Job summary
We are
looking for a hands-on and motivated Facilities and IT Manager who wants to
join our leadership team and help support the running of our infrastructure and
back-of-house operations here at Lion Health.
We think we have a great team delivering a great service, and this is backed up by our recent CQC inspection a testament to the hard work our colleagues give every day and our patients who appreciate our service. But we want to go further to ensure our patients, tenants, and colleagues continue to have a great experience when they come to our historical but modern building.
This is where you fit it.
We are looking for a manager who has knowledge and real examples of being at the forefront of sharing their knowledge of facilities and IT operational management for the benefit of our hard-working teams. We are looking for a problem solver too just in case things don't go to plan - but we want you to make sure that's not the case by using great planning and project management skills, along with budgeting, and supplier/contractor management.
You will use your knowledge of all things facilities to ensure we remain compliant in our statutory and regulatory obligations, ensure that risks are proactively managed, review contracts, and use your network and knowledge of contract management to get best value. You will be welcomed to the leadership team who ensure that the practice remains inspection-ready.
Main duties of the job
You will be
forward thinking, own compliance and assurance, and work closely with our Facilities
Administrator who will coordinate and manage day-to-day administration and look
to you for development and strategy.
This is a
management and operational leadership role, not a caretaking position so you
will need to bring your energy to identify areas to improve and achieve
targets, and create action plans to reduce risk. You will be required to take the
lead role in any invigorating IT/systems projects, and work with the
administrator to ensure all day to day IT functions (including telephony) are
maintained and that we maintain a great relationship with our service providers.
You will manage our admin support team leader who has the really important job of ensuring
patient records and referrals are handled timely and accurately. For this part,
to continue the work that has already begun, you will bring great people and
project management skill and demonstrate how you take people along a journey of
IT and process change to deliver transformation and maximise performance.
This is a
busy full-time position and we do need you working in the office on a Monday
and a Friday, but the rest of the week we can be pretty flexible and
incorporate a working pattern that will work for both of us. We realise
that we are asking a lot, so if there is something you cant do, but majority
you can, then please go ahead and apply we can make use of the skills you
have and help you develop the rest.
About us
We are an integral part of a lovely local community delivering an important service. You will be proactive, resourceful, and solution oriented (just like the rest of your colleagues in the Senior Leadership Team here at Lion Health) to ensure the Practice is compliant and safe in all areas.
We are a warm and welcoming Practice, dedicated to the outstanding care of our patients and wellbeing of our staff.
The post holder will be part of a collaborative team that values respect and compassion. The role will also benefit from 30 days annual leave, access to the NHS Pension Scheme, and free on-site parking.
Job description
Job responsibilities
Job Responsibilities
The post holder will be responsible for
Compliance & Governance in IT/Facilities
-
Act as the named lead for
estates-related compliance, including:
o
Health & Safety
o
Fire safety
o
Statutory estates inspections and
certification
o
Estates elements of CQC compliance
-
Maintain a central facilities/asset/risk
register and forward plan, ensuring all statutory and planned activity is
scheduled, completed and evidenced.
-
Ensure policies, procedures and
documentation are current, accurate and inspection-ready.
-
Undertake regular internal compliance
checks and spot audits.
-
Provide assurance updates to the
Practice Manager, including risks, gaps and mitigating actions.
Health & Safety Leadership
-
Lead on health & safety governance,
including risk assessments, incident review and action tracking.
-
Ensure appropriate H&S policies are
implemented,k ch trained-out and embedded in practice.
-
Review accidents, incidents and near
misses, identifying themes and preventative actions.
-
Act as a subject-matter expert, advising
managers and staff on estates and H&S matters and finding safe, compliant
and cost effective solutions
Facilities & Estates Oversight
-
Provide management oversight of all
planned and reactive estates activity via the Facilities Administrator.
-
Ensure planned preventative maintenance
(PPM) programmes are in place and operating effectively.
-
Oversee contractor performance, ensuring
appropriate standards, compliance and value for money.
-
Build and maintain relationships with,
and manage estates-related risks associated with shared occupancy and tenants
(e.g. pharmacy, dental practice)
Administrative team management
-
Line management for administrative team
leader in clinical administration teams (CRO/CSO)
-
Support the team leader in establishment
and maintenance of performance monitoring framework to agreed parameters
-
Resolution of issues/ working with team
lead to find solutions or innovations to challenges
-
Provide assurance to practice manager
and escalate as appropriate, managing risk
Line Management & Systems
-
Line manage the Facilities Administrator
and Administrative TL, providing direction, prioritisation and performance
oversight.
-
Ensure effective systems exist for
logging, tracking and reporting estates activity.
-
Support the Facilities Administrator and
Administrative TL to work proactively rather than reactively.
Strategic Contribution
-
Support the Practice Manager in estates
and compliance planning, including service development and future growth.
-
Monitor changes in legislation and
guidance relevant to primary care estates and compliance.
-
Work closely with rest of management
team to support projects and changing priorities when required
-
At all times, act as a leader at the
organisation and uphold professional standards
-
Contribute to improving governance
processes and reducing organisational risk.
