Overview
This is an exciting opportunity to help us create and maintain a well-functioning, secure and safe work environment. We own and lease several buildings from which we deliver a compendium of healthcare services, and the successful candidate will be responsible for initiating, coordinating and managing all maintenance, redevelopment (where required) and health and safety functions of these buildings. Ideally the successful candidate must have a knowledge of healthcare practice and will support the Executive team with the leasing arrangements with all external and internal vendors.
The role will include maximizing relationships with any vendors, contractors, negotiating contracts and ensuring that contractors deliver services in a timely and effective manner. They will regularly inspect devices, structures, and systems (such as fire alarms and air conditioners) identifying the need for maintenance, repairs and renovations. The successful candidate shall be able to support the Executive Director in bidding for improvement grant funds.
To be successful in the role of DHE Associate Director, the post holder must be able to juggle multiple functions at once and have an excellent knowledge of health and safety standards.
Duties & Responsibilities:
- Be an autonomous Associate Director reporting directly to the Executive Director.
- Oversee all day-to-day operational building issues experienced across all our DHE facility buildings and be the first point of contact for any building or health and safety enquiries.
- Be part of the organization's senior management team, contributing and providing quality assurance.
- Oversee all DHE facility buildings activity across all practice bases, ensuring that health and safety standards are met and arranging for repairs when needed.
Facilities Management and Health and Safety responsibilities:
- Perform regular inspections of premises to identify and address all maintenance issues promptly.
- Create a work plan that is dynamic and enterprising to ensure both effective property maintenance and health and safety standards are met.
- Respond to maintenance requests and urgent tasks based on priority and importance.
- Organize and supervise contracted building maintenance and improvements works and assist in coordinating and overseeing external vendors/contractors for repairs and maintenance projects.
- Support the Executive Director in project management of DHE facility buildings and health and safety tasks as required.
- Work closely with service line managers to ensure coordination of all health and safety activities are recorded as per JCI policies and protocols
- Lead on all policies and protocols for DHE facility buildings and health and safety.
- To check devices, structures and systems (e.g. fire alarms and air-conditioners) on a regular basis and identify needs for repairs and renovations.
- Arrange for regular maintenance of equipment and internal systems (e.g. communication systems, cooling system, alarms, sterilization systems, security cameras).
- Oversee the coordination of annual equipment preventative maintenance, calibration, certification and re-certification.
- Arrange the annual maintenance of firefighting equipment alongside fire drills by practice base managers
- Regularly check rooms and furniture to identify needs for repairs, removals or renovations.
- Responsible for waste management i.e. clinical, confidential and domestic waste.
- Be main point of contact for cleaning company contract and regularly auditing the work of the cleaning contractor to ensure compliance with standards of infection prevention and control.
- Responsible for organizing and administration of statutory and mandatory training relating to DHE facility buildings, health and safety
- Ensure a good understanding of the Health Facilities Council and Quality requirements for health and safety and be able to implement and maintain required standards.
- Ensure the business continuity plan is kept up to date with premises contacts.
- Working alongside our Infection Clinical Nurse Lead, ensure all Infection, Prevention and Control systems & processes are in place and monitored.
Security Responsibilities:
- Liaise with the contractors to ensure the overall security arrangements for practice bases are in place including ensuring that all staff are made aware of the procedures on security and use of the alarm systems.
- Ensure there is an appropriate system of key holding management and that periodic checks of site security i.e., CCTV and intruder alarms are conducted, shared with the Executive Director and that appropriate progress is followed through and documented.
- Responsibility for the operational management of all buildings including out-of-hours contact, security, access, and weekend working. Maintaining a schedule of cover ensuring that appropriate arrangements are in place for call outs by Emergency
- Services and Alarm Company Control during closure periods, including holidays, nights and weekends.
Building Maintenance responsibilities:
- Ensure the care and repair of the DHE facility buildings and be a point of contact for contracting staff. Monitor and review contracts and services, undertaking appropriate administrative processes for specifying contracts in accordance with established guidelines.
- Monitor work undertaken by vendors/contractors and certify that work has been done to statutory standards.
- Working with outside vendors/contractors where necessary, to ensure the timely and cost-effective repair and refurbishment of physical DHE facility buildings. This will include flooring, ceilings, decorating, signage and fixtures and fittings.
- Manage and priorities schedule of preventative maintenance requirements and have a significant input on refurbishments of existing premises in accordance with agreed priorities, timescales, and budget.
- Lead for the management and investigations into urgent reactive maintenance requirements, building defects and failures, including obtaining authorization from the executive director or designee for any required corrective actions within agreed budget and timescales.
Quality Assurance responsibilities:
- Play an active role in DHHS Senior Management Team meetings.
- Be a member of the Infection and Prevention committee.
People Management Responsibilities:
- Recruitment & Onboarding:
- Partner with Human Resources to hire and integrating new team members when required.
