Overview
The appointed person will be required to co-ordinate the overall maintenance and technical services related maintenance programme at Our Lady of Lourdes Hospital, Louth County Hospital and the Cottage Community Hub (Louth Hospitals) and their associated buildings and services, and to provide contracts management services. The post holder will contribute to strategic planning and change leadership both in the context of current operational performance and in respect of the future development of the hospital campus buildings and facilities. He/she will provide a high-level of expertise in the area of building management, knowledge of project management and provide services as appropriate in the development and execution of Louth Hospitals strategic vision through the planning and implementation of projects. The post holder will review on an ongoing basis services being offered and be involved, with others, in the development of new services in line with service needs and demands. They will be expected to develop technical solutions within budget achieving quality results while maintaining value for money. The Deputy Maintenance & Technical Services Manager will develop an integrated team approach to hard and soft facilities management across Louth Hospitals and will have shared responsibility for key performance indicators in the hospital. They will, in conjunction with the Maintenance & Technical Services Manager, be responsible and accountable for ensuring Louth Hospitals are compliant with all building regulatory requirements including planning permission, local authority licences, DAC and fire certificates and approvals. In addition, the Deputy Maintenance & Technical Services Manager will deputise for the Maintenance & Technical Services Manager, in their absence.A panel maybe formed from which future vacancies for a temporary or permanent position may arise
Organisational Context
The HSE has created six new health regions. Each region is responsible for providing both hospital and community care for the people in that area. Bringing community health services and hospitals together means we can take a more patient-centred approach to healthcare. HSE Dublin and North East provides health and social care to North Dublin, Louth, Meath, Monaghan and most areas of Cavan. HSE Dublin and North East Region includes the following hospitals; Beaumont Hospital Cavan General Hospital Connolly Hospital Louth County Hospital Monaghan General Hospital Mater Misericordiae University Hospital National Orthopaedic Hospital CappaghOur Lady’s Hospital Navan Our Lady of Lourdes Hospital
Key Responsibilities
General DutiesTo work with the Maintenance Managers in preparing building projects for submission on e-tenders.To track and evaluate, along with the Maintenance Manager returned tenders in line with National Financial Regulations.To liaise with successful and unsuccessful contractors on tender returnsTo draw up bills of quantities and CAD drawings for tender on e-tenders.To maintain all elements of the built environment in the area of responsibility including but not limited to roads, pathways, grounds, buildings, plant and equipment in accordance with statutory regulations, healthcare standards, manufacturers recommendations, industry norms and best practice. To manage the department on the basis of delivering a quality based, cost effective, efficient service. Review existing contracts and put in place as required maintenance service contracts and manage/monitor the effectiveness of these contracts and ensure a universal approach is maintained site wide. To review existing planned preventative maintenance programme and put in place as required a planned preventative maintenance programme for the entire facility. The development of asset registers for all the managed assets and develop an efficient and compliant system of operation and maintenance. Co-operate with the HSE IT development programme and support the implementation of such systems in the area of responsibility.To develop systems of working which will deliver efficiencies within the department. To develop management systems for the performance and maintenance of buildings including the mechanical & electrical services incorporating legal requirements, best practise and quality control procedures. To ensure and assure the Estates Manager that all maintenance activities are carried out in accordance with statutory regulations, healthcare standards, manufacturer’s recommendations, design team’s requirements, industry norms, HSE policies and best practice. To participate and co-operate with the management of new development projects as required.Adequately identifies, assesses, manages and monitors risk within their area of responsibilityTo advise on the maintenance requirements of new projects (at briefing stage, design stage, construction stage and commissioning /handover stage) and ensure that appropriate level of maintenance funding is secured and the appropriate contracts and arrangements are put in place and managed.To participate on project teams and/or project related meetings when requiredSupervise the minor capital works assigned to him/her and manage the procurement and execution of same under the direction of the Estates Manager/Designated OfficerTo ensure contract works are properly managed in line with HSE policy, Construction regulations and Health & Safety Legislation. To ensure Contractors observe permit to work systems & ensure Contractors comply with HSE terms of engagementTo manage