Estates Manager

Reporting relationship

The Estates Manager reports directly to the Assistant National Director Capital & Estates

Key working relationships

Capital & Estates National & Regional Colleagues

Regional Health Colleagues

Acute Hospital Colleagues

Department of Health & other relevant government agencies

Design Teams, Construction Contractors

Purpose of the post

To manage and deliver health care estate services including administrative, professional, technical and project management services in accordance with the responsibilities and duties of the post.

The role may be dedicated to manage either Acute or Community infrastructure within a region or may be assigned to manage all infrastructure in a geographical area within a region.

Principal duties and responsibilities

In accordance with the policies and procedures of the HSE and working as part of the Regional Capital & Estates Management Team:

• To provide support and advise in relation to the management of the estate including capital planning and project management, estate maintenance, environmental management, and infrastructural risk management.
• To manage the staff, financial and other resources assigned to the post holder.
• To ensure implementation of HSE estate policies and procedures in managing the estate including support for service managers.
• To manage the delivery of the relevant aspects of the capital plan including the management of individual projects within the plan as well as projects relating to Infrastructural Risk matters.
• To manage the maintenance of the HSE’s estate in a safe manner including arrangements for the management of directly employed staff and contractors engaged in maintaining the HSE’s estate within Community Services Buildings where HSE Capital & Estates have responsibility for maintenance.
• To work in a collaborative manner and liaise and consult with the office of the REO, service managers and other HSE Health Services, including Tusla Child & Family Services in relation to Capital & Estates issues and service requirements.

These activities will include:

Planning and supervising the execution of major capital works by:

·        Preparing and delivering a Capital plan for the area in compliance with Capital Approval Protocols, Public Procurement requirements and the HSE financial Regulations.

• Managing the preparation of a comprehensive brief for projects in consultation with services and Capital & Estates personnel and advisors.
• Ensuring that the brief is known to and understood, in appropriate detail, by all those who are likely to work in the new facility.
• Preparation of Capital submissions in accordance with HSE Capital Approval protocols
• Managing the necessary and appropriate consultation processes, meetings, and other activities necessary to satisfactory completion of the project.
• Complying with all regulatory and statutory requirements including permission, licences, certificates, and approvals.
• Ensure all works are carried out in compliance with Health and Safety regulations.
• Acting as senior administrative officer for the management of projects and helping to quickly resolve such issues as may be for resolution and agreement.
• Defining requirements for design services, buildings, and equipment.
• Procurement and selection of Design Teams, other professional services, and contractors for Capital Projects, arranging and managing the procurement processes.
• Arranging for preparation of specifications, drawing and contract documents for Capital Projects.
• Obtaining approval to proposals as necessary in accordance with HSE protocols and regulations in a timely manner.
• Developing proposals with selected design teams and contractors.
• Developing action plans for the timely and efficient completion of contracts. Co-ordinating the tender and control stages of projects, having close liaison with design teams, site supervisory staff, etc. on the one hand and hospital personnel on the other.
• Supervising staff and contractors in the implementation of agreed programmes.
• Ensuring that equipping/commissioning teams are established in good time, are adequately briefed, and trained, and is effectively supported in carrying out its work.
• Managing and controlling agreed project timescales and budgets for planning, design, construction and equipping and budgets to agreed quality standards.
• Anticipating difficulties and problems, especially those arising from phasing, variations, commissioning, and vacating, and ensuring that where necessary these are either resolved directly or brought to the notice of Assistant National Director and Capital & Estates Corporate/ Project Board, for decisions on claims for delays, extras etc.
• Managing the processing, certification and controlling expenditure on each assigned project. This is to include presentations to senior management and Project Board as required, of information and current estimates of total costs, running statements of financial commitment and forecasts of expenditure.
• Checking design team fees accounts with regards to agreed fees and certification of same. He/she shall process payments to contractors and design team firms for payment in accordance with constraints set down in contract documents, forms of agreement and statutory provisions.
• Advising line management on measures appropriate to enable the orderly phasing out of services in old facilities and the transfer to new facilities of staff and services. Assisting in the orderly phasing of developments by agreeing appropriate arrangements with line management and to keep line management and senior clinical staff informed of the plans as the developments proceed.
• Preparation of progress reports on Capital developments as required.
• Provide these services in relation to assigned Voluntary Services providers when required and ensure the application of the HSE Financial Regulations in relation to Grants to Voluntary Service providers.

Planning and supervising the execution of minor capital works by ensuring:

·        The identification of minor capital Infrastructural risk priorities as identified in the Infrastructure Risk Register.