Performance Management:
- Set goals, provide feedback and conduct performance appraisals with direct reports and ensure similar for wider team (if applicable).
Learning and Development:
- Identify training needs, implement development programs, and mentor team members.
Conflict Resolution:
- Mediating disputes, fostering a positive and collaborative environment, and addressing interpersonal issues.
Compliance to DHHS Policies:
- Ensure team members comply with company policies.
Employee Relations:
- Partnering HR manage disciplinary issues, and ensure employee well-being, and promote a positive work environment.
Compensation & Benefits:
- Partnering HR manage salaries and benefits within the team.
Engagement & Retention:
- Partnering HR and wider DHHS functions implement actions to improve employee engagement, productivity, and retention.
Career Development:
- Support team members career aspirations and growth within DHHS
Strategic Alignment:
- Translate wider DHHS strategy into team and individual objectives.
Other Responsibilities:
Confidentiality
- • All staff working for DHHS have both a common law duty and a statutory duty of confidentiality to protect patient (and indeed any personally identifiable) information and only use it for the purposes for which it was intended. The disclosure and use of confidential patient information needs to be both lawful and ethical. Unlawful use of either will result in disciplinary actions which may include termination
Information Governance
- • All staff must keep up to date with the requirements of information governance and must follow policies and procedures to ensure that information is dealt with legally, securely, efficiently and effectively. Staff must appropriately manage the records they create or hold during their employment with the health system, making the records available for sharing in line with the confidentiality policies, procedures and guidelines.
Health and Safety
- • All staff have a duty to ensure the health & safety of themselves and others whilst at work. Safe working practices and health and safety precautions are a legal requirement. All accidents must be reported to your manager. You must participate in accident prevention by reporting hazards and following relevant policies and procedures and by participating in training.
Risk Management
- • You are required to contribute to the control of risk and use the incident reporting system to alert DHHS of incidents or near misses that may compromise the quality of services.
Infection Control
- • All staff have a duty to comply with all DHHS policies and guidelines in relation to Infection Prevention and Control. You have a duty to ensure that you minimize the risk of infection and infectious diseases. The responsibility includes minimizing the risk by participating in training, highlighting any concerns you may have to the appropriate person as identified in the policies and procedures, and challenging inappropriate infection control and hygiene practice.
Equality and Diversity
- • DHHS will ensure that job applicants and prospective and current employees are treated solely based on their merits, abilities and potential without any unjustified discrimination on grounds of age, gender, gender reassignment, sexual orientation, disability, marriage or civil partnership, pregnancy or maternity, race, colour, nationality, ethnic origin, religion or belief, trade union activity & social and economic status.
- • We expect all staff to be aware of and work within DHHS Equality and
- • Diversity Policy and to treat all contacts, staff or clients, with dignity and respect.
Safeguarding
- • All staff must participate in safeguarding training appropriate to their role. They must familiarize themselves with local safeguarding procedures and act in line with these procedures to assist in the protection of children and adults from abuse.
Qualifications and Experience:
- Masters Degree level or equivalent professional experience
- A formal qualification in facilities management or equivalent level experience preferably gained in a healthcare or similar setting.
- Health and safety qualification
- Relevant facilities management experience
- Relevant experience of managing external contractors
- Experience of managing facilities and contractors within a health care setting or similar environment
- Undertaking complex risk assessments
- Evidence of CPD
- Enhanced security Checks
- Occupational Health Clearance
- Full driving license and able to drive between practice bases
Knowledge & Skills:
- Understanding of achieving statutory compliance for business premises.
- Knowledge of all statutory legislation, i.e. H&S Codes of The Bahamas, COSHH, CQC and MoH requirements applicable to Health Service premises
- Excellent IT skills including knowledge of Microsoft Office Excel and Word
- Understanding of achieving statutory compliance for business premises
- Knowledge of all statutory legislation, i.e. H&S Codes of The Bahamas, COSHH, CQC and MoH requirements applicable to Health Service premises
- Excellent IT skills including knowledge of Microsoft Office Excel and Word
Personal Attributes:
- Positive attitude towards innovations and change.
- Adaptable and able to respond to changing situations.
- Can self-analyze own work and performance.
- Ability to recognize own limitations and act upon them appropriately
- Polite and confident with excellent communication skills.
- Ability to deal with conflict.
- Flexible and cooperative. Good team player who can support, value and respect the contribution of all members.
- Motivated, forward thinker with the ability to influence people.
- Problem solver with the ability to process information accurately and effectively, interpreting data as required.
- High levels of integrity and loyalty.
- Sensitive and empathetic in distressing situations.
- Ability to work under pressure/in stressful situations.
- Effectively able to communicate and understand the needs of the patient.
- Commitment to ongoing professional development.
- Effectively utilize resources.
- Punctual and committed to supporting the team effort
