Deputy Estates Manager

Central and North West London NHS Foundation Trust; London; On-site; GBP 40,000 - 55,000; Full time

Job summary

A leading healthcare organization seeks a Deputy Estates Manager to oversee operational estates management. The role involves ensuring compliance with standards, conducting inspections, and managing maintenance activities. Ideal candidates will have significant experience in technical engineering roles within healthcare environments.

Qualifications

• Minimum of 5–7 years of hands-on experience in a technical engineering role.
• Experience in healthcare facilities maintenance.
• Familiarity with CAFM systems.

Responsibilities

• Oversee operational estates management and compliance.
• Conduct routine inspections and audits.
• Manage maintenance schedules and address issues.

Skills

Organisational skills

Attention to detail

Communication skills

Technical knowledge in engineering

Education

HNC-level qualification or equivalent in a related engineering field

A-level or equivalent academic level

Job description

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Job Overview

The post holder is a good team player, organised, and willing to do tasks as needed, with great attention to detail. The postholder is courteous in their interactions with staff, contractors, and service users at all times.

Job Overview

The post holder is a good team player, organised, and willing to do tasks as needed, with great attention to detail. The postholder is courteous in their interactions with staff, contractors, and service users at all times.

The post holder is able to organise their daily workload to complete the tasks in the given priorities, whilst meeting all quality standards, service level agreements and compliance requirements. The post holder is responsible for their own work including associated cleaning and porterage tasks, and complies with all NHS policy standards and health and safety requirements

Main duties of the job

Operational Estates Management

• Provides day-to-day operational oversight of QTS Estates services, ensuring compliance with standards and statutory requirements through inspections, supporting the Estates Manager within their geographical zone with updates, escalating issues as needed.
• Monitors & ensures that Estates operations and maintenance for the estate (including reactive work, planned maintenance and contract work) is safe, complies with statutory and mandatory requirements and meets appropriate Service Level Agreements (SLAs) or Key Performance Indicators (KPIs), standards, quality, and specifications for sites within allocated zone of work.
• The Deputy Estates Manager conducts routine inspections & audits to assess the condition of the estate and ensures that in-house and contracted services are delivered within priorities allocated on the computer-aided facility management (CAFM) system, in line with SLAs or KPIs. They jointly manage the Preventative Planned Maintenance (PPM) schedules for their zone with the Estates Manager, ensuring adherence to timelines, assigning tasks, and allocating works to QTS’s in-house and contracted technicians.
• They take immediate action on areas requiring rectification or improvement, including addressing reactive tickets, PPM tasks, or remedial work, and escalating unresolved issues or inefficiencies as necessary. Additionally, provide detailed site reports to inform decision-making by the Estates Manager responsible for their zone.
  
  

Working for our organisation

Quality Trusted Solutions (QTS) are a wholly-owned subsidiary of Central and North West London NHS Foundation Trust (CNWL).

Formally CNWL’s in-house estates and facilities department, following incorporation as a limited liability partnership (LLP) in November 2017, we offer a comprehensive range of estates and facilities management services and products to our clients.

Despite being owned by an NHS organisation, all applicants should be aware that new employees are appointed onto QTS's employment terms and conditions which differ from Agenda for Change. This includes differences to key areas such as pension type and holiday entitlement. For more information, please reach out to a member of our HR & People team.

Detailed Job Description And Main Responsibilities

Operational Estates Management (continued)

• Provides operational assistance to the Estates team, contributing technical input to the planning, development, and delivery of Estates services. Attends safety group forums as required, such as (but not limited to) Water and Ventilation Safety Groups.
• Assists in implementing service development initiatives by reviewing recommendations from audits and supporting the execution of improvement projects in Estates services.
• Acts as the initial point of contact and escalation within the allocated zone, providing technical and site knowledge as required. Participates in the out-of-hours on-call rota, ensuring service continuity and effective decision-making for out-of-hours incidents.
• This role does not have any have any direct line management responsibilities; however, they are allowed to task the mobile and static technicians within a zone who are line managed by that zone's Estates Manager.
• The Deputy Estates Manager plays a key role in the day-to-day oversight of trade and technician staff, ensuring that all activities carried out on behalf of QTS adhere to required standards, safety protocols, and service expectations.
• Works closely with their line manager (i.e., their Estates Manager) to organise and allocate work within their geographical zone. Uses the QTS CAFM system to monitor and manage tasks as required.
  
  

Role Modelling and Relationship Management

• Responsible for actively role modelling QTS's values and behaviours to others. This includes encouraging and fostering a supportive, open, and inclusive culture in all environments they work in.
• Promotes and supports professionalism, adherence to quality standards, and the achievement of QTS's strategic objectives.
• Supports team communication efforts to keep in-house and contracted engineers and technicians within their geographical zone informed. Assists the Estates Manager in developing positive relationships with Site Service Managers (SSMs) and other key stakeholders, while fostering effective relationships with the wider QTS team, service providers, and external organisations. Attends site meetings to identify minor and future works, providing relevant technical input and supporting collaborative initiatives across the allocated zone
• Liaison with clinical teams as and when required to support capital projects within their geographical zone
  
  