·        The preparation of a minor capital programme in consultation with service managers for approval.

·        The assigning of responsibility for the delivery of Minor Capital Works.

·        The overall management of allocated Minor Capital Funds, including regular financial and progress reports.

•  Assigning responsibility for:
• The development of a comprehensive brief for the projects.
• Arranging of the preparation of plans and contract documents to detail required.
• The arrangement of the submission of tenders and recommending tenders for acceptance and agreeing programme for projects with contractors.
• Ensuring that agreed programme is completed within time and tender sum.
• Ensure all works are carried out in compliance with Health and Safety regulations.

Managing, co-ordinating and supporting the activities of the HSE Property Transaction Protocol and other relevant property related tasks such as:

• Managing property and advisory services as deemed appropriate for the management of the healthcare estate property portfolio in the relevant Capital & Estates area.
• To develop update and implement a property management strategy and local property plans in collaboration with other key personnel and advisors.
• To ensure property requirements are fully integrated with service provision and staffing levels and ensure all cross-care group opportunities for property utilisation are maximised within the HSE’s Property portfolio.
• To implement and advise on a suite of performance indicators to effectively monitor the implementation of the HSE’s Property strategy and effectiveness of the utilisation of the HSE’s properties.
• To implement and advise on appropriate guidelines/procedures for property rentals and leases, to inspect leases and contracts, make appropriate recommendations and liaise with insurers.
• Oversee the identification and evaluation in a timely manner of proposed property leases or property acquisitions required by Service Managers to deliver Health Services.
• Ensuring that Legal advice is sought where required.
• To ensure that all property transactions conform to statutory requirements.
• To ensure where required external expertise is procured in accordance with public procurement regulations.
• To assess the physical infrastructure of the HSE’s property portfolio including purpose, state of upkeep, capacity, suitability, space utilisation and security.
• To determine or obtain values of individual properties and develop effective procedures for property purchasing/disposal, including liaison with auctioneers.
• To maintain and keep a property asset register including appropriate records of the HSE’s legal title to properties.
• To develop and maintain a Property Database including maps, drawings, contracts, etc.
• To manage conveyance requirements in collaboration with the HSE’s solicitors.
• To ensure that all newly acquired properties are included in the HSE’S property register.

Ensuring that adequate fire prevention and safety measures and standards are devised and applied by:

·        Discussing with the local authority Fire Officer in the area in association with the Service Manager and HSE Fire Officers and other relevant HSE staff, fire precaution and safety measures, and their priorities.

·        Providing a programme for implementation of agreed measures and arranging for employment and training of sufficient fire prevention officers.

• Advising and agreeing annual programmes for fire training and precaution schemes after consultation with local authority Fire Officers in the area and the Service Managers and HSE Fire Officers.
• Liaising with HSE Corporate Fire Safety Office in relation to Fire safety issues including provision of proposals seeking funding and implementation of works in relation to Fire safety Improvement works.
• Allocating and reviewing areas of responsibility of Fire and Safety officers so as to ensure optimum delivery of the service.

Providing advice on Sustainability and the efficient use of energy, water etc and work with services personnel and other Capital & Estates personnel and advisors on the efficient use of energy in healthcare premises by:

• Monitoring and reporting on the energy consumption in healthcare premises
• Assessing the energy efficiency standards in premises in accordance with current standards and regulations.
• Advising on investment proposals in energy saving projects.
• Preparing and implementing agreed investment proposals on energy saving projects
• Preparing and managing water and waste management programmes.

Advising on facilities safety and environmental matters in conjunction with services personnel and other Capital &Estates personnel, and advisors as required by:

·        Arranging for compiling, maintaining and updating of an Infrastructural Risk Register for the Health Estate.

• Assisting as necessary in assessing Health & Safety of facilities and environmental risks.
• To co-operate with services managers, Health & Safety, Risk Management, Occupational Health and Infection Control Staff in addressing facilities improvements with regard to legislative compliance.

Aiding service management / budget holders in preparing programmes for the maintenance of buildings, services, equipment under their control and implementation and delivery of the maintenance service directly where it falls under Capital & Estates responsibility. (Currently maintenance falls under Capital & Estates in Swords; Cherry Orchard; Clonskeagh & Cork/Kerry Offices but this is under review)

Aiding service management / budget holders in drawing up, or in appropriate circumstances, to arrange for the development of plans and contract arrangements for the implementation of approved maintenance programmes and implementation and delivery of the maintenance service directly where it falls under Capital & Estates responsibility.

