Facilities Officer

Job summary

To provide professional management on a day-to-day operational basis with responsibility for the provision of a range of Facilities services which includes portering, transport, housekeeping and Linen services.

Main duties of the job

The post holder will have responsibility for ensuring the seamless delivery of facilities services enabling the provision of safe quality patient care.

The facilities officer is responsibility for ensuring the delivery of facilities services provision across Trusts sites:

The Royal Orthopaedic Hospital Main site Community services ( green & ROH Community Hub)

To effectively lead and manage assigned departments developing all aspects of the services whilst delivering a balanced budget. Provide professional and operational support to the complete facilities team.

The post holder is responsible for ensuring that all aspects of the above services are compliant with statutory requirements, best practice maintaining accreditation to quality management systems. (National cleaning standards, PLACE, PAM, ERIC, HTM and CQC).

About us

The Royal Orthopaedic Hospital NHS Foundation Trust is one of the largest specialist orthopaedic units in Europe. We offer planned orthopaedic surgery to people locally, nationally and internationally.

Our Trust is a very special hospital; big enough to deliver world class services and small enough to offer exceptional patient and staff experience. We offer a working experience unique in the West Midlands and we're always on the lookout for passionate people to join our award-winning team.

The ROH is an equal opportunities employer. We employ people of difference and are committed to growing an inclusive culture, where difference is celebrated, and people feel able to bring their whole and authentic self to work.

We are a Disability Confident Leader and offer a range of inclusive, family friendly and flexible working arrangements and policies, to support our people in the workplace. Flexible working requests will be considered.

The Trust is committed to the Disability Confident Interview Scheme and will offer an interview to disabled applicants who meet the minimum criteria for a vacancy and consider them on their abilities.

If you have a disability and need any support with your application or require any reasonable adjustments to be implemented please do get in touch with the Recruiting Manager for this position so that the team can support you.

Job description

Job responsibilities

PROFESSIONAL

Work independently and as part of a team, seeking clarification from management only when necessary.

Work closely with management colleagues to drive efficiencies across your area of responsibility, prompting a culture of continuous improvement.

To support the departmental managers in the planning of all contingency arrangements to ensure business continuity during periods of major incident and untoward incidents in liaison with the trusts senior management.

Monitor the quality of services and contribute insight to decision making around process improvement opportunities and strategic direction.

To attend any meetings relevant to the post and/or as directed by a member of the senior management team.

To answer any queries, assist the team, the site management teams, wards and departments in resolving any issues as they arise.

Ensure that health and safety as well as legal compliance is maintained and in line with statutory requirements.

To agree any overtime payments and bank staff operational shifts.

Produce and update training materials to support the training of responsible disciplines staff to reflect legislative changes.

Provide a visible presence across the Trust and to raise the profile of facilities portfolio.

Ensure quality services are provided in an effective, efficient manner and within the budget constraints of the department.

Challenge existing practices, ensuring that progressive solutions, which consider models of best practice, are incorporated into the service.

Ensure that the assigned services are delivered seamlessly across the site 24/7.

Works closely with the lead facilities operations managers to standardise systems and working practices across in-house assigned services.

Develop and maintain a programme for equipment investment.

Manage and have operational oversite of facilities departmental services vehicles, equipment and machinery including specimen collection vehicles, waste collection tug, industrial washing machines, and environmental decontamination specialist equipment.

Manage the trusts fleet in accordance with road safety regulation.

Undertake risk assessments and risk reviews to ensure that risks are minimised and clearly identified.

FINANCIAL MANAGEMENT

To monitor use of supplies and ensure that this is done efficiently and, in a cost, effective manner in line with the needs of the service.

To maintain stock control, re-ordering supplies where necessary.

Budget responsibility to ensure effective budget management, giving specialist insight to maintain a balanced position.

To sign off any overtime payments and bank staff time sheets.

Authorised financial signatory responsibilities in line with local purchasing ledger (Integra).

Ensure efficiencies, best practice and value for money are sort. When budget restraints are in place.

LEADERSHIP

Work in a self-motivated and professional manner always and set a positive working example to other staff and the trust.

Behave in accordance with the trusts values which demonstrate your commitment to the delivery of high-quality services to patients. This will be in accordance with agreed objectives, targets, quality standards, controls, and resource constraints.

Provide effective leadership, skills to develop improvement plans within required timeframes and financial requirements.

