Job description

Job responsibilities

PHYLLIS TUCKWELL

JOB DESCRIPTION

POST: Director of IT, Digital Transformation and Facilities

RESPONSIBLE TO: Chief Executive

RESPONSIBLE FOR: Head of IT, Head of Facilities and Sustainability

JOB PURPOSE:

To lead the digital and physical services required to ensure the smooth running of the organisation. This includes, IT, digital transformation, housekeeping, estates, catering and environmental sustainability activities.

To develop and oversee continued investment in digital technology, transformation and project management.

To ensure Phyllis Tuckwell (PT) has an effective and efficient modern estate. Overseeing the successful delivery of the new Hospice site and services to make it operational, including the development of a strategy to increase the environmental sustainability of the hospices activities.

Together with other senior leaders and the Chief Executive, be responsible for the day-to-day management and operation of PT, supporting a more diverse, equitable and inclusive organisation, that we can all be proud of.

KEY RESPONSIBILITIES:

1.0 Senior Leadership Team Responsibilities

A part of the senior member of the Hospice Management Team and, together with other SMT members and the Chief Executive, be responsible for the day-to-day management of PT.

a) Play an active role in the organisations strategic direction, planning and management.

b) Develop digital networks within the Hospice movement, NHS and other establishments.

c) Represent Digital and Facilities functions at the meetings of the Board of Trustees, and lead on the work of the Operations Sub-Committee.

d) Represent PT externally on occasions, for example at fundraising presentations and to ensure that the organisations reputation is maintained and enhanced.

e) Annual planning and budgeting process (capital and revenue) and ensure budgets are appropriately monitored and managed in accordance with PT financial policies and procedures.

f) Actively support and participate in quality monitoring and audit as appropriate. Ensure contractors operating in the digital and facilities area are performing well, and in line with PT policies and procedures.

2.0 IT and Digital Transformation Services

a) Oversight of the development and implementation of IT, digital and data services throughout PT, and for building capability to deliver change (business processes and project management).

b) Oversight of the digital strategy and create and support an environment of digital innovation, transformation and best practice. Key elements include making sure our digital environment is fit for the future, we have a clear set of transformation projects identified and resourced, and activities to build user capability within the organisation.

c) Lead the business continuity activity for PT

d) Provide leadership of the PT IT staff, volunteers and contractors and line management of the Head of IT. Build and maintain a strong team, through good performance management and staff development in line with PTs workforce strategy.

e) Provide oversight and support to the Senior Information Risk Owner, supporting the Data Protection Advisory Group in maintaining Data Security an Information Governance within relevant legislation and guidelines.

f) Oversight of the plan to strengthen and further develop our project management capability so we can be agile and confident in our ability to deliver change well.

g) Work with the Head of IT to create a workplan to improve our systems and processes streamlining and reducing duplication whilst maintaining our high standards.

h) Monitor and control the IT and transformation capital and revenue budgets in accordance with PTs financial policies and procedures.

3.0 Facilities Responsibilities

a) Oversight of the estates project, ensuring the build of the new Hospice is completed to time, cost and quality, that our services are transferred safely and we maximise the advantages that it provides, along with our refurbished Beacon Centre in Guildford.

b) Provide leadership of the PTs facilities staff, volunteers and contractors and line management of the head of facilities and sustainability. Build and maintain a strong team, through good performance management and staff development in line with PTs workforce strategy.

c) Ensure a facilities plan is in place and being delivered, covering user needs, regulatory requirements, management of rental properties, business case development for investments and identifying projects for improvement. The plan will cover the full range of the responsibilities including housekeeping, catering and estates areas.

d) Oversee the management and maintenance of relevant outsourced contracts, services, utilities and insurance within the overall estate (including the Farnham Hospice Site, Beacon Centre, and PTs warehouse and retail estate).

4.0 Sustainability Responsibilities:

a) Develop a corporate approach and plan for PT to become a more environmentally responsible organisation, as part of making PT a great place to be.

5.0 Risk Management

a) Responsibility for managing the operations element of PTs risk register relating to IT, Digital Transformation and Facilities responsibilities, ensuring risks are reviewed on a regular basis and appropriate actions taken to reduce the impact of risks reporting regularly to the appropriate Board Sub Committee.

6.0 Training and Development

Team

a) Ensure team members receive appropriate training and development to assist them in their individual and team roles in order to improve efficiency and team morale.

Personal

b) Keep abreast of developments across the voluntary sector and to develop effective networks within the hospice movement and other organisations as appropriate.

c) Identify appropriate personal development needs and agree with the Chief Executive so as to keep up to date with the range of professional and personal skills required by the post.

Safeguarding, Equality, Diversity and Inclusion

Role holders are required to understand their responsibilities in the safeguarding context, ensuring that Phyllis Tuckwell reduces the risk of harm or abuse of adults and children at risk.

You are required to

• adhere to Phyllis Tuckwells Safeguarding Policy (held on the NEST), which supports the local authoritys multi agency safeguarding policy, the law (Care Act 2014) and Mental Capacity Act 2005 (including Deprivation of Liberty Safeguards).
• inform the appropriate PT professional where there is concern that an adult or child may be at risk of harm, abuse or neglect.