Aiding service management / budget holders regarding HSE buildings, services, equipment under their control with the objective that these are adequately maintained in accordance with the approved maintenance programmes.

In addition to capital allocations the Estates Manager is also responsible for the pay and non-pay revenue resources allocated to the Capital & Estates Office - including management of various Corporate Offices and Vacant buildings and properties.

The Estates Manager will have overall responsibility for:

·        Capital & Estates management, administrative, and specialist staff as relevant to the role.

·        Allocated revenue resources.

·        Allocation of staff and resources so as to endeavour to ensure the optimum and appropriate delivery of Capital & Estates services.

·        Reviewing on-going resource requirements and the preparation of business cases to seek additional resources.

·        Monitoring Budget expenditure.

·        Ensuring compliance with HSE policy and procedures including personnel policies and financial regulations.

·        Ensuring that new policies and procedures are brought to the attention of all staff and arranging any required training or familiarisation.

·        Arranging for the briefing and training of staff in relation to Health Care Standards, Regulatory and statutory requirements on an on-going basis.

·        Completion of annual declarations of compliance.

·        Managing Industrial relations issues in relation to assigned staff.

·        Arranging for the reviewing of the on-going training needs of staff and make appropriate arrangements.

·        Achieving targets and plans and completion of agreed Capital & Estates programmes within allocated budgets.

·        Being successful in developing good working relationships with other members of the Capital & Estates team and with management of healthcare services.

·        Have a 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.and comply with associated HSE protocols for implementing and maintaining these standards.

·        To support, promote and actively participate in sustainable energy, water and waste initiatives to create a more sustainable, low carbon and efficient health service.

·        To act as spokesperson for the Organisation as required.

·        Demonstrate pro-active commitment to all communications with internal and external stakeholders.

·        Participate in advisory groups and Capital & Estates initiatives as may be required.

·        Adequately identifies, assesses, manages and monitors risk within their area of responsibility.

·        Engage in the HSE performance achievement process in conjunction with your Line Manager and staff as appropriate.

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 them from time to time and to contribute to the development of the post while in office.

Eligibility criteria

Qualifications and/ or experience

Candidates must at the latest date of application:

1.      Professional Qualifications, Experience etc.

       i)          Hold a Level 8 (or higher) Quality & Qualifications Ireland (QQI) major academic award in Architecture, Engineering or Surveying, accredited by the relevant Professional Institute (Society of Chartered Surveyors in Ireland, Royal Institution of Chartered Surveyors, Engineers Ireland, Royal Institute of Architects of Ireland)

OR

      ii)          Have Full Membership of the relevant professional association1:

Society of Chartered Surveyors in Ireland

Royal Institution of Chartered Surveyors

Engineers Ireland

Royal Institute of Architects of Ireland

OR

     iii)          Hold a qualification at least equivalent to one of the above.

AND

    iv)          Have had at least eight years’ satisfactory & relevant experience in planning, design, project management or construction of buildings or in the installation or maintenance of the mechanical, electrical, and heating services of such buildings.

AND

      v)          Possess the requisite knowledge and ability (including a high standard of suitability and of management ability) to enter on the discharge of the duties of the office.

Note 1 - Membership of the relevant professional association:

Society of Chartered Surveyors in Ireland / Royal Institution of Chartered Surveyors

Candidates should have full, professional membership i.e. be a chartered member of the Society of Chartered Surveyors in Ireland and or Royal Institute Chartered Surveyors (Quantity Surveying, Property Surveying or Project Management Division)

Engineers Ireland – Acceptable Membership

Candidates must be a member of Engineers Ireland and have secured the Professional Title of Chartered Engineer in a Construction related field.

Royal Institute of Architects of Ireland

Applicants should be named on the Register for Architects maintained by the RIAI pursuant to Part 3 of the Building Control Act 2007 or be eligible for admission to the Register without further assessment.

2.      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.

3.      Character

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

Post specific requirements

·        Demonstrate depth and breadth of experience in the planning, design, project management and construction of buildings as relevant to the role.

·        Demonstrate depth and breadth of experience in the management of staff undertaking multiple large scale construction projects.

·        Demonstrate ability to build and maintain relationships with key stakeholders, including leadership skills, and team working as is relevant to the role.

Other requirements specific to the post

Have access to appropriate transport to fulfil the requirements of the role

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.

To qualify candidates must be eligible by the closing date of the campaign.

 Remuneration

The salary scale for the post is: as at 01/02/2026

€100,658, €103,122, €105,583, €108,049, €110,513, €112,986, €116,707, €120,431 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.