and ensure that Safety, Health and Welfare at work legislation, regulations and good practice relevant to the role of buildings and maintenance management as it applies to the HSE and contractor staff are implemented and complied withTo review, update and keep current the infrastructural risk register for the facility and to develop and action resolution/mitigation measures required to manage upon this riskTo chair meetings and committees as required and to participate in committees as deemed appropriate.The preparation of such reports, estimates, specifications and drawings as are required for the proper carrying out of workKeeping such books, records and carrying out of such tests as may be required. To ensure that all documentation (both hard copy and soft copy in relation to the service and maintenance of all essential services and plant are maintained and filed in a clear and orderly fashionThe management of staff, materials, equipment, finances and contractors associated with the Maintenance Department.To develop specifications for tender as required.To plan, organise and control the work such that a continuous and quality service is provided.To compile and record maintenance reports associated with the work consistent with the best practice and quality control measures.To maintain good outward communications with patients, staff, management and committees.To liaise and meet with local management, department heads and their nominees in relation to carrying out of maintenance activities, minor capital activities and capital projects To carry a mobile phone, smart phone, bleep, lone working alarm device and any other communication device or laptop as deemed necessary.Measuring and recording all variations from contract and reading drawingsThe maintenance, repair, upkeep and efficient operation of the mechanical, electrical, communications, security, fire safety, fuel and other plant and services, this will include lifts, medical gases, catering, steam, heating, ventilation, air conditioning systems and other specific services as may be identified.Maintenance repair and upkeep of water services (including Legionella compliance) and sewerage systemsDevelopment and implementation of a comprehensive maintenance programme for buildings, plant, building services and equipment, utilizing the best available practices and exploring advances in information technologyTo implement and manage emergency call out systemsEffective monitoring of computerized maintenance management system for tracking work ordersTo arrange maintenance contracts for specialised plant, services and equipment in his/her area, supervise work of the maintenance contractors and certify completion of work before payment is processedDevelopment of SLA agreements and KPI standards for contractsTo review, update and keep current the infrastructural risk register for the facility and to develop and action resolution/mitigation measures required to manage this riskTo chair meetings and committees as required and to participate in Louth Hospital Group committees, as deemed appropriate. Staff/HR DutiesTo motivate department staff and develop good staff relations.Promote a quality working environment within the departmentTo ensure that staff are familiar with and observe HSE policies and procedures, e.g. Grievance and disciplinary procedures, emergency and safety procedures, Health & Safety Act Construction Regulations.Manage staff issues including disciplinary issues and liaise with Estates management, HSE management and advisors etc. in relation to staff issues as required.To manage and develop the management structure of the department and ensure all staff are carrying out their roles and responsibilities.To ensure all staff are compliant with HSE time and attendance policies.To ensure the department is properly resourced to safely deliver the service to the HSE.To ensure all works are planned in a manner that has minimum impact on the delivery of the service to the patients and staff.Manage the planning, supervising and control of work programmes including the supervising of the time keeping, attendance, productivity and the quality of work and competency of staff under his/her controlTo identify the training needs of staff so as to facilitate the up skilling and education of staff to meet the evolving needs of the servicesTo ensure all staff and contractors are competent to deliver on their roles and responsibilities.Ensure staff participate in training and courses as may be desirable/ necessary/mandatory in the performance of their duties.Encouraging staff to participate in skill and knowledge development programmes relevant to their roles.To carry out staff and contractor induction processes.To engage with staff in a timely manner and ensure full communication is achieved and maintained and staff are kept fully informed of all developments and changes in advance of any implementation programme.To participate in the recruitment process of the HSE Health & SafetyWork to ensure that all requirements, statutory and recommended, needed to maintain a safe environment, for patients, staff, visitors and others are met and the provisions of the Safety, Health and Welfare at Work Act are fully complied with.To ensure that the management of the department’s staff and that of the contractors are managed in accordance with the construction regulations.To ensure the roles of Project Lead, Clients Rep, PSDP Designer and PSCS are performed as required. To be aware of all Health & Safety policy and procedures