Estates & Facilities Coordinator

Job Title: Estates & Facilities Coordinator

Accountable to: Estates & Facilities Manager

Key Relationships: Nursing Team/Site Supervisors/IT Team

Job Summary:

The Estates & Facilities Coordinator will support the effective day-to-day coordination of estates and facilities services across all Lancaster Medical Practice (LMP) sites.

The post-holder will assist the Estates & Facilities Manager in ensuring that buildings, equipment, and facilities are safe, compliant, well-maintained, and welcoming for patients, staff, and visitors. They will supervise cleaning operations, coordinate maintenance requests, liaise with contractors, monitor compliance records, and contribute to the smooth running of all estates and facilities operations.

Key Duties/Responsibilities

· Operational estate management: Coordinate day-to-day facilities requests across all LMP sites, ensuring prompt response and effective communication with staff and contractors. Maintain accurate records of maintenance tasks, repairs, and services. Support monitoring of cleaning, security, and general building standards. Support directly with the purchasing of clinical and non-clinical items and conduct routine site checks and report issues to the Estates & Facilities Manager.

· Compliance & risk: The post-holder will assist in maintaining compliance with CQC Regulation 15, Health Technical Memoranda (HTM) guidance, fire safety, water safety (Legionella), and other statutory requirements. They will support the maintenance of records for inspections, testing, and compliance documentation, and will assist with the completion of risk assessments to ensure remedial actions are tracked and implemented.

· Planned & reactive maintenance: The Estates & Facilities Coordinator will log and track reactive and planned maintenance tasks using appropriate CAFM systems. They will coordinate access for contractors, monitor completion of works, and escalate issues as necessary. The role also supports the Estates & Facilities Manager in maintaining the Planned Preventative Maintenance (PPM) schedule.

· Project & estates development: The post-holder will provide administrative and coordination support for refurbishment and improvement projects, including contractor liaison, scheduling, and document control. They will assist with site surveys, gather project information, and ensure that project documentation is up to date and accurately maintained.

· Budget & procurement: The Estates & Facilities Coordinator will have some procurement responsibilities to directly support the Estates & Facilities Manager. They will monitor stock levels of facilities supplies such as cleaning and maintenance materials, ensuring timely reordering and appropriate distribution of deliveries across sites.

· People & contractors: The Coordinator will be responsible for ensuring arrangements are in place for appropriate staffing levels, equipment & stock of the organisation's cleaning responsibilities in line with NHS guidelines

· Business continuity & emergency response: Support in maintaining business continuity plans, coordinate emergency repairs and support on incident response affecting premises (e.g., power failure, flooding, gas leaks).

· Sustainability & estates optimisation: Promote energy efficiency, waste reduction and sustainable estate practices; support practice/PCN strategic estate objectives.

Essential qualifications & experience

· Proven experience coordinating estates/facilities in healthcare or a regulated environment

· Technical knowledge of building services (electrical, mechanical, water systems) and awareness of relevant HTM/technical guidance.

· Working knowledge or experience of NHS cleaning routines & procedures

· Demonstrable experience of contractor coordination, PPM administration and capital/refurbishment project delivery.

· Use of CAFM system

· Qualifications: NEBOSH or equivalent health & safety qualification/experience desirable; vocational/technical qualification in building services, facilities, estates management or relevant experience.

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.

Closing Date: Monday 10th November 2025

Job Types: Part-time, Permanent

Pay: £19,195.00 per year

Expected hours: 22.50 per week

Benefits:

• Company pension

Work Location: In person