Team Co-ordinator – Estates, Sustainability and Health & Safety

Job responsibilities

You will be able to find a full Job description and Person Specification attached within the supporting documents or please click "Apply now" to view in Trac

Governance, Compliance and Audit Support

• Maintain up-to-date and auditable logs of statutory estates and health and safety compliance activities, including:- Fire safety (risk assessments, PPMs, fire door surveys)- Water safety (legionella testing, TMV servicing)- Asbestos (register, management plan)- Medical gas, lifting equipment, pressure systems and electrical systems- Emergency planning and response
• Collate and coordinate evidence for internal and external audits including:- NWSSP assurance audits (fire, medical gas, estates statutory compliance)- Internal audit actions- Daily Management of CAFm system- Producing Compliance reports CAFm.- Health & Safety Executive or HIW inspections
• Log audit recommendations, assign actions, chase updates, escalate delays, and ensure evidence is collected to close actions.
• Support the Trust Estates Manager in producing regular assurance reports on compliance gaps, progress and risks.
• Monitor and manage contractor management system

Meeting and Committee Administration

• Provide full administrative and governance support for a portfolio of estates-related groups, including:- All relevant safety groups- Health, Safety & Fire Committee- Environmental Management System (ISO) Group- Sustainability Management Board- Capital Projects Risk and Compliance Forums
• Duties include:- Preparing and circulating agendas, reports and highlight summaries.- Accurately taking minutes and technical notes, including regulatory issues, risk discussions, and escalation points.- Maintaining detailed action logs and tracking responses from multiple departments.- Drafting post-meeting highlight reports for senior management and board committees.- Monitoring terms of reference and meeting effectiveness to support good governance.

Operational Business Support

• Provide high-level business support to the Estates Senior Team, including the Head of Estates and Capital VUNHST.
• Manage shared inboxes and communication flows relating to estates compliance, contractor appointments, access arrangements and statutory returns.
• Prepare briefings and summary reports for senior leaders and committees on estates risk, compliance performance, and business-critical issues.
• Provide diary support for key compliance functions including internal audits, contractor walkthroughs, and technical surveys.

Document Control and Data Management

• Maintain accurate document control of estates and health and safety records, including:- Risk assessments- Maintenance logs reports- Audit evidence packs o Compliance certificates- Training records
• Act as lead administrator for digital compliance systems including:- CAFM system o MURA (intranet editing and publishing)- ESR (mandatory training compliance for estates)- Oracle (finance and procurement records)
• Ensure consistent version control, audit readiness and information governance across all Estates compliance documentation.

Health and Safety Coordination

• Provide business support for health and safety activities across the estate, including: - Supporting Health & Safety reps and fire wardens with documentation and communications. - Logging and tracking incidents and near misses from SHE Assure (or relevant system). - Coordinating training logs for mandatory H&S topics (fire, manual handling, working at height, etc). - Preparing health and safety data-reports for Trust committees and working groups. - Assisting with risk register reviews and H&S policy updates.

Environmental and Sustainability Support

• Support implementation and ongoing operation of the Trusts ISO 14001-certified Environmental Management System (EMS), including:- Coordinating internal environmental audits and annual management review meetings. - Collating KPI data (waste, energy, water, travel) and maintaining evidence logs for audits. - Supporting decarbonisation projects and green estates initiatives through minute-taking, reporting, and communication support.- Working with the Sustainability team to ensure alignment with the Trusts Sustainable Infrastructure and Carbon Zero goals.
• Ensure that EMS procedures are up to date, followed correctly, and embedded into daily Estates operations.

Finance, Procurement and Asset Tracking

• Use Oracle to:- Raise and receipt orders o Reconcile procurement card transactions - Monitor minor works expenditure and code appropriately
• Assist with tracking of estates-related budgets (e.g. PPM contracts, H&S training, waste disposal).
• Maintain accurate records of capital equipment and statutory testing requirements, ensuring traceability of remedial actions.

HR, Training, Systems and Development

• Line manage Estates Administration Support Officers
• Manage and coordinate the Estates training matrix.
• Deliver training to estates and facilities colleagues in the use of key business systems (e.g. QPulse, Mura, ESR, Oracle).
• Create user guides and briefings to ensure consistency of documentation and reporting.
• Support the induction of new team members into estates governance and compliance procedures.
• Identify own development needs and opportunities to broaden understanding of estates technical operations and NHS estates governance.

Qualifications and Knowledge

Essential

• Educated to degree level or evidenced equivalent experience
• Excellent IT user including Microsoft Office
• Excellent communication skill
• Ability to produce a high standard of written work.
• Knowledge of information systems which includes the ability to operate and manipulate data from a database.
• Degree or equivalent relevant experience in administration, business management, governance or compliance.
• Experience of minute-taking, meeting coordination and governance support in a complex environment.
• Familiarity with estates, H&S, or compliance frameworks, with ability to handle statutory documents.
• Strong IT skills (MS Office, digital filing, database entry, intranet editing
• Exceptional organisational and communication skills; confidence dealing with clinical, technical and operational staff.

Desirable

• Knowledge of ISO 14001, HTM/HBN guidance, or NHS estates statutory duties.
• Experience supporting internal/external audits or environmental/safety inspections.
• Familiarity with NHS Wales systems (Oracle, QPulse, ESR, TRAC).
• Welsh language skills (Level 1 or above).

Experience

Essential

• Experience of communicating with all levels of staff and the public.
• Experience of dealing with confidential and sensitive data and appropriate maintenance and storage of records.
• Experience of operating Microsoft Office Suite.
• Experience of managing, maintaining and developing systems and procedures.
• Experience of implementing administrative policies and procedures.
• Experience of undertaking analysis of data to support business decision making using large data sets.

Desirable

• Line management experience.

Skills and Attributes

Essential

• Analyse information from numerous sources.
• Advanced IT/keyboard skills.
• Advanced data analysis skills to interrogate interpret and present complex data to meet customer needs
• Ability to work on own initiative and self-manage workload.
• Able to organise multi-disciplinary meetings and events internally and externally.
• Excellent management and communication skills and knowledge.

Desirable

• Welsh Speaker (Level 1) or willingness to work towards.
• Knowledge of the Welsh Blood Service

Other

Essential

• Willing to seek out learning and development opportunities.
• Highly organised, proactive, logical problem solver.
• Flexible approach to work.
• Self-motivated.
• High level of interpersonal skills.
• Team player.
• Integrity.
• Discretion.
• Shows empathy and compassion towards others and treats people with dignity and respect.
• Shows respect for other's views and appreciate other's inputs and encourage colleagues to display our values.
• Motivated to use initiative to recognise problems and seek solutions while understanding the importance of empowering and enabling others.
• Friendly and helpful disposition, awareness of how own and other's behaviours impact on people's experiences and the organisation's reputation.

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.

Certificate of Sponsorship

Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).

From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).