COMPLIANCE ‘‘


It is not unusual to find that operational estates officers and engineers are expected to maintain a full range of duties, management roles, and associated tasks, and, in addition, to fulfil multiple AP roles


‘To manage essential information,


processes, and operational management contained in the specific guidance/HTM. To act as an on-site point of contact and knowledge for the HTM-related issues, enabling organisations to manage these systems safely and economically.’


Essential responsibilities The essential responsibilities within an AP’s remit include: n Applying the main applications for the specific HTM guidance, and explaining why the need exists.


n Applying management responsibilities in relation to the specific HTM guidance in accord with the defined Authorised Person role in Department of Health guidance.


n Describing health and safety issues relating to the specific HTM guidance, including the legal requirements relating to these issues and means of compliance.


n Describing how the specific HTM/ guidance can be used to minimise health-associated risks.


n Managing the essential monitoring and maintenance procedures required for the safe and efficient operation of plant.


n Using sources of guidance associated with the safe and efficient operation of plant components.


n Applying the main requirements of the specific HTM guidance and understanding their relevance to the health of patients, visitors, and staff in accordance with HTM and HBN guidance.


n Managing and controlling the work of the specific (HTM-defined) technical specialist in accordance with the Authorised Person role, as defined in Department of Health guidance.


As I have already explained, the number of AP roles that an individual can reasonably be expected to hold successfully is directly dependent on the technical subject matter and the size/complexity of the site involved. Figure 2 outlines a suggested minimum recommended number of individual post- holders (either leads or deputies) likely to be able to be practically maintained. In addition to the stated role and


responsibilities of an appointed Authorised Person, it also needs to be acknowledged that these roles are not seen as a standalone role, but as an


18 Health Estate Journal March 2022


addition to those functions and tasks that need to be carried out as part of an existing primary job role or ‘day job’. It is not unusual to find that operational estates officers and engineers are expected to maintain a full range of operational duties, management roles, and associated tasks, and, in addition, to fulfil multiple AP roles. This is not a sustainable position, and with an ageing and reducing workforce capacity and skills base, cannot be reasonably expected to be sustained. Given the aforementioned number


of post-holders required, it is likely that individuals will be required/expected to hold multiple AP roles. However, the number of roles will be directly influenced both by the complexity of the role/site and the levels of knowledge/CPD needed to maintain appropriate competency. In this context, the following indicative limits are, in my view, a sensible maximum to consider as appropriate: n For large acute or teaching hospitals I would suggest that a suitable number of disciplines or roles for an AP should be between one and a maximum of three, with only one of these being a lead AP role.


n For medium multi-service or district general hospitals, I would recommend that an AP should be responsible for between one and a maximum of four disciplines, of which up to two could be a lead AP role.


n In small multi-service or inpatient Community Hospitals, between one and a maximum of five disciplines should fall within the remit of an AP, of which up to three might entail a lead AP role.


n In a non-residential large / medium primary care site I recommend a suitable number of disciplines or roles for the AP being between one and a maximum of five, with up to three being a lead AP role.


n In a specialist hospital, the AP might realistically have responsibility for between one and a maximum of five disciplines / areas, with up to three being a lead AP role.


n In a large / complex mental health or learning disability hospital, it is recommended that a suitable number of disciplines or roles as an AP should range from one to a maximum of four, of which up to two could be a lead AP role.


n In the case of a medium-sized / small mental health or rehabilitation hospital,


Andrew Poplett


Andrew Poplett IEng, MIHEEM, ACIBSE, AffIFE, AE (W&V), has over 30 years’ experience of healthcare estates management, with specific and specialist knowledge of fire safety, water, and critical ventilation systems. On leaving the NHS in 2010, he established an independent healthcare estates consultancy (Andrew Poplett Enterprises Ltd), which provides AE services for both water and specialist ventilation systems, along with general healthcare estates-related advice and support. He has a national client base, and currently provides advice, support, awareness training, and independent auditing services, to over 40 NHS Trusts and private healthcare providers in his role as an Authorising Engineer.


a suitable number of disciplines or roles as an AP should be between one and a maximum of five, up to three of these being a lead AP role.


n In multi-site non-residential small sites (community premises) I would suggest that a suitable number of disciplines or roles for an AP should be between one and a maximum of five, of which up to four could be a lead AP role. However, the scope of any AP appointments will be limited by the level of detailed site knowledge that any single person can reasonably retain.


If the approach I have set out is


accepted as a reasonable method to ensure compliance, while maintaining adequate resources, the result is likely to support a significant increase in the professional staffing levels required to operate a healthcare facility. How that can be achieved is another, and far more complex and far-reaching conundrum, which will require careful consideration and debate.


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