Deputy Head of Facilities

Job overview

They will deputise for the Head of Facilities, as such will attend and chair meetings, deliver presentations, create Board papers and represent Facilities Services as a professional support service function to the Trust.

The Deputy Head of Facilities acts as the intelligent customer for all services, providing the link between the services provided, and all stakeholders, including all clinical staff, infection control, regulators, and patients and their representative groups. The role is responsible for developing and fostering a collaborative working relationship with Service providers and provides formal and informal mentoring and guidance to supplier staff and contractors.

The role will ensure that the Trusts Facilities services adapt to the changing demands of the Trust, that patient care and safety are placed at the forefront of strategic and operational decision making. The role provides the operational delivery and management of these services and contracts and is pivotal in tracking performance ensuring it is supportive of quality driven clinical service delivery through maximising efficient operational delivery.

Preference will be given to internal Trust staff, as well as ‘Priority’ and 'At Risk' status including NHS at Risk staff throughout Devon who is able to display recent relevant experience as dictated by the Person Specification.

Main duties of the job

The Site Services Directorate provides and manages the built environment and essential services that support all clinical and non‑clinical staff to work safely and effectively.

The Deputy Head of Facilities is responsible for delivering and overseeing the following Facilities Services:

• Derriford Waste Management Solutions (DWMS Incinerator)
• Derriford Centre for Health and Wellbeing (DCHW)
• Waste management
• Waste portering
• Specimen transport services
• Courier services
• Post room services
• Patient notes transport services
• Grounds maintenance
• Security
• Fleet management
• Car parking
• Customer Support Centre
• Facilities Compliance

The post‑holder is responsible for 136 WTE directly employed NHS staff and contractors working across the Trust estate delivering Facilities Services and related projects.

The post‑holder holds responsibility for significant budgets, including:

• £5.8M per year in external income
• £2.8M net revenue budget

Detailed job description and main responsibilities

• Develop strong working relationship with the other Deputy Head of Facilities to ensure resilient joint leadership across all operational Facilities Services.
• Co‑develop and deliver the Trust’s Facilities Services Strategy, ensuring alignment with Trust goals, patient‑centred care, cost‑effectiveness and future service needs.
• Build effective partnerships with Care Groups, Service Lines, HR/OD, Corporate Functions, other healthcare providers and private sector partners.
• Scan for innovations to improve patient experience, quality and efficiency.
• Lead operational performance of all Facilities Services, ensuring quality, value for money, achievement of KPIs and compliance with legislation and policy.
• Oversee delivery and regulatory compliance of all in‑house and contracted Facilities Services.
• Produce, implement and review service business plans; ensure financial and income targets are met.
• Develop and manage supplier performance monitoring systems and maintain constructive relationships with contractors and service users.
• Provide advice, support and training to internal stakeholders on contracted and Facilities services.
• Consult with stakeholders (e.g. Staff Side, PALS, disability networks, Healthwatch) to ensure services remain effective and offer value for money.
• Advise senior management on complex operational issues; report performance and compliance to Trust Executive and Board.
• Ensure Estates and Facilities implications of proposals are understood across the organisation.
• Work closely with wards, departments, Site Management, Infection Control and Site Services on all Facilities matters.
• Hold and manage budgets for Facilities Services; contribute to budget setting and capital planning.
• Lead procurement of Facilities contracts, including requirements, SLAs, performance standards, evaluation and implementation.
• Manage and develop all staff within Facilities Services, ensuring compliance with workforce regulations.
• Represent the Trust on major estates and facilities programme boards.
• Provide required data for central government submissions (e.g. PAM, ERIC).
• Lead and support allocated transformation projects, ensuring correct governance and reporting.
• Provide leadership for the Trust’s Courier Service, ensuring safety and compliance with regulatory requirements.
• Drive improvements and environmental benefits across the Trust’s fleet of vehicles.
• Lead the Trust’s Customer Services Strategy with a focus on cost‑effective, patient‑centred delivery.
• Ensure compliance with regulatory bodies relating to Facilities Services and ensure effective risk management.
• Identify opportunities to reduce the environmental impact of courier services.
• Provide inspirational leadership to courier teams.
• Lead the commercial Derriford Waste Management Solutions (DWMS) business and remain accountable to the DWMS Board.
• Develop and lead a capable team for day‑to‑day DWMS facility operations.
• Deliver environmental improvements for the DWMS facility, including maximising heat recovery.
• Develop business cases for alternative waste treatment methods where viable.
• Provide leadership and professional development opportunities to the DWMS operational team.
• Direct the Waste Manager in delivering a step change in internal waste management, aligned with HTM07‑01 and the Trust’s Green Plan.
• Provide leadership for the Derriford Centre for Health and Wellbeing (DCHW), maintaining a commercial focus and developing new revenue opportunities.
• Ensure safe, compliant operation of all DCHW activities and develop business cases for future investment.
• Provide leadership and development support to the DCHW Centre Manager.
• Support the Operations Manager (External Areas) in delivering safe and effective Security, Car Parking and Grounds services.
• Work with LSMS to develop strategies protecting patients, staff, contractors and visitors from violence, aggression, abuse and theft.
• Lead staff car parking operations and permit allocation, ensuring fair and sensitive application.
• Own and grow the car parking income budget; benchmark services and advise the Trust on improvements.
• Work with public transport providers and the City Council to support staff travel needs.
• Ensure safety and compliance with lease arrangements for the multi‑storey car park.
• Manage capital funds for timely replacement of essential equipment and resources.
• Interpret and comply with all relevant regulations and provide evidence of compliance.
• Support Site Services colleagues on upgrades, reconfigurations and new builds, advising on cleaning and patient catering implications.
• Act as joint deputy to the Head of Facilities.
• Lead and inspire Facilities Services teams, driving high morale, professional standards and a values‑based culture.
• Promote positive culture, high standards and team achievement within and beyond Facilities Services.
• Drive performance improvement and satisfaction across Facilities teams.
• Ensure all staff voices are heard and used to inform management decisions.
• Deliver appraisals and personal development plans for all Facilities staff; support professional development.
• Lead recruitment, performance management, capability and disciplinary processes.
• Motivate and develop all team members to deliver departmental responsibilities effectively.
• Act as a role model supporting Trust values and ambitions.
• Provide expert advice to senior staff on Facilities and Services matters.
• Work with external stakeholders in the best interests of the Trust and wider NHS.
• Communicate complex, sensitive and contentious information, often in challenging environments.
• Lead presentations to large groups including senior internal and external bodies.
• Lead public engagement for Facilities Services; manage complaints and concerns.
• Chair key Facilities‑related Trust committees and ensure strong representation at Boards and committees.
• Represent the Trust to external agencies and healthcare partners professionally and knowledgeably.
• Use tailored communication strategies to secure support for service changes; lead communications for major change projects