Estates and Facilities PFI Manager

• Support the management of PFI Project Agreements to ensure Hard and Soft FM services are delivered in line with contractual requirements and agreed specifications. • Monitor contractor performance across all PFI sites, ensuring compliance with service standards, KPIs, and statutory obligations for both Hard FM (e.g. engineering, maintenance, lifecycle) and Soft FM (e.g. cleaning, catering, portering, security, waste) services. • Develop, implement, and maintain performance monitoring systems, including Key Performance Indicators (KPIs) and service level standards for Hard and Soft FM services and lifecycle programmes. • Ensure all contract documentation is accurate, up to date, and reflective of current service delivery across both Hard and Soft FM, maintaining a clear audit trail. • Identify, escalate, and manage contractual discrepancies, service failures, and risks relating to Hard and Soft FM provision in a timely manner. • Support the monitoring and validation of the PFI payment mechanism, including unavailability, service failures, and performance deductions across both Hard and Soft FM services. • Review and validate the monthly Unitary Charge, ensuring appropriate financial deductions are applied in line with contractual provisions for all FM services. • Maintain and develop financial and performance models, providing early identification of cost pressures, service risks, and mitigation options across the FM portfolio. • Undertake benchmarking activities to ensure Hard and Soft FM services deliver value for money and align with NHS and industry best practice. • Support the evaluation and negotiation of contract variations affecting Hard and Soft FM services, ensuring value for money and appropriate challenge of proposed costs. • Develop effective working relationships with Project Companies, subcontractors, and internal stakeholders to support the delivery of integrated Hard and Soft FM services. • Represent the Trust at PFI contract meetings, including performance and service review meetings covering both Hard and Soft FM service lines. • Identify and assess areas of service unavailability or performance failure across all FM services, linking these to contractual mechanisms and supporting resolution. • Support the resolution of contractual disputes, performance issues, and service delivery challenges relating to Hard and Soft FM services. • Ensure compliance with all relevant legislation, NHS guidance, and Trust policies across the full FM scope, including Health & Safety, Fire Safety, Infection Control, Food Safety, Security, and Environmental standards. • Monitor planned preventative maintenance (PPM), lifecycle programmes, and Soft FM service delivery schedules to ensure compliance, efficiency, and alignment with contractual requirements. • Participate in internal and external audits of Hard and Soft FM services, ensuring that findings are translated into action plans and tracked through to completion. • Contribute to continuous improvement initiatives, including cost improvement programmes and service enhancements across the full FM portfolio. • Support the delivery of lifecycle, statutory compliance, and minor works projects, ensuring minimal disruption to Soft FM services and patient-facing operations. • Promote sustainability, energy efficiency, waste reduction, and environmental best practice across Hard and Soft FM services. • Produce regular performance, financial, and compliance reports covering all FM services for senior management and governance forums. • Ensure that service failures across all FM areas are recorded, investigated, and addressed, with appropriate corrective actions implemented. • Engage with Trust colleagues and external organisations to support high-quality patient-facing Soft FM services and safe, compliant estate infrastructure. • Assist in the development and review of policies and procedures relating to Hard and Soft FM service provision. • Deputise for senior colleagues as required and represent the Trust at external meetings, forums, and benchmarking groups relating to PFI and FM services. CLINICAL & PROFESSIONAL RESPONSIBILITIES • Ensure continued compliance with current legislation, Codes of Practice and best practice standards. • Post holder must ensure they are aware of national requirements in relation to PFI monitoring and reporting and ensure professional competencies and knowledge of continuous updated. • The post holder must form professional and effective relationships with colleagues, staff at all levels throughout the Trust and the Trusts service partner New Hospitals and associated Partners within the PFI. ADMINISTRATIVE RESPONSIBILITIES • Ensure the provision of accurate and timely reports re: audit findings, security assessment, training needs analysis, investigations • Develop and maintain systems to conduct scheduled and adhoc independent audits. • Produce, review and modify standard documentation • Recording of annual performance reviews undertaken with direct reports. • Ensuring direct reports comply with Mandatory Training requirements • Recruitment of vacant positions within teams, forward looking and planning to ensure service provision is not impacted by vacancies TEACHING & TRAINING RESPONSBILITIES • Take responsibility for Personal Continuing Professional Development including mandatory training, attendance on courses and seminars and via technical publications. • Ensure direct reporting staff have opportunities for development as well as ensuring learning takes place within teams for service improvement, staff development and retention. • Ensure PFI Partners comply with relevant training responsibilities in line with Trust and Contractual obligations • Ensure processes are in place to educate new starters into role are educated in aspects of PFI obligation and responsibilities. FINANCIAL RESPONSIBILITY • Budgetary awareness and ability to balance practicable solutions against costs is essential in the management of allocated budgets. • Oversee Irregular Maintenance Budget, making recommendations on proposals for expenditure on schemes to budget holder. • Review monthly PFI pay mechanism, ensuring financial deductions based on service performance are captured • Authorisation of overtime payments for direct reporting staff • Management of budget allocated to Estates and Facilities PFI Team. • Identifying cost improvement opportunities in support of the Trusts Financial Strategy, aiming to achieve departmental CIP targets where able. • To procure goods and services in accordance with the Trusts standing financial autonomy limits, involvement with Procurement and ensuring compliance with procurement legislation. • Project management of delegated schemes and bodies of work. • Ensuring payments are timely and in line with requirements. • Ensuring direct reporting staff receive next pay step where qualifying criteria are met • Escalation of budget requirements to Head of Estates and Facilities PFI. Job