Facilities and Operations Support Coordinator

3 weeks ago

Enfield Town, Greater London, United Kingdom Royal Free London Property Services Ltd Full time

Job Overview

Facilities and Operations Support Coordinator - Royal Free London Property Services Ltd

This is an excellent permanent position within a dynamic team dedicated to enhancing the quality of service delivery in a healthcare environment.

We are a compact internal group, overseeing a fast-paced facilities and operational service. We seek an individual who is proactive and capable of working autonomously.

The ideal candidate will possess outstanding customer service communication skills, along with the administrative expertise necessary to fulfill the responsibilities of this role.

Our team values collaboration, mutual support, responsiveness, and efficiency.

If you are interested in this opportunity or require additional information, please reach out to the Facilities Manager.

Main Responsibilities

Act as the primary point of contact for all visitors, staff, and patients utilizing the Information Zone. Prioritize tasks for the Information Zone, including hot desking and meeting room arrangements, to ensure seamless operations for all personnel and service users. Manage the Condeco Room Booking System for all meeting room requests across the organization. On a daily basis, serve as the main contact for creating and monitoring access for all personnel on the Trust Access Control System and the ABG System (Theatres Scrubs Exchange System). Ensure that the environment of the Information Zone meets the required standards daily. Oversee that all catering and portering tasks are completed, maintaining cleanliness and compliance with standards. Responsible for reporting service delivery deficiencies via the Facilities Helpdesk (cleaning, catering, and portering) and the Estates Helpdesk for any facilities-related issues, ensuring follow-up as necessary. Address face-to-face inquiries and telephone calls effectively and courteously, directing them to the appropriate department using excellent communication skills and initiative. Efficiently handle queries on behalf of staff and managers, providing minute-taking support for regular meetings within the Facilities Department.

About Us

Royal Free London Property Services Ltd is seeking a proactive, highly motivated, and capable individual to serve as the Facilities and Operations Support Coordinator.

Job Responsibilities

Conduct regular audits of the Information Zone to ensure that areas are equipped with the necessary supplies and that the environment is in optimal working condition. The post-holder is encouraged to participate in both personal and professional development activities that directly influence the role. Attend training sessions to enhance skills for improved efficiency, including mandatory training, Fire Safety, and act as the Zone Q Fire Warden, guiding staff during evacuations or actual fire incidents. Serve as the focal point for local staff and support line managers in fire safety matters for the designated zone. Complete the weekly fire warden checklist to ensure that equipment is functional and properly maintained. Demonstrate the ability to work in an organized, calm, and efficient manner in a busy and sometimes challenging environment. Plan and organize daily tasks, occasionally working independently to meet job requirements. Maintain accuracy and concentration, as the role often requires focused attention. Communicate clearly with all staff levels, demonstrating politeness, professionalism, and flexibility while collaborating with managers as part of a cohesive team. Work effectively within a diverse department, occasionally addressing concerns from distressed staff members. Be a supportive team player by assisting colleagues as needed, including those on work experience. Adhere to the Trust's Health, Safety, and Risk policies, reporting any issues or concerns to the relevant team leader.

Person Specification

Values

Essential

  • Demonstrable ability to align with the Trust Values.

Education & Professional Qualifications

Essential

  • Good General Education to GCSEs or equivalent, including English and Maths.
  • Proven administrative knowledge and skills.

Experience

Essential

  • Previous experience providing business support for senior managers and team leaders.
  • Experience in office management.

Desirable

  • Experience in budgetary management and control.

Skills and Aptitudes

Essential

  • Proficiency in Word, Excel, PowerPoint, Windows, and databases.
  • Ability to take minutes and notes effectively.
  • Capability to assist staff in organizing meetings, events, and training sessions.
  • Ability to work collaboratively as part of a team.

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