What This Role Is Not
It does not carry out physical
maintenance or repairs
It is not a caretaking or handyman role
Quality
-
Alert other team members to issues of quality and risk.
-
Assess own performance and take accountability for own actions,
either directly or under supervision.
-
Contribute to the effectiveness of the team by reflecting on own
and team activities and making suggestions on ways to improve and enhance the
teams performance.
-
Work effectively with individuals in other agencies to meet
organisational needs.
-
Effectively manage own time, workload and resources.
Contribution to the Implementation of Services
-
Apply Practice policies, standards and guidance.
-
Discuss with other members of the team how the policies, standards
and guidelines will affect own work.
-
Understand the impact of H&S legislation upon operations
within the Practice.
-
Carry out robust record keeping arrangements which are compliant
with the practice retention policy.
-
Liaise with and report to the Partners and the Management team.
-
Provide an efficient administrative support service
as required.
-
Have a working knowledge, and contribute to Surgery
handbooks, internal policies and procedures and apply them.
-
Undertake any relevant training as required relating to
organisational standards and changes to software or systems.
-
Develop harmonious and effective relationships across all practice
teams and with patients.
- Undertake
effective professional development as necessary to keep up to date with current
requirements and in line with Practice policy.
-
Discuss with other members of the team how the policies, standards
and guidelines will affect own work.
-
Participate in audit where appropriate and produce reports as
required.
Infection
Prevention & Control
In accordance with the Health and Social Care Act 2008, the post
holder will actively participate in the prevention and control of infection
within the capacity of their role. The
Act requires the post holder to attend infection prevention and control
training on induction and at regular updates and to take responsibility for the
practical application of the training in the course of their work. Infection prevention and control must be
included in any personal development plan or appraisal.
THE
ABOVE LIST OF RESPONSIBILITES IS NOT EXHAUSTIVE AND MAY BE SUBJECT TO CHANGE
AFTER DISCUSSION WITH MANAGER WHERE APPROPRIATE.
WORKING CONDITIONS
The post holder will be required to use VDU frequently,
for prolonged periods of time.
Job description
Job responsibilities
Job Responsibilities
The post holder will be responsible for
Compliance & Governance in IT/Facilities
-
Act as the named lead for
estates-related compliance, including:
o
Health & Safety
o
Fire safety
o
Statutory estates inspections and
certification
o
Estates elements of CQC compliance
-
Maintain a central facilities/asset/risk
register and forward plan, ensuring all statutory and planned activity is
scheduled, completed and evidenced.
-
Ensure policies, procedures and
documentation are current, accurate and inspection-ready.
-
Undertake regular internal compliance
checks and spot audits.
-
Provide assurance updates to the
Practice Manager, including risks, gaps and mitigating actions.
Health & Safety Leadership
-
Lead on health & safety governance,
including risk assessments, incident review and action tracking.
-
Ensure appropriate H&S policies are
implemented,k ch trained-out and embedded in practice.
-
Review accidents, incidents and near
misses, identifying themes and preventative actions.
-
Act as a subject-matter expert, advising
managers and staff on estates and H&S matters and finding safe, compliant
and cost effective solutions
Facilities & Estates Oversight
-
Provide management oversight of all
planned and reactive estates activity via the Facilities Administrator.
-
Ensure planned preventative maintenance
(PPM) programmes are in place and operating effectively.
-
Oversee contractor performance, ensuring
appropriate standards, compliance and value for money.
-
Build and maintain relationships with,
and manage estates-related risks associated with shared occupancy and tenants
(e.g. pharmacy, dental practice)
Administrative team management
-
Line management for administrative team
leader in clinical administration teams (CRO/CSO)
-
Support the team leader in establishment
and maintenance of performance monitoring framework to agreed parameters
-
Resolution of issues/ working with team
lead to find solutions or innovations to challenges
-
Provide assurance to practice manager
and escalate as appropriate, managing risk
Line Management & Systems
-
Line manage the Facilities Administrator
and Administrative TL, providing direction, prioritisation and performance
oversight.
-
Ensure effective systems exist for
logging, tracking and reporting estates activity.
-
Support the Facilities Administrator and
Administrative TL to work proactively rather than reactively.
Strategic Contribution
-
Support the Practice Manager in estates
and compliance planning, including service development and future growth.
-
Monitor changes in legislation and
guidance relevant to primary care estates and compliance.
-
Work closely with rest of management
team to support projects and changing priorities when required
-
At all times, act as a leader at the
organisation and uphold professional standards
-
Contribute to improving governance
processes and reducing organisational risk.
What This Role Is Not
It does not carry out physical
maintenance or repairs
It is not a caretaking or handyman role
Quality
-
Alert other team members to issues of quality and risk.
-
Assess own performance and take accountability for own actions,
either directly or under supervision.
-
Contribute to the effectiveness of the team by reflecting on own
and team activities and making suggestions on ways to improve and enhance the
teams performance.
-
Work effectively with individuals in other agencies to meet
organisational needs.
-
Effectively manage own time, workload and resources.
Contribution to the Implementation of Services
-
Apply Practice policies, standards and guidance.
-
Discuss with other members of the team how the policies, standards
and guidelines will affect own work.
