Estates Manager

Grade: 9

Post Reference:

Conditions of Service: NJC for Local Government Services National Scheme of Conditions of Service

Responsible to: The Head of Procurement and

Resources Responsible for: Line management of all Estates Section staff

General Description of Post

The post holder will manage the Nottinghamshire Fire & Rescue Service (NFRS) Estates Section and the estates and facilities function across NFRS’s property portfolio.

The post holder specifically will be the subject matter expert and single point of contact for the NFRS estates management including all planned maintenance, reactive maintenance and minor new works. This post holder will be required to work autonomously and under their own initiative to provide an effective estates and facilities management service within NFRS.

The post holder will be the budget holder / manager covering maintenance, repair, minor works and services contracts with values up to an annual contract value of circa £500,000 (per contract) and any other delegated budget as required.

The post holder will be required to identify develop and write NFRS policy and procedures with regards to the management of the NFRS Estate.

The post hold will, when required to do so, deputise for the Head of Department.

The post holder will represent the interests of NFRS at local, regional and national meetings, committees and forums for estates and facilities management.

The post holder will be required to work collaboratively across NFRS and, where applicable, with external agencies and organisations with regards to the estates and facilities management.

Generally

1. In relation to the estate management, ensure, as far as reasonably practicable, that Nottinghamshire Fire and Rescue Service maintains its statutory operational duties from its premises.
2. Manage the Estates Section comprising the estates and facilities management function and the Estates Section staff; this is to include the line management of all staff, their development, identification of training needs, their supervision, direction, setting of goals, co-ordination and the allocation and work.
3. Manage, as the budget holder (including contributing to the setting and monitoring of the budgets and ensuring effective spend of budgeted sums) all estates and facilities contracts, the Estates Section operating budget and other budget as required (up to £500,000 per year per contract); reporting monthly to the Head of Department on actual expenditure, committed expenditure and forecasted expenditure of the budgets. Use the NFRS electronic financial management system.
4. Manage, as the appointed contract manager, all estates and facilities related contracts and other delegated contracts as required by the role.
5. Carry out the duties of contracts manager; to include, but not limited to, the chairing of meetings, reviewing contract terms, applying contract conditions, ensuring accurate minutes are taken, the issuing of contract amendments and any other duties commensurate with the effective management of contracts.
6. Deputise for the Head of Procurement and Resources when required to do so.
7. Manage, direct and oversee all minor new works projects (up to an indicative value of £250k per project) carried out through the Estates Section and ensure best value is achieved from all tendering activities.
8. Manage, direct and oversee specific work streams of major capital works projects carried out by NFRS.
9. Plan, manage and execute of the Planned Maintenance Programme, ensure that the programme is delivered to schedule and within budget.
10. Manage and be responsible for all NFRS service and utilities contracts and estates related income (through feed-in-tariff, leases, licences and the like). Ensure an effective system is in place for checking and paying authorised sums for outgoings and that all income is received at the agreed rate and by the dates due.
11. Prepare, write and submit management reports with regards to the estates and facilities function to the NFRS management boards and committees providing clear recommendations where appropriate providing sufficient information to allow strategic management decisions to be made.
12. Using best and balanced judgement, ensure that best value is obtained by NFRS from all tendering and procurement related to the estates and facilities function taking into account statutory requirements, NFRS policy, budgets and any physical and operational needs.
13. Develop, write and maintain all policy, procedures and service level agreements for the NFRS Estates and Facilities function.
14. Ensure the Estates Section creates, maintains and records all relevant information (in an electronic format including bespoke software systems) throughout each estates and facilities related project in accordance with statutory requirements, financial regulations and NFRS policy and procedure.
15. Represent NFRS at local, regional and national estates and facilities meetings, committees, forums, collaborative agreements and collaborative projects. Act as chair at these meetings as required.
16. Be responsible for and ensure that the Health and Safety Files for each NFRS property are kept up to date with any new works, modification or refurbishment.
17. Actively seek and promote with other organisations collaborative opportunities and joint working regarding the estates and facilities function.
18. Represent the estates and facilities function of NFRS at specialist internal steering groups, project groups and committees as required; act as chair when requested by the Head of Department or when there is a need to do so.
19. Undertake pre-market engagement with commercial companies for research purposes to identify products, goods and services as required and as part of the estates and facilities function to determine the best way to achieve best value.
20. In conjunction with other Heads of Department and sections develop and write the Business Plan for the Estates Section to meet the requirements of the strategic plans, IRMP and other departmental business plans.
21. Train, coach and guide other budget holders and NFRS contract managers with regards to the estates and facilities processes, procedures and related contracts. Ensure other managers and staff are aware of the contract terms and conditions and their responsibilities under these contracts.
22. Any other duties which may reasonably be regarded as within the nature of the duties, responsibilities and grade of the post as defined, subject to the proviso that normally any significant material changes of a permanent nature should be incorporated into the job description in specific terms.

Specific Health, Safety and Environmental Responsibilities

Ensure adherence to any asset management system(s) such that only items which are suitable for purpose are sourced and obtained, maintained as safe to use and disposed of safely.

Ensure that environmental legislation and NFRS policy is adhered to through the management of the NFRS estate and related contracts having environmental risk management ramifications including the waste contract.

Ensure health, safety and environmental risk management matters are appropriately reflected in the contractual terms and conditions applying to the purchase of goods, works and services related to the management of the NFRS Estate.

In liaison with the Health, Safety and Environmental Risk Management section ensure proposed estates and facilities initiatives encompass risk management principles.

To take account of the environmental issues arising from any service developments, and to ensure that the employees you supervise/manage do likewise.

Throughout tendering processes for estate management related contracts liaise with the Health, Safety and Environmental Risk Management Section to ensure that associated risk management issues are identified and addressed prior to awarding contracts.

Monitor contractors to ensure they discharge their duty of care in terms of health, safety and environmental risk management at NFRS sites.

Obtain as necessary any risk-assessment-based method statements required from contractors and suppliers working within NFRS Estate and pass onto the Health, Safety and Environmental Risk Management Section.

Ensure that suppliers and contractors for the provision of goods, works and services related to the management of the NFRS Estate provide work/services which apply risk controls they have derived by risk assessment.

Compile and maintain records/files as are necessary to enable health, safety and environmental risk management initiatives to be audited.

In the procurement, installation and maintenance of premises-related equipment ensure the expectations given in the Provision and Use of Work Equipment Regulations and other health, safety and environmental legislation are met as guided by the Health, Safety and Environmental Risk Management Section.