description Job responsibilities • Support the management of PFI Project Agreements to ensure Hard and Soft FM services are delivered in line with contractual requirements and agreed specifications. • Monitor contractor performance across all PFI sites, ensuring compliance with service standards, KPIs, and statutory obligations for both Hard FM (e.g. engineering, maintenance, lifecycle) and Soft FM (e.g. cleaning, catering, portering, security, waste) services. • Develop, implement, and maintain performance monitoring systems, including Key Performance Indicators (KPIs) and service level standards for Hard and Soft FM services and lifecycle programmes. • Ensure all contract documentation is accurate, up to date, and reflective of current service delivery across both Hard and Soft FM, maintaining a clear audit trail. • Identify, escalate, and manage contractual discrepancies, service failures, and risks relating to Hard and Soft FM provision in a timely manner. • Support the monitoring and validation of the PFI payment mechanism, including unavailability, service failures, and performance deductions across both Hard and Soft FM services. • Review and validate the monthly Unitary Charge, ensuring appropriate financial deductions are applied in line with contractual provisions for all FM services. • Maintain and develop financial and performance models, providing early identification of cost pressures, service risks, and mitigation options across the FM portfolio. • Undertake benchmarking activities to ensure Hard and Soft FM services deliver value for money and align with NHS and industry best practice. • Support the evaluation and negotiation of contract variations affecting Hard and Soft FM services, ensuring value for money and appropriate challenge of proposed costs. • Develop effective working relationships with Project Companies, subcontractors, and internal stakeholders to support the delivery of integrated Hard and Soft FM services. • Represent the Trust at PFI contract meetings, including performance and service review meetings covering both Hard and Soft FM service lines. • Identify and assess areas of service unavailability or performance failure across all FM services, linking these to contractual mechanisms and supporting resolution. • Support the resolution of contractual disputes, performance issues, and service delivery challenges relating to Hard and Soft FM services. • Ensure compliance with all relevant legislation, NHS guidance, and Trust policies across the full FM scope, including Health & Safety, Fire Safety, Infection Control, Food Safety, Security, and Environmental standards. • Monitor planned preventative maintenance (PPM), lifecycle programmes, and Soft FM service delivery schedules to ensure compliance, efficiency, and alignment with contractual requirements. • Participate in internal and external audits of Hard and Soft FM services, ensuring that findings are translated into action plans and tracked through to completion. • Contribute to continuous improvement initiatives, including cost improvement programmes and service enhancements across the full FM portfolio. • Support the delivery of lifecycle, statutory compliance, and minor works projects, ensuring minimal disruption to Soft FM services and patient-facing operations. • Promote sustainability, energy efficiency, waste reduction, and environmental best practice across Hard and Soft FM services. • Produce regular performance, financial, and compliance reports covering all FM services for senior management and governance forums. • Ensure that service failures across all FM areas are recorded, investigated, and addressed, with appropriate corrective actions implemented. • Engage with Trust colleagues and external organisations to support high-quality patient-facing Soft FM services and safe, compliant estate infrastructure. • Assist in the development and review of policies and procedures relating to Hard and Soft FM service provision. • Deputise for senior colleagues as required and represent the Trust at external meetings, forums, and benchmarking groups relating to PFI and FM services. CLINICAL & PROFESSIONAL RESPONSIBILITIES • Ensure continued compliance with current legislation, Codes of Practice and best practice standards. • Post holder must ensure they are aware of national requirements in relation to PFI monitoring and reporting and ensure professional competencies and knowledge of continuous updated. • The post holder must form professional and effective relationships with colleagues, staff at all levels throughout the Trust and the Trusts service partner New Hospitals and associated Partners within the PFI. ADMINISTRATIVE RESPONSIBILITIES • Ensure the provision of accurate and timely reports re: audit findings, security assessment, training needs analysis, investigations • Develop and maintain systems to conduct scheduled and adhoc independent audits. • Produce, review and modify standard documentation • Recording of annual performance reviews undertaken with direct reports. • Ensuring direct reports comply with Mandatory Training requirements • Recruitment of vacant positions within teams, forward looking and planning to ensure service provision is not impacted by vacancies TEACHING & TRAINING RESPONSBILITIES • Take responsibility for Personal Continuing Professional Development including mandatory training, attendance on courses and seminars and via technical publications. • Ensure direct reporting staff have opportunities for development as well as ensuring learning takes place within teams for service improvement, staff development and retention. • Ensure PFI Partners comply with relevant training responsibilities in line with Trust and Contractual obligations • Ensure processes are in place to educate new starters into role are educated in aspects of PFI obligation and responsibilities. FINANCIAL RESPONSIBILITY • Budgetary awareness and ability to balance practicable solutions against costs is essential in the management of allocated budgets. • Oversee Irregular Maintenance Budget, making recommendations on proposals for expenditure on schemes to budget holder. • Review monthly PFI pay mechanism, ensuring financial deductions based on service performance are captured • Authorisation of overtime payments for direct reporting staff • Management of budget allocated to Estates and Facilities PFI Team. • Identifying cost improvement opportunities in support of the Trusts Financial Strategy, aiming to achieve departmental CIP targets where able. • To procure goods and services in accordance with the Trusts standing financial autonomy limits, involvement with Procurement and ensuring compliance with procurement legislation. • Project management of delegated schemes and bodies of work. • Ensuring payments are timely and in line with requirements. • Ensuring direct reporting staff receive next pay step where qualifying criteria are met • Escalation of budget requirements to Head of Estates and Facilities PFI.