Job Title: Facilities Supervisor

Reports to: Head of Estates and Facilities

Accountable to: Executive Corporate Director

Contracted hours: 35 Hours per week

Salary: £31,850 (FTE £34,125)

Role Summary

The Facilities Supervisor is responsible for the day-to-day coordination, supervision and management of the Facilities and Gardening teams across the Hospice estate, ensuring the delivery of a safe, compliant and well-maintained environment for patients, visitors, staff and volunteers.

The overall Willowbrook Hospice estate comprises the following locations; Willowbrook Hospice, The Living Well Building, and 12 retail locations in the St Helens and Merseyside area, (it is possible that the number of retail locations may change over time).

Working autonomously, the postholder will oversee operational facilities activities, coordinate planned and reactive works, manage minor estate improvement projects, and maintain accurate project documentation and reporting through the Hospice’s management systems. The role will act as a key link between operational teams, contractors and stakeholders, ensuring work is delivered to agreed standards, timescales and budgets.

The Facilities Supervisor will provide line management to the facilities team, supporting team performance, monitoring service delivery and identifying opportunities for continuous improvement across facilities operations. Regular reporting and communication with the Head of Estates will be required, providing updates on project progress, operational performance, compliance activity and any emerging risks or issues.

In carrying out their duties, the postholder will uphold the philosophy and values of the Hospice at all times, acting in a manner that maintains public trust and confidence while supporting the delivery of high-quality facilities services across the organisation.

Key Responsibilities

• Support the Head of Estates with the recruitment, induction, training and development of Facilities and Gardening staff and volunteers.
• Provide first-line management of the Facilities and Gardening teams, including performance management, absence management, staff development, appraisals and ensuring compliance with mandatory training requirements.
• Coordinate day-to-day facilities operations, allocating resources and prioritising workloads to ensure effective service delivery across the Hospice estate.
• Maintain accurate staffing records and submit payroll information within required timescales.
• Support budget planning and monitor department expenditure, procurement activities and supplier invoices to ensure value for money and budget adherence. Manage project budgets in accordance with planned or reactive maintenance projects.
• Lead the end-to-end delivery of facilities maintenance, refurbishment and improvement projects, including planning, budgeting, contractor management, risk management, stakeholder engagement and progress reporting.
• Monitor the organisations compliance with all relevant legislation, regulatory requirements and organisational policies, including Health & Safety, Fire Safety, COSHH, LOLER, PUWER, Legionella, asbestos management and CQC standards.
• Maintain Estates and Facilities compliance records, ensuring inspections, audits, statutory testing and monthly compliance programmes are completed and documented.
• Manage planned preventative maintenance and reactive maintenance programmes, ensuring works are delivered efficiently, safely and in accordance with service standards.
• Manage relationships with contractors and suppliers, including procurement, contractor induction, performance monitoring, SLA management and ensuring compliance with Health & Safety and Information Governance requirements.
• Oversee departmental assets, vehicles, equipment, stock and storage areas, ensuring appropriate maintenance, auditing and inventory control arrangements are in place.
• Conduct regular inspections and audits of buildings, grounds, plant and equipment, ensuring risks, defects and non-compliance issues are identified, reported and resolved.
• Coordinate facilities support services for operational departments and ensure estate-related requests are responded to promptly and effectively, using information gathered from the Hospice’s reporting systems.
• Champion environmental sustainability initiatives and identify opportunities to improve efficiency and reduce environmental impact across the estate.
• Produce regular reports for the Head of Estates, providing updates on operational performance, compliance, projects, budgets, risks and improvement activities.
• Participate in regular team meetings to drive performance and delivery of staff, Carry out audits and organisational projects as required and provide out-of-hours management support when necessary.