Facilities Officer

4 weeks ago

London, United Kingdom Whittington Health NHS Trust Full time

The role of Facilities Officer is to provide support to the Head of Facilities and his senior management team including diary management. Organising meetings and providing the resources needed to ensure that meetings are properly resourced and serviced, together with the management of the Directorate’s administration team. Facilities Officer will assist the Facilities and wider directorate for delivery of the various in house and outsourced services including administration of activities related to trust wide car parking.
- Maintain, manage and arrange where required the Facilities Management Team diaries to ensure sensible planning of commitments and assist in prioritising workload in relation to the current and anticipated workload.
- Responsible for the day to day management of the facilities office - stationery, archiving, post etc.
- Regular liaison with a broad spectrum of multi-disciplined and senior internal and external stakeholders on behalf of Facilities
- Create, format, prepare and distribute any correspondence, reports, committee papers, Board papers and presentations for and on behalf of the Directorate.
- Co-ordinate, attend and minute internal and external both sub-group and committee meetings as required.
- Undertake any ad-hoc projects under the supervision of the Head of Facilities, obtaining and analysing information from both internal and external sources.
- To be responsible for providing support with advertising roles, and further support in recruitment, selection, induction as required.
- Monitor, maintain and collect directorate records including annual leave requests and sickness absence.
- To create and or put in place and maintain a training and development database. To advise staff on booking courses and to advise on and ensure the completion of evaluation forms.
- To participate and lead ad-hoc projects as required for the Directorate.

Our values underpin everything we do. Our staff are committed to delivering the following values in everything they do.

Our ICARE values have been created by our staff and are embedded in our appraisal and planning processes and form part of our staff excellence awards.
- To secure the best possible health and wellbeing for all our community
- To integrate and coordinate care in person-centred teams
- To deliver consistent, high quality, safe services
- To support our patients and users in being active partners in their care
- To be recognised as a leader in the fields of medical and multi-professional education, and population-based clinical research
- To innovate and continuously improve the quality of our services to deliver the best outcomes for our local population
- Manage the cleaning auditing process, in line with the National Standards of Cleanliness 2021.
- Assist with raising purchase orders and processing invoices, in line with the procurement processes and procedures in place.
- To create and or compile reports, relevant to each of the services, but not limited to: - Cleaning
- Patient Transport
- Security
- Waste
- Patient Dining
- Cencom
- Carry out H&S, Fire and Security checks within the office area.
- Assist Facilities Management with compiling and submitting of ERIC & PAM reports - in conjunction with estates compliance officer.
- Liaise with external contractors, as required by management.
- Responsible for reviewing compliance folders and to flag with relevant manager any non-compliance identified.
- Support with stock taking within Domestic Department, as required.
- Support with the running of the nurse’s accommodation (in house staff accommodation)
- Ensuring Housekeeping
- Updating Rent Ledger
- Carrying out safety checks in communal areas
- Carrying out condition surveys are required (non-technical surveys)
- To provide a complete confidential administrative service within Facilities and other areas of responsibility.
- Manage and coordinate cleaning audit process (scheduling, reporting, auditing and rectification recording), in line with the National Standards of Cleanliness 2021.
- Receive telephone personal queries from both hospital staff and external agents and to give advice where possible, or to respond by obtaining advice/information from other sources.
- All work to be carried out on own initiative, without direct supervision and to tight deadlines, in order to achieve Trust standard and targets and KPI’s.
- Supporting management with actively seeking to demonstrate quality by developing systems and standards across the
- To undertake any other duties which is deemed appropriate to the band when requested.
- Support with financial duties such as: procuring quotes, raising purchase orders/requisition, processing waivers and invoices and liaising when necessary, with both internal finance and accounts payable departments.
- Responsible for managing staff transportation requirements: planning for industrial actions, managing booking, liaising with cab service provider and reconciling invoice

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