Phyllis Tuckwell is committed to an Equal Opportunities approach, valuing, and respecting everyone as individuals, with diverse opinions, cultures, lifestyles, and circumstances.

This job description is underpinned by Phyllis Tuckwells philosophy, culture, and core values, which actively embrace diversity and inclusion and promotes total team spirit.

This job description is current and subject to yearly review in consultation with the jobholder. It is liable to reflect and anticipate necessary changes to support the PT strategy.

Job responsibilities

PHYLLIS TUCKWELL

JOB DESCRIPTION

POST: Director of IT, Digital Transformation and Facilities

RESPONSIBLE TO: Chief Executive

RESPONSIBLE FOR: Head of IT, Head of Facilities and Sustainability

JOB PURPOSE:

To lead the digital and physical services required to ensure the smooth running of the organisation. This includes, IT, digital transformation, housekeeping, estates, catering and environmental sustainability activities.

To develop and oversee continued investment in digital technology, transformation and project management.

To ensure Phyllis Tuckwell (PT) has an effective and efficient modern estate. Overseeing the successful delivery of the new Hospice site and services to make it operational, including the development of a strategy to increase the environmental sustainability of the hospices activities.

Together with other senior leaders and the Chief Executive, be responsible for the day-to-day management and operation of PT, supporting a more diverse, equitable and inclusive organisation, that we can all be proud of.

KEY RESPONSIBILITIES:

1.0 Senior Leadership Team Responsibilities

A part of the senior member of the Hospice Management Team and, together with other SMT members and the Chief Executive, be responsible for the day-to-day management of PT.

a) Play an active role in the organisations strategic direction, planning and management.

b) Develop digital networks within the Hospice movement, NHS and other establishments.

c) Represent Digital and Facilities functions at the meetings of the Board of Trustees, and lead on the work of the Operations Sub-Committee.

d) Represent PT externally on occasions, for example at fundraising presentations and to ensure that the organisations reputation is maintained and enhanced.

e) Annual planning and budgeting process (capital and revenue) and ensure budgets are appropriately monitored and managed in accordance with PT financial policies and procedures.

f) Actively support and participate in quality monitoring and audit as appropriate. Ensure contractors operating in the digital and facilities area are performing well, and in line with PT policies and procedures.

2.0 IT and Digital Transformation Services

a) Oversight of the development and implementation of IT, digital and data services throughout PT, and for building capability to deliver change (business processes and project management).

b) Oversight of the digital strategy and create and support an environment of digital innovation, transformation and best practice. Key elements include making sure our digital environment is fit for the future, we have a clear set of transformation projects identified and resourced, and activities to build user capability within the organisation.

c) Lead the business continuity activity for PT

d) Provide leadership of the PT IT staff, volunteers and contractors and line management of the Head of IT. Build and maintain a strong team, through good performance management and staff development in line with PTs workforce strategy.

e) Provide oversight and support to the Senior Information Risk Owner, supporting the Data Protection Advisory Group in maintaining Data Security an Information Governance within relevant legislation and guidelines.

f) Oversight of the plan to strengthen and further develop our project management capability so we can be agile and confident in our ability to deliver change well.

g) Work with the Head of IT to create a workplan to improve our systems and processes streamlining and reducing duplication whilst maintaining our high standards.

h) Monitor and control the IT and transformation capital and revenue budgets in accordance with PTs financial policies and procedures.

3.0 Facilities Responsibilities

a) Oversight of the estates project, ensuring the build of the new Hospice is completed to time, cost and quality, that our services are transferred safely and we maximise the advantages that it provides, along with our refurbished Beacon Centre in Guildford.

b) Provide leadership of the PTs facilities staff, volunteers and contractors and line management of the head of facilities and sustainability. Build and maintain a strong team, through good performance management and staff development in line with PTs workforce strategy.

c) Ensure a facilities plan is in place and being delivered, covering user needs, regulatory requirements, management of rental properties, business case development for investments and identifying projects for improvement. The plan will cover the full range of the responsibilities including housekeeping, catering and estates areas.

d) Oversee the management and maintenance of relevant outsourced contracts, services, utilities and insurance within the overall estate (including the Farnham Hospice Site, Beacon Centre, and PTs warehouse and retail estate).

4.0 Sustainability Responsibilities:

a) Develop a corporate approach and plan for PT to become a more environmentally responsible organisation, as part of making PT a great place to be.

5.0 Risk Management

a) Responsibility for managing the operations element of PTs risk register relating to IT, Digital Transformation and Facilities responsibilities, ensuring risks are reviewed on a regular basis and appropriate actions taken to reduce the impact of risks reporting regularly to the appropriate Board Sub Committee.

6.0 Training and Development

Team

a) Ensure team members receive appropriate training and development to assist them in their individual and team roles in order to improve efficiency and team morale.

