Facilities Administrator

5 months ago

Kidderminster, United Kingdom Northumberland House Surgery Full time

**Northumberland House Surgery**

**JOB DESCRIPTION**

**Post Title: Facilities Administrator**

**Working Hours: 30 per week**

**Employed by: Northumberland House Surgery**

**Reports to: Practice Managers Northumberland House & Aylmer Lodge Cookley**

**JOB SUMMARY**

To work with the Teams of the 2 surgeries at Hume Street Medical Centre to ensure the safe, efficient and effective working of the site. With regard to patient and staff safety at all times, and compliance with relevant buildings legislation.

**SPECIFIC JOB RESPONSIBILITIES**

The role will include:

- Liaising with the Landlord and attending Contract Review Meetings as required
- Undertake weekly “walk round” of the building to check all areas for any defects, maintain a record of these and then organize appropriate remedial action and maintain a record of this.
- Management of the Building Diary for Internal and External Room Bookings
- Setup of Rooms for meetings and clearing them afterwards
- Monitor all Contracts relating to the Medical Centre and in discussion with the Practice Managers review and update as required.
- Maintain an up-to-date Maintenance Register
- Monitor the building Cleaning contract and act as a contact point for any issues relating to the cleaning of the building internally and with the incumbent contractor.
- Organise and Chair quarterly Contract review meetings with the Cleaning Contractor and Practice Managers
- Liaise with and organize appointments for all external contractors who visit the medical centre to carry out planned, urgent and preventative maintenance.
- Liaise with external hirers of rooms and ensure appropriate setup of Rooms for meetings and clearing them afterwards
- Management of the Building Diary for Internal and External Room Bookings
- Raising Invoices for External Users in a timely manner and ensuring payment is received.
- Marketing of rooms for hire to appropriate clients to maximise income.
- Preparation of Supplier Invoices for payment and update of financial records
- Ensure value for money is achieved at all times with regard to expenditure related to the medical centre.
- Ensuring any repairs/maintenance and all building related issues are dealt with in a timely manner.
- Liaising with external contractors for all building related queries and issues
- Ensure compliance with all current Health and Safety legislation.
- Utilise the Hume Street diary to maintain a record of all work planned and diarise appropriate follow up, so that management can monitor this at any time
- Monitoring of the Room Planner for all internal and external users
- Maintain Electronic Access Fob system and issue fobs to all new starters and receive fobs from leavers and de-activate.
- Update the Exit Code on the Car Park barrier to an agreed schedule to minimize unauthorized parking within the car park.
- Stationery Stock Management and ordering for both practices.
- Workplace Uniform Ordering and maintenance of allocation log for both practices.
- Weekly Testing of Fire Alarms and maintenance of Log
- Planning and management of Annual Evacuation test and maintenance of Log
- Monthly Testing of Emergency Lighting and maintenance of Log
- Daily Server Back up for both practices and maintenance of Activity Log
- Organise and Chair 6-monthly meetings with the Medical Centre Partners i.e. Practice Managers and GP Partner from each practice
- Demonstrate a “can-do” attitude to all requests for support

This list is not exhaustive and you may be required to undertake other duties as deemed appropriate by the Practice Managers and Partners of the surgeries

**Communication**

The post-holder should recognize the importance of effective communication within the team and will strive to:

- Communicate effectively with other team members
- Communicate effectively with patients and carers should the need arise
- Recognise people’s needs for alternative methods of communication and respond accordingly
- Demonstrate a “can-do” attitude at all times

**Confidentiality**:

- In the course of seeking treatment, patients entrust us with, or allow us to gather, sensitive information in relation to their health and other matters. They do so in confidence and have the right to expect that staff will respect their privacy and act appropriately
- In the performance of the duties outlined in this job description, the post-holder may have access to confidential information relating to patients and their carers, practice staff and other healthcare workers. They may also have access to information relating to the practice as a business organisation. All such information from any source is to be regarded as strictly confidential
- Information relating to patients, carers, colleagues, other healthcare workers or the business of the practice may only be divulged to authorised persons in accordance with the practice policies and procedures relating to confidentiality and the protection of personal and sensitive data

**Equa

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