Regional Facilities Lead

Job Objectives

Main Duties and Responsibilities

Management

• Co-ordination of accommodation requirements (including continued analysis and oversight of same) with the Tusla Estates and the National Facilities Manager
• Supervise the efficient operation and effective management & maintenance of all Tusla-operated facilities in the specific area designated, visiting work locations and overseeing relevant work and operations.
• Developing and implementing maintenance programmes for all FM services, ensuring compliance with regulatory requirements and industry best practice.
• Induct, Permitting, (encompassing all H&S requirements i.e. RAM’s) supervise and control of external/internal contractors engaged in FM operations in respect of Tusla buildings and services.
• Make decisions within relevant policies, procedures, guidelines and best practise in respect of the Facilities Department.
• Liaise with the National Facilities Manager in keeping service management informed on a planned basis, in relation to energy consumption, plant performance, climate action programmes, planned preventative evaluation, contractor performance and standards.
• Manage and be accountable, within agreed parameters, for the budgetary performance of FM services.
• To support, where required capital and minor capital projects. 
• Involvement in governance and performance management of current and future relevant SLA(s) and term contracts including procuring same.
• Assist service management in the setting up and implementation of planned preventative maintenance programmes (PPM’s), review and approve PPM reports, ensuring appropriate follow-up is carried out as required and reporting on same to relevant stakeholders on a quarterly basis.
• Assist in the development and implementation of policies, best practices and efficient procedures in the FM area.
• Oversee the decoration, maintenance, upkeep and repair of all buildings in the specific designated area
• Participate on Project Teams as required.
• Ensuring all premises with under Tusla’s remit in the Region comply with statutory requirements including but not limited to fire, health and safety obligations.
• Ensuring the appropriate testing of all fire detection and firefighting equipment in association with the Fire & Infrastructural Risk Manager, and local Fire Officers as appropriate.
• Plan and supervise existing or proposed rota arrangements and participate in on-call rota if required. There may be a requirement to work overtime or flexi-time occasionally, and/or to work alternate working times to ensure all staff are supervised and buildings / equipment are secured at all applicable times.
• Be expected to co-operate with the implementation of new technology.
• Supervise, manage and develop staff reporting to them. 
• Be a motivator of staff to ensure corporate objectives are met, provide leadership and motivation conducive to good staff relations and work performance.
• Deal with staff issues where applicable and liaise with management regarding any issues requiring referral to other parties including involvement in the handling of disciplinary issues.
• Demonstrate pro-active commitment to all communications with internal and external stakeholders.
• Carry out such duties as may be assigned to them from time to time by a nominated officer, including various other nominated managers.

Professional / Technical

• Ensure statutory and best practice compliance with mechanical and electrical installation services and equipment, therein.
• Be involved in the repair / upkeep of all boundary walls, fences, roadways, paths etc., which are the responsibility of Tusla.
• Be involved in the maintenance, repair, upkeep and efficient operation of water and sewage systems on Tusla premises.
• Schedule, manage and supervise contract work being undertaken , in line with all Tusla policies.
• Prepare and/or procure the preparation of reports, estimates, specifications and drawings as required for the proper carrying out of work.
• Supervise the Digital Adoption of an Integrated Workplace Management System (IWMS) for Facilities Management and Common Data Environment (CDE) for Capital Projects
• Keep appropriate records, checks and tests as may be required. 
• Supervise and direct staff assigned to him/her.
• Supervise and/or ensure the maintenance of all machinery, plant and equipment and all gas, electrical and steam installations in buildings owned or occupied by Tusla
• Induct, and manage outside contractors engaged in maintenance programmes, ensuring compliance with tax, insurance, garda vetting, training and health & safety legislation.
• Act as a liaison between contractors and the service / PIC in relation to communication and timelines.
• Monitor the implementation and effectiveness of all maintenance contracts in place, in each location.
• Prepare annual planned maintenance work programmes for all buildings, plant and equipment at the appointed location(s) in liaison with Tusla Estates and the National Facilities Manager.
• Assist in the planning of minor capital works in consultation with the designated Regional Estates Project Coordinator.
• Work closely with Tusla Estates Project Coordinators and Business Managers to ensure effective facility management within the region .
• Prepare and update progress reports on all planned maintenance work programmes.
• Act as maintenance/FM representative at design team and project team meetings on major capital projects as requested. Assist in the generation of snag lists at walk down and handover stage.
• Review project handover and safety files with the designated Regional Project Co-ordinator, prior to substantial completion being signed off.
• Keep such records as required and submit for checking. Keep drawings, commissioning files, manuals properly stored, accessible, and revise when required.
• Be responsible for the ordering, or requisitioning where appropriate, of materials etc using OGP protocols, required in the execution of his/her duties.
• Sustainable management of waste
• Ensure the proper maintenance of all facilities / mechanical, electrical and water systems including but not limited to:
• Manage and supervise Legionella control programmes in accordance with the relevant statutory and legislative requirements, guidelines and best practice.
• Drive and support sustainability and energy management initiatives/programmes across Tusla occupied properties. 

