DML422025 Maintenance Manager

Remuneration

The salary scale for the post is: (01/03/2025)

€59,419 €60,870 €62,566 €64,268 €65,976 €67,501 €69,054 €70,566 €72,067 €74,650 €77,243 LSIs

New appointees to any grade start at the minimum point of the scale. Incremental credit will be applied for recognised relevant service in Ireland and abroad (Department of Health Circular 2/2011). Incremental credit is normally granted on appointment, in respect of previous experience in the Civil Service, Local Authorities, Health Service and other Public Service Bodies and Statutory Agencies.

Purpose of the Post

The Maintenance Manager is responsible for the maintenance, repair, upkeep and decoration of all property, site services owned, occupied or maintained by the HSE in his/her area of responsibility which in this case is the Longford/Westmeath geographical area.

Principal Duties and Responsibilities

The Maintenance Manager will:

Professional/ Technical

• To maintain all elements of the built environment in Longford and Westmeath including but not limited to: roads, pathways, grounds, buildings, plant and equipment in accordance with statutory regulations, healthcare standards, manufacturers recommendations, industry norms and best practice;

• To manage the department on the basis of delivering a quality-based, cost-effective, efficient service;
• To review existing contracts and put in place as required; maintenance service contracts and manage / monitor the effectiveness of these contracts and ensure a universal approach is maintained site-wide;
• To review existing planned preventative maintenance programmes and put in place as required, a composite planned preventative maintenance programme for the entire facility;
• The development of asset registers for all the managed assets and development of an efficient and compliant system of operation and maintenance;
• To co-operate with the HSE IT development programme;
• To develop systems of working which will deliver efficiencies within the department;
• To develop management systems for the performance and maintenance of buildings including the mechanical & electrical services incorporating legal requirements, best practice and quality control procedures;
• To ensure that all maintenance activities are carried out in accordance with statutory regulations, healthcare standards, manufacturer’s recommendations, design team requirements, industry norms, HSE policies and best practice;
• To participate in and co-operate with the management of new development projects;
• To advise on the maintenance requirements of new projects (at briefing stage, design stage, construction stage and commissioning / handover stage) and ensure that appropriate levels of maintenance funding are identified, sought and the appropriate contracts and arrangements are put in place and managed;
• To participate on project teams and / or project related meetings when required; 
• Preparation of annual Buildings and Maintenance Plans to include: preventative maintenance; Minor Capital; Major Capital; Energy Management.
• To supervise the minor capital works assigned to him / her and manage the procurement and execution of same as assigned by the Services Manager/Estates Manager/Designated Officer;
• To ensure contract works are properly managed in line with HSE policy, construction regulations and Health & Safety legislation;
• To ensure contractors observe permit to work systems & ensure contractors comply with all HSE requirements including Infection Prevention and Control;
• To manage and ensure that Safety, Health and Welfare at work legislation, regulations and good practice relevant to the role of buildings and maintenance management as it applies to the HSE and contractors staff, are implemented and complied with; 
• To review, update and keep current the infrastructural risk register for the facility and to develop and action resolution/mitigation measures required to manage this risk;
• The preparation of such reports, estimates, specifications and drawings as are required for the proper carrying out of work;
• Keeping such records and carrying out of such tests as may be required. To ensure that all documentation in relation to the service and maintenance of all essential services and plant are maintained and filed in a clear and orderly fashion;

• The management of staff, materials, equipment, finances and contractors associated with the Maintenance Department;
• To develop specifications for tender as required;
• To plan, organise and control the work such that a continuous and quality service is provided;
• To compile and record maintenance reports associated with the work consistent with the best practice and quality control measures;
• To liaise and meet with local management ,department heads and their nominees in relation to carrying out of maintenance activities, minor capital activities and capital projects;
• To carry a mobile phone, smart phone, bleep, lone working alarm device and any other communication device or laptop as deemed necessary;
• Demonstrate pro-active commitment to all communications with internal and external stakeholders;
• To be the link person/coordinator with security contractors.