relevant to the role of the activities of the Maintenance department and manage upon these – applicable both within the Maintenance department and to the Health Service Executive properties as a whole.To ensure that staff under his/her responsibility are aware of the Health Service Executive Health & Safety Policy and that policy is adhered to.Maintain and revise departmental safety statements and ensure all staff are made aware and have read the document and signed off on it.Carry out risk assessments (including infrastructural risks). To liaise with the Fire & Safety Officer on all issues related to infrastructural Health & Safety and Fire Safety.To carry out safety audits in various locations with the Engineer, Fire & Safety Officer, and the local responsible persons relevant to his/her area of responsibility. To manage the preparation, development, implementation and monitoring of safe systems of work including safe work practice sheets relevant to staff supervision and to review their effectiveness on an on-going basis and modify as required FinancialManage and be accountable, within agreed parameters, for budgetary performance for the maintenance departments. Prepare additional budgetary submissions for infrastructural risks works, new developments, business cases for change in delivering the service or additional services being added.Ensure adherence to the HSE’s procurement policies and financial regulations. Ensure value for money in purchasing of materials and awarding contracts.Management of all purchases. Verification and approval of invoices and batch payment certificates.Certification of payments.Manage and prioritise maintenance needs within the assigned budget and prepare estimates for annual planned and reactionary maintenance work programmes for the facility.Auditing of the processes of the department.Presenting financial reports on a regular basis to the cost containment or other committees or managers as required. GeneralHave a working knowledge of the Health Information and Quality Authority (HIQA) Standards as they apply to the role for example, Standards for Healthcare, National Standards for the Prevention and Control of Healthcare Associated Infections, Hygiene Standards etc. and comply with associated HSE protocols for implementing and maintaining these standards as appropriate to the role.To support, promote and actively participate in sustainable energy, water and waste initiatives to create a more sustainable, low carbon and efficient health service.To act as spokesperson for the Organisation as requiredDemonstrate pro-active commitment to all communications with internal and external stakeholders These principal duties and responsibilities indicate the main functions and responsibilities of the post and are subject to review and amendment in the light of changing circumstances. It may include other duties and responsibilities as may be determined from time to time by the Maintenance and Technical Services Manager or delegate. The above Job Description is not intended to be a comprehensive list of all duties involved and consequently, the post holder may be required to perform other duties as appropriate to the post which may be assigned to him/her from time to time and to contribute to the development of the post while in office
Essential Criteria
Candidates must have at the latest date of application: - Professional Qualifications, Experience etc Possess a first class technological certificate (intermediate Stage) or a Technological certificate (Advanced Stage) or a full course certificate in building, issued by the Dept of Education (i.e. – have successfully completed an apprenticeship in a building related trade).OrHold a recognised professional technical diploma (level 7) (e.g.: Engineering/Surveying/Facilities Management/Architect etc)OrBe a fellow or professional associate (building services Division) of the Royal institute of Chartered Surveyors;OrHold a qualification at least equivalent of a, b or c And Have 7 years post qualification experience in architecture/mechanical/electrical engineering/facilities management or building surveying works, including adequate experience in the construction or maintenance of large complex buildings or maintenance of the mechanical, electrical and heating services of such buildings. And Have experience in managing significant Operational Budgets in a complex work environment And Have experience of managing a multi-disciplinary trades and technical team of internal staff and external contractors AndPossess the requisite knowledge and ability including a high standard of suitability and of administrative capacity for the proper discharge of the duties of the postAnd Be capable of working on his/her own initiative HealthA candidate for and any person holding the office must be fully competent and capable of undertaking the duties attached to the office and be in a state of health such as would indicate a reasonable prospect of ability to render regular and efficient service. CharacterEach candidate for and any person holding the office must be of good character. Other requirements specific to the post:Demonstrate depth and breadth of experience as is relevant to the post. Access to appropriate transport to fulfil the requirements of the role, as this post will require travel between various sites. The post holder will be required to carry a HSE Mobile Phone, Lone Working Alarm, and computer equipment as required for his/her personal safety and the performance of his/her duties.