-
Understand the impact of H&S legislation upon operations
within the Practice.
-
Carry out robust record keeping arrangements which are compliant
with the practice retention policy.
-
Liaise with and report to the Partners and the Management team.
-
Provide an efficient administrative support service
as required.
-
Have a working knowledge, and contribute to Surgery
handbooks, internal policies and procedures and apply them.
-
Undertake any relevant training as required relating to
organisational standards and changes to software or systems.
-
Develop harmonious and effective relationships across all practice
teams and with patients.
- Undertake
effective professional development as necessary to keep up to date with current
requirements and in line with Practice policy.
-
Discuss with other members of the team how the policies, standards
and guidelines will affect own work.
-
Participate in audit where appropriate and produce reports as
required.
Infection
Prevention & Control
In accordance with the Health and Social Care Act 2008, the post
holder will actively participate in the prevention and control of infection
within the capacity of their role. The
Act requires the post holder to attend infection prevention and control
training on induction and at regular updates and to take responsibility for the
practical application of the training in the course of their work. Infection prevention and control must be
included in any personal development plan or appraisal.
THE
ABOVE LIST OF RESPONSIBILITES IS NOT EXHAUSTIVE AND MAY BE SUBJECT TO CHANGE
AFTER DISCUSSION WITH MANAGER WHERE APPROPRIATE.
WORKING CONDITIONS
The post holder will be required to use VDU frequently,
for prolonged periods of time.
Person Specification
Other
Essential
- Able to work additional hours at peak periods with reasonable notice
- Undergo DBS check
Qualifications
Essential
- 5 GCSEs or equivalent including maths and English
- Recognised Health & Safety qualification (e.g. NEBOSH, IOSH, NCRQ)
- Formal training in risk assessment and hazard identification
Desirable
- NEBOSH General Certificate (or equivalent) desirable
- Demonstrable experience producing and reviewing risk assessments
Experience
Essential
- Experience in a compliance, health & safety, estates or facilities role in a regulated environment.
- Good working knowledge of health & safety legislation and compliance frameworks.
- Experience managing planned maintenance and statutory inspection programmes.
- Ability to assess risk and provide clear, proportionate assurance.
- Experience coordinating contractors and service providers.
- Strong organisational skills and confidence working autonomously.
- IOSH Managing Safely or equivalent (or willingness to work toward).
Desirable
- Experience in GP primary care, NHS or healthcare settings.
- Familiarity with CQC inspection requirements.
- Line management experience.
Knowledge and Skills
Essential
- Sound knowledge of employment law, health & safety law and management of risk
- Ability to collaborate with staff and other professionals
- Excellent keyboard and computer skills
- Good time management
- Excellent communication (oral and written) and inter personal skills
- Ability to prioritise workload
Qualities and Attributes
Essential
- Ability to communicate effectively
- Leadership skills
- Able to build an effective relationship with internal and external contacts
- Ability to meet deadlines
- A quality approach to work, including the initiative to contribute to ongoing development of systems and practices
- Conscientious about detail, methodical and organised
- Personal integrity
- An understanding, acceptance and adherence to the need for strict confidentiality
- Ability to work as part of an integrated multi-skilled team
- Adaptable, innovative, forward looking
- Comfortable working to agreed objectives
- Ability to work independently
Person Specification
Other
Essential
- Able to work additional hours at peak periods with reasonable notice
- Undergo DBS check
Qualifications
Essential
- 5 GCSEs or equivalent including maths and English
- Recognised Health & Safety qualification (e.g. NEBOSH, IOSH, NCRQ)
- Formal training in risk assessment and hazard identification
Desirable
- NEBOSH General Certificate (or equivalent) desirable
- Demonstrable experience producing and reviewing risk assessments
Experience
Essential
- Experience in a compliance, health & safety, estates or facilities role in a regulated environment.
- Good working knowledge of health & safety legislation and compliance frameworks.
- Experience managing planned maintenance and statutory inspection programmes.
- Ability to assess risk and provide clear, proportionate assurance.
- Experience coordinating contractors and service providers.
- Strong organisational skills and confidence working autonomously.
- IOSH Managing Safely or equivalent (or willingness to work toward).
Desirable
- Experience in GP primary care, NHS or healthcare settings.
- Familiarity with CQC inspection requirements.
- Line management experience.
Knowledge and Skills
Essential
- Sound knowledge of employment law, health & safety law and management of risk
- Ability to collaborate with staff and other professionals
- Excellent keyboard and computer skills
- Good time management
- Excellent communication (oral and written) and inter personal skills
- Ability to prioritise workload
Qualities and Attributes
Essential
- Ability to communicate effectively
- Leadership skills
- Able to build an effective relationship with internal and external contacts
- Ability to meet deadlines
- A quality approach to work, including the initiative to contribute to ongoing development of systems and practices
- Conscientious about detail, methodical and organised
- Personal integrity
- An understanding, acceptance and adherence to the need for strict confidentiality
- Ability to work as part of an integrated multi-skilled team
- Adaptable, innovative, forward looking
- Comfortable working to agreed objectives
- Ability to work independently
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.