Staff/HR Duties

• To motivate department staff and develop good staff relations;
• To promote a quality working environment within the department;
• To ensure that staff are familiar with and observe HSE policies and procedures, e.g. grievance and disciplinary procedures, emergency and safety procedures, Health & Safety Act Construction Regulations;
• To manage staff issues including disciplinary issues and liaise with local management, estates management, HSE management and advisors etc., in relation to staff issues as required;
• To manage and develop the management structure of the department and ensure all staff are carrying out their roles and responsibilities by (for example) holding regular / staff team meetings.
• To ensure all staff are compliant with HSE time and attendance policies;
• To manage the planning, supervising and control of work programmes including the supervising of the time-keeping, attendance, productivity and the quality of work and competency of staff under his/her control; certify payroll returns.
• To identify the training needs of staff so as to facilitate the up-skilling and education of staff to meet the evolving needs of the services;
• To ensure all staff and contractors are competent to deliver on their roles and responsibilities;
• To ensure staff participate in training and courses as may be desirable/necessary/mandatory in the performance of their duties;
• To encourage staff to participate in skill and knowledge development programmes relevant to their roles;
• To carry out staff and contractor induction processes;
• To engage with staff in a timely manner and ensure full communication is achieved and maintained and staff are kept fully informed of all developments and changes in advance of any implementation programme;
• To participate in the recruitment process of the HSE.

Health & Safety

• Have a working knowledge of Health & Safety Legislation, including the Safety, Health & Welfare at Work Act(2005), Safety, Health & Welfare at Work (General Application) Regulations (2007)(SI 299), construction regulations 2013(SI 291) and a good level of knowledge regarding all other health and safety legislation.
• To work to ensure that all requirements, statutory and recommended, needed to maintain a safe environment, for patients, staff , visitors and others are met and the provisions of the Safety, Health and Welfare at Work Act are fully complied with;
• To ensure that the management of the department’s staff and that of the contractors are managed in accordance with the construction regulations;
• To be aware of all Health & Safety policy and procedures relevant to the role of the activities of the Buildings and Maintenance department and manage upon these – applicable both within the Buildings and Maintenance department and to the Health Service Executive properties as a whole;
• To ensure that staff under his/her responsibility are aware of the Health Service Executive Health & Safety Policy and that policy is adhered to;
• To maintain and revise departmental safety statements and ensure all staff are made aware and have read the document and signed off on it;
• To carry out risk assessments (including infrastructural risks);
• To liaise with the Fire & Safety Officer on all issues related to infrastructural Health & Safety and Fire Safety;
• To carry out safety audits in various locations with the Fire & Safety Officers and the local responsible persons relevant to his/her area of responsibility;
• To manage the preparation, development, implementation and monitoring of safe systems of work including safe work practice sheets relevant to staff supervision and to review their effectiveness on an on-going basis and modify as required.

Financial

• To prepare additional budgetary submissions for infrastructural risks works, new developments ,business cases for change in delivering the service or additional services being added;
• To ensure adherence to the HSE’s procurement policies and financial regulations;
• To ensure value for money in purchasing of materials and awarding contracts;
• Management of all purchases;
• Verification and approval of invoices;
• Certification of payments;
• To manage and prioritise maintenance needs and prepare estimates for annual planned and reactionary maintenance work programmes.

PLEASE NOTE THE FOLLOWING GENERAL CONDITIONS:

• Employees must attend fire lectures periodically and must observe fire orders.
• All accidents within the Department must be reported immediately.
• Infection Control Policies must be adhered to.

• In line with the Safety, Health and Welfare at Work Act, 2005 all staff must comply with all safety regulations and audits.
• In line with the Public Health (Tobacco) (Amendment) Act 2004, smoking on HSE property and grounds is not permitted.
• Provide information that meets the need of Senior Management.
• To support, promote and actively participate in sustainable energy, water and waste initiatives to create a more sustainable, low carbon and efficient health service.

Risk Management, Infection Control, Hygiene Services and Health & Safety

• The management of Risk, Infection Control, Hygiene Services and Health & Safety is the responsibility of everyone and will be achieved within a progressive, honest and open environment.
• The post holder must be familiar with the necessary education, training and support to enable them to meet this responsibility.
• The post holder has a duty to familiarise themselves with the relevant Organisational Policies, Procedures & Standards and attend training as appropriate in the following areas:
• Continuous Quality Improvement Initiatives
• Document Control Information Management Systems
• Risk Management Strategy and Policies
• Hygiene Related Policies, Procedures and Standards
• Decontamination Code of Practice
• Infection Control Policies
• Safety Statement, Health & Safety Policies and Fire Procedure
• Data Protection and confidentiality Policies
• The post holder is responsible for ensuring that they comply with HSE and local Risk Management and Incident reporting Policies and Procedures.
• The post holder is responsible for ensuring that they comply with hygiene services requirements in your area of responsibility. Hygiene Services incorporates environment and facilities, hand hygiene, catering, cleaning, the management of laundry, waste, sharps and equipment.
• The post holder must foster and support a quality improvement culture through-out your area of responsibility in relation to hygiene services.
• The post holder must take reasonable care for his or her own actions and the effect that these may have upon the safety of others.
• The post holder must cooperate with management, attend Health & Safety related training and not undertake any task for which they have not been authorised and adequately trained.
• The post holder is required to bring to the attention of a responsible person any perceived shortcoming in our safety arrangements or any defects in work equipment.
• Have a working knowledge of the Health Information and Quality Authority (HIQA) Standards as they apply to the role for example, Standards for Healthcare, National Standards for the Prevention and Control of Healthcare Associated Infections, Hygiene Standards etc.