Skills & Competencies
Professional Knowledge & ExperienceDemonstrates:Knowledge and experience of managing the maintenance activities of a large complex facility. Knowledge of the standards which would apply to management of a Maintenance Department in a healthcare facilityAn in depth knowledge of electro mechanical services found in a large healthcare facility.Knowledge & experience of managing budget and accounts.Knowledge of the construction, repair and maintenance of a large complex facility.The ability to interpret drawings and specifications necessary for completion of maintenance and building works.Knowledge of statutory obligations relating to maintenance management.Experience of implementing Planned Maintenance ProgrammesExperience of working with specialist & essential building services systems and technologies, such as health care premises e.g. back-up generators, UPS units, AHU’s, water treatment systems etc.Extensive knowledge of Health and Safety regulations.The ability to estimate project costs and time schedules and ability to manage deadlines The ability to specify electrical and/or mechanical works and or building construction works.Good knowledge and experience in dealing with staff management issues and HR issuesA high level of proficiency in I.T skills including word, excel, email, computerised building/energy management systems etcKnowledge and experience in introducing new processes or changes in practices. Managing & Delivery Results (Operational Excellence)Demonstrates:Demonstrate capability of planning work programmes in consultation with appropriate health service managers in such a manner so as to ensure continuity of services to patients.A proven ability to prioritise, organise and schedule a wide variety of tasks and to manage competing demands and tight deadlines while consistently maintaining high standards and positive working relationships.The ability to work on a self-directed basisEvidence of effective planning and organisational skills including an awareness of resource management and the importance of value for moneyThe ability to improve efficiency within the working environment and the ability to evolve and adapt to a rapid changing environmentA capacity to operate successfully in a challenging environment while adhering to various standards.Ability to take personal responsibility to initiate activities and drive objectives through to a conclusionDemonstrate evidence of ability to plan and organise maintenance and minor development works.Adequately identifies, assesses, manages and monitors risk within their area of responsibility Critical Analysis, Problem Solving & Decision MakingDemonstrates:The ability to evaluate complex information from a variety of sources and make effective decisionsConsiders the impact of decisions before taking action Anticipates problems and recognises when to involve other parties (at the appropriate time and level)Makes timely decisions and stands by those decisions as requiredSignificant experience in effective operational problem solving utilising an inclusive approach which fosters learning and self-reliance amongst teamsA capacity to develop new proposals and put forward solutions to address problems in a timely manner.Effective problem solving in complex work environments Leadership, Direction and Teamworking skillsDemonstrates: Demonstrate the ability to work on their own initiative and as part of a team.Effective leadership in a challenging and busy environment including a track record of innovation / improvements.Ability to lead, organise and motivate teams to the confident delivery of excellent services and service outcomes.An ability to identify departmental improvements and to lead out on the delivery of these changes Ability to support, supervise, develop and empower staff in changing work practises in a challenging environment within existing resources.Evidence of being a positive agent of change and performance improvementFlexibility and adaptability to meet the requirements of the roleAbility to work with multi-disciplinary team members and other stakeholders to facilitate high performance, developing and achieving clear and realistic objectivesAn ability to influence and negotiate effectively in furthering the objectives of the role. Communication & Interpersonal Skills Demonstrates: Excellent interpersonal and communications skills to facilitate work with a wide range of stakeholdersThe ability to present information clearly, concisely and confidently when speaking and in writing tailoring to meet the needs of the audienceDemonstrate the ability to deliver clear and timely communication in emergency situations to staff contractors and managementExcellent presentation skills.Excellent written communication skills including the ability to write clear and precise reports. Leading a Quality ServiceDemonstrates:An ability to pay close and accurate attention to detail in personal work and to create a culture where high standards are valued and respectedAn ability to cope with competing demands without a diminution in performancePlaces strong emphasis on achieving high standards of excellenceA client user and customer focus in the delivery of services A core belief in and passion for the sustainable delivery of high quality customer focused services This Job Description is intended as a basic guide to the scope and responsibilities of the position and is subject to regular review and amendment. The role holder will be required to be flexible in this position and is expected to facilitate working additional hours on occasion, when requested.The HSE is an Equal Opportunities Employer.