Compliance, Auditing, Safe Working Practices & Risk Management

• Monitors compliance within the allocated zone, ensuring that all activities meet statutory and governance standards, including those relating to safety and sustainability.
• Carries out regular condition surveys and audits to validate work within their zone, covering mechanical, electrical, and building fabric services. Supports quality assurance processes for Estates services.
• Ensures adherence to safe working practices, Health and Safety regulations, and other legislative requirements related to building fabric and the environment.
• Identifies and reports risks within their geographical zone, contributing to the Estates risk register as needed. Acts priority items and jobs impacting their area of responsibility, ensuring appropriate responses and management. Assists in the review and testing of business continuity plans, ensuring updates are made to maintain compliance and service resilience.
• Works with appointed QTS’s Authorised Engineers (AE’s) and subject matter specialists, to ensure Estates systems and services remain within tolerance and are fully compliant.
• Uses the QTS CAFM and other relevant systems to monitor maintenance services, tracking performance against established KPIs to ensure value for money. Provides feedback on performance and contributes data for reporting purposes.
• Assists with national return processes and submissions such as Estates Returns Information Collection (ERIC), property asset management (PAM), Patient-Led Assessments of the Care Environment (PLACE) assessment and Model Hospital Data Collection.
• Maintains up-to-date knowledge of relevant legislation, policies, and procedures, contributing to the implementation of these standards in day-to-day operations within Estates services
  
  

External Supplier and Contract Management

• Conducts daily checks on supplier performance to ensure services are delivered in line with contract requirements and KPIs.
• Monitors compliance with SLAs, escalating issues of poor performance or inefficiencies to the Estates Manager as needed.
• Maintains records of contract activities and outcomes, ensuring actions are appropriately tracked and resolved.
• Attends supplier meetings to provide updates and feedback on service performance, contributing to ongoing quality improvement.
  
  

Other Responsibility Areas

• The post holder will deputise as required for the Estates Manager of their zone at meetings and/or sub committees.
• A basic understanding of how budgets and costs are managed for maintenance and estates-related projects.
• Adheres to all of QTS's policies, procedures and work practices. Provides support to improve delivery, quality, and cost-effectiveness of services by contributing feedback on procedural improvements and ensuring compliance during the operational phase.
• Supports and promotes an ethos of energy saving and decarbonisation, raising awareness of both financial benefits and environmental issues.
• Adheres to QTS HR and people-based policies and procedures, ensuring that any leave or absences are promptly communicated to the Estates Manager that they report into. Supports the completion of annual appraisals and mandatory training compliance.
  
  

Person specification

Education & Qualifications

Essential criteria

• Educated to an A-level or able to demonstrate the ability to produce written work to an equivalent academic level.
• Holds an HNC-level qualification or equivalent in a related engineering field or comparable experience should be demonstrable – as evidenced by minimum of 5–7 years of hands-on experience in a technical engineering role within estates, facilities, or healthcare environments. Examples could include diagnosing and repairing faults in systems or equipment to restore functionality, such as electrical panels, boiler systems, or air handling units.
  
  

Desirable criteria

• Asbestos Awareness
• Electrical Safety Awareness
• An apprenticeship in a relevant engineering trade
• Control of Substances Hazardous to Health (COSHH) – Awareness
  
  

Previous Experience

Essential criteria

• Experience working within a healthcare facilities maintenance environment and a robust understanding of the considerations and complexities of working within such an environment.
• Experience of auditing or performance managing contracts using KPI’s and service level agreements (SLAs).
• Experience of undertaking surveys and audits and of applying a range of appropriate monitoring systems or audit tools.
• Familiarity with the use of a CAFM (Computer-Aided Facilities Management) system.
  
  

Desirable criteria

• Experience of working in an NHS Mental Health environment and a robust understanding of the considerations and complexities of working within such an environment
• Experience in performance managing sub-contractors’ performance.
• Experience of supervision and people management.
  
  

Skills & Knowledge

Essential criteria

• Significant specialist knowledge in a relevant engineering trade and experience of applying that trade within a healthcare environment.
• Knowledge of systems like Heating, Ventilation, and Air Conditioning (HVAC), plumbing, electrical infrastructure, and fire safety systems, including their operation, maintenance, and compliance requirements.
• Understanding of how to use the Microsoft Office Suite, i.e. Word, Excel, PowerPoint, Outlook
• Excellent written skills, including experience producing and contributing to management reports
• Excellent verbal communication and interpersonal skills, with an ability to deal with people at all levels in a consistently effective and professional manner.
• Able to co-ordinate difficult workstreams, manage a variety of conflicting priorities and solve problems.
• An understanding of mechanical and engineering required to appropriately challenge contractor methodology, installation and claims.
• Familiarity with health and safety regulations, building codes, and other statutory compliance requirements, especially those related to healthcare estates (e.g., HTMs in the NHS).
• A solid understanding of engineering concepts relevant to building systems, maintenance, and estates management, such as electrical, mechanical, or civil engineering principles.
  
  

Other Requirements

Essential criteria

• Able to evidence high levels of self-motivation and an ability to work independently while remaining within a team structure
• A willingness to undergo any relevant further leadership training or accreditation
• Track record of building constructive relationships with warmth and empathy.
• A track record of treating all stakeholders with respect and dignity at all times, adopting a culturally sensitive approach which considers the needs of the whole person.
  
  

Desirable criteria

• A clean driving license

Seniority level

• Seniority level

  Mid-Senior level

Employment type

• Employment type

  Full-time

Job function

• Job function

  Management and Manufacturing

• Industries

  Hospitals and Health Care

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