The above Job Specification is not intended to be a comprehensive list of all duties involved and consequently, the post holder may be required to perform other duties as appropriate to the post which may be assigned to him/her from time to time and to contribute to the development of the post while in office.

Eligibility Criteria

Qualifications and/ or experience

Candidates must have at the latest date of application: -

1.      Professional Qualifications, Experience etc.

(a)          

                 i)          Hold a third level qualification to a minimum standard of Higher Certificate (Quality and Qualifications Ireland (QQI) Level 6) in a building discipline or relevant engineering discipline.

Or

                ii)          Have successfully served a recognised apprenticeship of not less than four years and qualified as a Craftsman as recognised by the Irish Standards Authority ETB (Education and Training Board).

Or

               iii)          Hold a qualification at least equivalent to (i) or (ii) above

And

(b) Have 5 years satisfactory post qualification / apprenticeship experience of maintaining industrial and domestic type buildings, of which 2 years’ experience must be in the management of a small maintenance team.

Health

A candidate for and any person holding the office must be fully competent and capable of undertaking the duties attached to the office and be in a state of health such as would indicate a reasonable prospect of ability to render regular and efficient service.

Character

Each candidate for and any person holding the office must be of good character.

Post Specific Requirements

• Demonstrate depth and breadth of experience as is relevant to the role.
• Have successfully undertaken or be willing to undertake the Solas Safe Pass Health & Safety Awareness Training Programme, or equivalent approved training programme in line with service need. (Please note if you have not undertaken this training, you will be required to successfully complete this training on taking up the post).
• Demonstrate depth and breadth of experience maintaining industrial and domestic type buildings, including experience in the management of a small maintenance team, as relevant to the role.

·        Demonstrate depth and breadth of experience in electrical, mechanical and building maintenance, in an industrial setting, as relevant to the role.

Other requirements specific to the post

• Access to appropriate transport and full drivers’ licence to fulfil the requirements of the role.

• Participation in on call and management of out of hours maintenance calls

Additional eligibility requirements:

Citizenship Requirements

Eligible candidates must be:

(i)               EEA, Swiss, or British citizens

OR

(ii)              Non-European Economic Area citizens with permission to reside and work in the State

Read Appendix 2 of the Additional Campaign Information for further information on accepted Stamps for Non-EEA citizens resident in the State, including those with refugee status.

Skills, competencies and/or knowledge

Candidates must:

Technical / Professional

·        Demonstrate good knowledge of construction, environment and building technology, mechanical and electrical services including their installations, building maintenance, maintenance management issues, practice and procedures.

·        Demonstrate knowledge of current regulations regarding building, fire, electrical, and gas installations.

·        Demonstrate significant knowledge of Building Management Systems.

·        Demonstrate sufficient technical knowledge to carry out the duties and responsibilities of the post.

·        Demonstrate evidence of project management skills encompassing all streams of work appropriate with key responsibilities.

·        Demonstrate evidence of experience and ability to perform hands-on maintenance repair work on equipment with tools, if required.

·        Demonstrate the ability to read and interpret architects’/engineers’ drawings, specifications and technical directions.

·        Demonstrate the ability to develop and write technical engineering reports.

·        Demonstrate the ability to design and implement structured policies and systems for the management of service and maintenance of hospital equipment and systems.

• Demonstrate knowledge and experience of managing budgets; including the ability to adhere to deadlines within budgetary levels.

·        Demonstrate evidence of experience in control and supervision of staff and record keeping.

·        Demonstrate evidence of computer skills including the use of AutoCad, Microsoft Word, Excel, e-mail and the internet, as relevant to the role.

·        Demonstrate awareness of relevant standards, policies and legislation for example Health and Safety, Freedom of Information Act 1997, Childcare Act, HIQA Standards.