Education & Training

• Maintain own knowledge of relevant policies, procedures, guidelines, and practices to perform the role effectively and to ensure standards are met.
• Maintain own knowledge of relevant regulations and legislation e.g. Financial Regulations, Health & Safety legislation, Employment legislation, GDPR and Data Protection Acts 2018, FOI Acts, etc.
• Ensure that the provision and maintenance of all aspects of facilities management are compliant with the relevant Tusla, National and EU policies, procedures and guidelines, regulatory bodies standards and legislation (i.e., HIQA, EPA, SEAI, Health and Safety Authority), and risk management and insurance requirements (e.g., State Claims Agency)
• Develop processes to ensure compliance with statutory and regulatory obligations for FM.
• Undertake training as required to enhance his/her capacity and safety at work.
• Contribute to the training and induction of other categories of staff, as requested.
• Ensure all mandatory training required to meet the requirements of any staff assigned to him/her.

Administrative

• Assist the Line Manager in the preparation of relevant budgets in relation to facilities.
• Liaise and participate as appropriate with the GM Regional Services and National Facilities Manager in the procurement and roll out of contracts for the maintenance and management of facilities for which he/she is responsible.
• Maintain all appropriate personnel records associated with any staff assigned
• Keep all logs and records as are considered necessary.
• Adhere to approved procedures for quotations, ordering and processing of payment to comply with National Financial Regulations.
• Ensure all policies, procedures, protocols and guidelines in addition to risk assessments, are updated and reviewed as required.
• Prepare and submit Requisitions and certify invoices as appropriate.
• Ensure compliance with the Prompt Payments Act in relation to invoicing.
• Process approval for payments.

Health & Safety

• Ensure that all requirements, statutory and recommended, needed to maintain a safe environment, for service users, staff and others are met and the provisions of all relevant Safety, Health and Welfare at Work legislation are fully complied with.
• Have a working knowledge of relevant Health & Safety Legislation
• Have a working knowledge of the purpose and function of the Health & Safety Authority (HSA). The post holder may be asked to participate in inspections as appropriate.
• Support, promote and actively participate in sustainable energy, water and waste initiatives to create a more sustainable, low carbon and efficient service.
• Possess a good knowledge of Legionella management and control in water systems, and of the risks associated with Legionella.
• Support the development, implementation and testing of Safety Statements, Emergency Response Plans and Risk Assessments
• Have a working knowledge of the procedures for compiling Risk Assessments and for responding appropriately to Risk Assessments received.
• Comply with and contribute to the development of policies, procedures, guidelines and safe professional practice and adhere to relevant legislation, regulations and standards.
• Have a working knowledge of the Health Information and Quality Authority (HIQA) Standards as they apply to the service for example National Standards for Child Protection and Care and comply with associated Tusla – Child and Family Agency protocols for implementing and maintaining these standards as appropriate to the role.
• Manage contractor induction, work permitting systems, health and safety systems (i.e. LOTO). To support, promote and actively participate in sustainable energy, water and waste initiatives to create a more sustainable, low carbon and efficient health service.

The above Job Description 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

Skills Requirement

Applicants must by the closing date of application have the following:

• Hold a third level qualification to a minimum standard of Higher Certificate (Quality and Qualifications Ireland Level 6), in Mechanical, Electrical, or Civil Services.

Or

• Hold a third level qualification to a minimum standard of Higher Certificate (Quality and Qualifications Ireland Level 6), in Facilities Management.

Or

• Have successfully served a Craftsman 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

• Possess a Quality and Qualifications Ireland (QQI) Level 6 (or higher) Advanced Certificate Craft.

Or

• Possess the National Craft Certificate issued by FETAC.

Or

• Possess the Senior Trades Certificate issued by Department of Education.

Or

• Possess a Level 3 Technical/Trade qualification or equivalent issued by City & Guilds, London

And

• Have 5 years’ experience of maintaining buildings, of which 1 year experience must be in the management of a small maintenance or facilities management team.
• Have the requisite knowledge and administrative ability (including a high standard of management ability) for the proper discharge of the duties of the office.

Remuneration

The Salary scale for the whole time equivalent of this post is: 01/08/2025: €60,013, €61,479, €63,192, €64,911, €66,636, €68,176, €69,745, €71,272, €72,788, €75,397, €78,015 LSIs LSIs (Long Service Increments) are represented by emboldened figures. 1st LSI ispaid after 3 years on the max, the 2nd LSI after 3 years on LSI1, and the 3rd LSI after 3 years on the 2nd LSI (where applicable). The appointee shall commence on the first point of the salary scale. Incremental credit may be given on appointment for certain types of relevant experience- more information available in Appendix 5. Candidates should note that entry will be at the minimum point of the scale and will not be subject to negotiation, and the rate of remuneration may be adjusted from time to time in line with Government pay policy. Different terms and conditions may apply if the appointee is currently a serving civil or public servant.