Personal

b) Keep abreast of developments across the voluntary sector and to develop effective networks within the hospice movement and other organisations as appropriate.

c) Identify appropriate personal development needs and agree with the Chief Executive so as to keep up to date with the range of professional and personal skills required by the post.

Safeguarding, Equality, Diversity and Inclusion

Role holders are required to understand their responsibilities in the safeguarding context, ensuring that Phyllis Tuckwell reduces the risk of harm or abuse of adults and children at risk.

You are required to

• adhere to Phyllis Tuckwells Safeguarding Policy (held on the NEST), which supports the local authoritys multi agency safeguarding policy, the law (Care Act 2014) and Mental Capacity Act 2005 (including Deprivation of Liberty Safeguards).
• inform the appropriate PT professional where there is concern that an adult or child may be at risk of harm, abuse or neglect.

Phyllis Tuckwell is committed to an Equal Opportunities approach, valuing, and respecting everyone as individuals, with diverse opinions, cultures, lifestyles, and circumstances.

This job description is underpinned by Phyllis Tuckwells philosophy, culture, and core values, which actively embrace diversity and inclusion and promotes total team spirit.

This job description is current and subject to yearly review in consultation with the jobholder. It is liable to reflect and anticipate necessary changes to support the PT strategy.

Person Specification

Experience

Essential

• Good knowledge of IT and Digital systems and how these can improve service delivery for users
• Broad experience and success in developing, managing and delivering digital projects
• Working knowledge of estates and facilities management
• Ability to operate at a senior level with an excellent understanding of strategic planning and organisational skills
• Proven track record of successful project management

Desirable

• Previous experience of working in a health care setting
• Understanding of how to increase the environmental sustainability of an organisation.
• Experience of procuring organisational insurances
• Experience of management of contract and lease negotiations

Qualifications

Essential

• Educated to Masters in a relevant subject, or equivalent level of experience

Desirable

• MSP or similar qualification in programme or project management

Risk Mangement

Essential

• Able to oversee and ensure the quality and compliance of digital and estates services

Desirable

• Up to date knowledge of Risk Management

Quality & Using Information & Systems

Essential

• Able to work under pressure, to deadlines and prioritise effectively
• Ability to successfully manage a varied and often challenging workload
• Good knowledge of Microsoft Office and Maintenance Software

Desirable

• A clear understanding of the Microsoft Ecosystem, its products and services

Education & Training

Essential

• Evidence of commitment to continuing personal and professional development
• Willingness to undertake training applicable to the role

Team Working

Essential

• An excellent role model who values diversity and inclusion
• An effective leader and manager, experienced in managing change, developing and motivating others
• Knowledge of engaging and working with external contractors
• Team player
• Flexible attitude to working arrangements
• Willingness to be part of the on-call rota

Desirable

• Experience of working with volunteers

Relationships, Oral & Written Communication

Essential

• Excellent interpersonal skills including strategic, influencing/negotiation skills.
• Able to communicate effectively at all levels and managed differing expectations
• Able to effectively network internally and externally to the organisation
• Able to produce effective written communication

Experience

Essential

• Good knowledge of IT and Digital systems and how these can improve service delivery for users
• Broad experience and success in developing, managing and delivering digital projects
• Working knowledge of estates and facilities management
• Ability to operate at a senior level with an excellent understanding of strategic planning and organisational skills
• Proven track record of successful project management

Desirable

• Previous experience of working in a health care setting
• Understanding of how to increase the environmental sustainability of an organisation.
• Experience of procuring organisational insurances
• Experience of management of contract and lease negotiations

Qualifications

Essential

• Educated to Masters in a relevant subject, or equivalent level of experience

Desirable

• MSP or similar qualification in programme or project management

Risk Mangement

Essential

• Able to oversee and ensure the quality and compliance of digital and estates services

Desirable

• Up to date knowledge of Risk Management

Quality & Using Information & Systems

Essential

• Able to work under pressure, to deadlines and prioritise effectively
• Ability to successfully manage a varied and often challenging workload
• Good knowledge of Microsoft Office and Maintenance Software

Desirable

• A clear understanding of the Microsoft Ecosystem, its products and services

Education & Training

Essential

• Evidence of commitment to continuing personal and professional development
• Willingness to undertake training applicable to the role

Team Working

Essential

• An excellent role model who values diversity and inclusion
• An effective leader and manager, experienced in managing change, developing and motivating others
• Knowledge of engaging and working with external contractors
• Team player
• Flexible attitude to working arrangements
• Willingness to be part of the on-call rota

Desirable

• Experience of working with volunteers

Relationships, Oral & Written Communication

Essential

• Excellent interpersonal skills including strategic, influencing/negotiation skills.
• Able to communicate effectively at all levels and managed differing expectations
• Able to effectively network internally and externally to the organisation
• Able to produce effective written communication

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

Employer details

Employer name

Phyllis Tuckwell Memorial Hospice Ltd

Address

Phyllis Tuckwell Hospice

Crosby Way

Farnham

Surrey

GU97XG

Employer's website

https://www.pth.org.uk/ (Opens in a new tab)