Maintain a high-profile presence acting as the primary interface on a day-to-day basis with facilities colleagues, clinical staff, patients, and visitors.

Ensure effective leadership is sustained when presented with moderate/high levels of varied interruptions such as, dealing with service and staffing concerns.

Ensure the team has a close and beneficial relationship with all departments and outsourced contractor to ensure that all relevant activities, processes, and documentation is efficiently resourced, implemented, controlled, and maintained.

To work with the deputy facilities manager and governance leads to ensure that departmental risk registers are up to date.

POLICY AND SERVICE DEVELOPMENT

To be aware of trust policies and procedure. Assist with developing, reviewing, updating, and implementing policies and procedures.

To ensure operational compliance are in line with facilities related and overarching trusts policies.

To ensure staff comply with relevant trust policies and procedures, and make sure staff are kept up to date with current versions.

To ensure that policies and standard operating procedures for own area are executed, any changes to working practices are proposed and if agreed implemented within the department.

TRAINING AND EDUCATION

To participate in appropriate training courses or updates in accordance with mandatory requirements and/or individual personal development plans.

To maintain up to date knowledge about legislation affecting work area and services provided and to maintain awareness of best practice initiatives in relation to these.

CLINICAL

Responsible for ensuring that patients are transported safety and efficiently to and from locations.

Ensure the cleanliness of the trust premises are always to the highest of standards.

Ensure deceased patients are handled with the highest of dignity and respect (following trust policy and procedure).

Ensure urgent blood unit and specimens are transported safely and within regulation.

Ensure holding stock levels are within agreed tolerance (medical gas cylinders).

Provide input into trials of new equipment to support internal and external stakeholders.

Complete medical gas cylinder and cleaning related consumables stock takes, audit and surveys as and when required.

PEOPLE MANAGEMENT

Line management responsibility undertaking, recruitment, appraisal, performance management, and disciplinary related tasks as appropriate.

To manage attendance levels and to comply with trust guidance, including completion and management of administration duties.

Ensure that staff mandatory and role specific training is completed within agreed timeframes.

Ensure staff are appraised annually and a development programme if required are put in place.

Promote a culture where staff feel empowered and accountable for service improvement at local level.

Use of the trusts ESR / Healthroster staff management system to correctly record and monitor annual leave, training, PDRs and attendance.

To effectively manage and support the team to develop and improve their performance, to ensure an effective and efficient delivery of operational targets.

To ensure that HR policies and procedures are known to staff and by monitoring, ensuring that they are implemented, and appropriate records kept.

Lead on the recruitment and selection. Complete all necessary administration when appointing new staff.

Identify training needs in the department and ensure that staff are developed appropriately.

To ensure that staff always observe the trust uniform and dress code policy whilst on duty.

To ensure that staff adhere to the trust core values.

Please see attached full JD & PS for more information about the role.

Person Specification

Qualifications & Training

Essential

Management diploma/degree or equivalent professional experience GCSE Grade A-C in Maths and English or equivalent. Evidence of continual professional Development

Desirable

Relevant IOSH or NEBOSH Qualification Risk Management Training Transport or Logistics Qualification

Experience

Essential

Experience of managing Soft FM related services Good IT skills including a good understanding of Microsoft applications, Word, Excel, PowerPoint, and Outlook Excellent interpersonal and communication experience

Desirable

Previous experience in an NHS Organisation Experience of dealing with challenging behaviour

Knowledge

Essential

Excellent interpersonal, written, and verbal communication knowledge that enables effective communication across a wide range of people internally and externally. Able to articulate complex information clearly when communicating in relation to areas of specialism. Developed computer skills for service level presentations and analysis of data from a task management system. Working knowledge of MS Office, Outlook, Word, Excel, and Power Point.

Desirable

Use of NHS related electronic reporting systems. Knowledge of NHS National standards and healthcare technical memorandums

Skills

Essential

Ability to effectively performance manage staff. Ability to manage own time, multitask and meet deadlines. Able to influence change.

Desirable

Strong negotiation and influencing skills. Developed skills within team management and problem solving. Ability to enthuse, motivate and involve individuals and understand performance expectations.

Other Job Requirements

Essential

Be flexible in working hours to meet the demands of the post. Commitment to personal/professional development and undertake any relevant training. Hold a valid Driving Licence

Desirable

The post holder must be able to demonstrate enterprise in developing services in a contractual setting which benefit the Trust.

---