
MOST CHALLENGING/DIFFICULT PARTS OF THE JOB
- Employ external legal services, prepare witness statements and attend court hearings as a Trust representative in legal matters pertaining to evictions and other tenancy disputes
- Investigate and respond to any complaints or incidents that may arise from the allocation of property
- Management of accommodation bookings during peak in demand where allocations exceed availability
KNOWLEDGE, TRAINING & EXPERIENCE REQUIRED TO DO THE JOB (Person)
- Hold and maintain an NVQ level 3 or above in business administration or property management
- Maintain own professional development to ensure any service managed by the post holder is managed by a competent person
- Undertake and maintain Trust mandatory training in line with policy
- Knowledge of residential accommodation, letting or housing
- Local knowledge to support residents in longer term accommodation
- Experience in a similar role, or NHS experience
Person Specification
Education and Qualifications
Essential
- GCSE Mathematics
- GCSE English
- NVQ Level 3 in Business Administration or Property Management
Desirable
- Computer based qualification
Knowledge
Essential
- Previous experience gained in a similar property management role
- Previous experience of monitoring the condition of living and working environments
Desirable
- NHS experience
- Facilities Management experience
- Experience in tenancy and licence agreements or other letting arrangements
- Knowledge of the local area to support residents with longer term accommodation
Person Specification
Education and Qualifications
Essential
- GCSE Mathematics
- GCSE English
- NVQ Level 3 in Business Administration or Property Management
Desirable
- Computer based qualification
Knowledge
Essential
- Previous experience gained in a similar property management role
- Previous experience of monitoring the condition of living and working environments
Desirable
- NHS experience
- Facilities Management experience
- Experience in tenancy and licence agreements or other letting arrangements
- Knowledge of the local area to support residents with longer term accommodation
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.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab) .
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab) .
Additional information
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.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab) .
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab) .