Facilities and Communications Lead

Job description

Job responsibilities

Job Purpose

• Responsible for the management of the buildings and associated grounds across both sites, through coordination of planned and routine works and reactive response to repairs and breakdowns. Ensure health and safety is in line with requirements, including fire safety and risk assessment management.

Key Responsibilities

Facilities

• Manage the overall services provided within the surgery, through coordination of routine and regular maintenance, servicing and checks.
• Liaise with contractors and make relevant bookings. Review contracts to ensure best value for money.
• Keep accurate records of all checks/servicing/maintenance completed, updating relevant IT systems.
• Maintain an accurate schedule of checks/servicing/maintenance to ensure compliance and to be able to budget.
• Seek quotes for works or new equipment, comparing providers to ensure best value for money.
• Manage the maintenance of the building by performing simple repairs or contracting maintenance services as needed.
• Manage contracts and ensure all contacts coming to an end are reviewed and all viable options are considered for the new contract.
• Liaise with cleaning contractors to ensure that high standards are adhered to.
• Monitor the Ground Maintenance Contract to keep the surrounding grounds properly cared for and landscaped.
• Ensure the security of the building
• Respond to emergency situations or other urgent issues involving the surgery.
• To be responsible for fire safety and health and safety. Ensure legislation is followed and write/review/update risk assessments as appropriate.
• To be responsible for Legionella testing
• To ensure that all health and safety measures are recorded appropriately and meet with relevant health and safety regulations
• Complete weekly fire alarm tests at both sites on a weekly basis
• Maintenance of the car park and to ensure that only relevant staff are parking on site, and monitor use where possible
• Maintain and keep the asset register up to date at all times for all non-consumables.
• Ensure policies and SOPs (standard operating procedures) are kept up to date for all aspects of facilities management.

IT

• Be first point of contact for day-to-day IT issues and escalate where required.
• Be the expert on the IT systems and support with inductions and training as required.
• Manage the asset register for IT equipment such as laptops.
• Support patients in the use of IT systems such as the NHS App.
• Ensure all policies and SOPs are kept up to date.
• Communications
• Produce newsletters
• Keep the website up-to-date and make changes as required
• Maintain the practices social media feed
• Coordinate the administration in relation to customer complaints and liaise with the complaints lead and manager on a regular basis.
• Collate feedback in relation to the patient experience and share the feedback.
• Ensure all policies and SOPs are kept up to date.

The above constitutes the main responsibilities of the post and may be subject to change, to meet the needs of the Practice. Employees can be asked to undertake other duties as felt appropriate by the employer.

Person Specification

Experience

Essential

• Experience of dealing with the public, in person, on the phone and
• via written correspondence.
• Experience of Health and Safety in the workplace either through
• managing or administration.
• Experience of working with IT systems.

Desirable

• Experience of working in Primary Care or a patient facing role.
• Experience of complaints coordination.
• Knowledge of IT systems used in primary care.
• Experience of managing websites and/or social media.

Skills and abilities

Essential

• Ability to work as part of a team.
• Ability to communicate effectively whilst being sensitive to patient
• needs.
• Ability to work under pressure.
• Computer literate with good knowledge of Microsoft packages.
• Ability to follow set processes and procedures.
• Ability to use own initiative when required.
• Ability to multi-task.
• Willingness to learn and attend training as required for the role

Qualifications

Essential

• Grade C or above in GCSE English Language or equivalent

Desirable

• IOSH or other H&S related qualification

Aptitudes

Essential

• Self-motivated
• Willingness to learn new systems and processes
• Reliable and consistent
• Adaptable
• Proactive
• Willingness to take on responsibility

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

Employer details

Employer name

Trowbridge Health Centre

Address

Trowbridge Health Centre

Hammersmith Fields

Trowbridge

Wiltshire

BA14 8LW

Employer's website

https://www.trowbridgehealthcentre.co.uk/ (Opens in a new tab)