Job responsibilities
Communication & Key Working Relationships
*To have excellent verbal communication, interpersonal skills and the ability to vary the style and level of communication, in line with the Trusts equality diversity and inclusion guidelines.
*Communicates with all levels of Trust staff face to face, electronically, by telephone and bleep throughout every shift.
*Escalates operational concerns to assistant Facilities Manager/Team leader or on call Duty Manager if out of office hours.
*Develops and maintains strong working relationships with all internal and external clinical and non-clinical stakeholders.
*Provides training and support to new or less experienced team members as part of the induction process.
Planning and Organisation
*In the absence of the team leader ensuring distribution duties are maintained to the agreed levels.
*Complete all relevant online and face-to-face training as required for the role.
*Demonstrate the ability to effectively prioritise daily tasks in response to fluctuating workloads and operational demands.
*Maintain a high level of organisation to ensure timely collection and delivery of goods, recognising that delays may impact the efficiency of other departments.
*Accurately document and record the completion of assigned duties, in line with departmental procedures and audit requirements.
Analytics
*Report all accidents, incidents and near misses using the Trusts incident reporting system.
*Completes inspection records for equipment in line with SOPs and provides records to line manager for collation.
Responsibility for Patient / Client Care, Treatment & Therapy
*When transporting equipment and linen around the Hospital site ensure SOPs are followed to provide a safe environment for them.
*Respond quickly to urgent requests (e.g., missing notes, medication runs) to prevent treatment delays and ensure continuity of care.
*Adhere to infection control protocols during linen and waste handling to protect patients and staff, contributing to safer care environments.
*Ensure prompt transfer of specimens, medical records, and equipment to facilitate timely diagnosis and therapeutic decisions.
Policy, Service, Research & Development Responsibility
*Adheres to Trust policies and procedures relevant to own role and contributes to the development or improvement of local working practices when appropriate.
*Ensure all activities align with NHS policies on infection control, waste handling, patient confidentiality, and transport safety--reducing risk and improving operational consistency.
* Undertakes staff surveys or audits necessary to own work.
Responsibility for Finance, Equipment & Other Resources
*Ensure safe and appropriate use of Trust-owned equipment such as trolleys, cages, and delivery vehicles in line with training and procedures.
*Report faults, damage, or missing equipment promptly to maintain service continuity and reduce downtime.
*Handle goods and materials with care to avoid loss, breakage, or contamination--especially when transporting medical items, linen, or confidential records.
*Follow stock control procedures when collecting or delivering pharmacy items, medical supplies, or consumables.
*Maintain cleanliness and readiness of equipment used during daily duties to support infection control and operational efficiency.
*Use handheld devices or paper logs to record deliveries and collections accurately, supporting audit and inventory tracking.
*Adhere to local procedures for waste handling and disposal, ensuring compliance with environmental and safety standards.
*Take responsibility for securing items during transit, particularly those that are time-sensitive, confidential, or high-value.
Responsibility for Supervision, Leadership & Management
*Work collaboratively with colleagues to ensure daily tasks are completed efficiently and in line with service expectations.
*Provide informal guidance and support to new or less experienced team members, helping them understand procedures and expectations.
*Escalate issues or delays to senior staff promptly to maintain service continuity and patient safety.
*Take responsibility for own workload and contribute to a positive team environment through reliability and professionalism.
*Participate in team briefings and contribute feedback to improve service delivery and working practices.
*Follow instructions from supervisors and team leaders, while demonstrating initiative in routine problem-solving.
*Maintain respectful and effective communication with colleagues, clinical staff, and other departments to support coordinated service delivery.
Information Resources & Administrative Duties
*Use handheld devices or task sheets to record job completion, ensuring timely updates for supervisors and service leads.
*Maintain confidentiality when handling sensitive items such as medical notes, pharmacy orders, or patient-related documentation.
*Follow data protection guidelines when accessing or recording information related to deliveries or departmental requests.
*Assist in updating stock movement records for items such as linen, consumables, or medical supplies, as required.
*Report discrepancies, delays, or missing items using established communication channels or reporting forms.
*Participate in routine checks to ensure documentation is complete, legible, and stored appropriately.
*Support administrative processes linked to waste management, infection control, or equipment usage by providing accurate data when requested.
*Report incidents via the Trust incident reporting system (RADAR).
Any Other Specific Tasks Required
To be part of the working distribution team in times of staff shortages.
Housekeeping.
*Assist with basic housekeeping duties in designated areas to maintain a clean, safe, and hygienic environment.
*Report spills, hazards, or cleanliness concerns promptly to the relevant team or supervisor.
*Dispose of waste in accordance with Trust procedures, including segregation of clinical, domestic, and recyclable materials.
*Maintain personal hygiene and wear appropriate PPE in line with housekeeping and infection control protocols.
Wayfinding
*To attend specific training events in addition to mandatory training.
*Provide clear and courteous directions to patients, visitors, and staff navigating the hospital or healthcare site.
*Escort individuals to wards, clinics, or service areas when required, ensuring a calm and reassuring presence.
*Maintain up-to-date knowledge of site layout, departmental locations, and temporary changes (e.g., refurbishments or relocations).
*Identify and report signage issues or missing wayfinding information to supervisors to support accessibility and patient experience.
*Support crowd control measures during emergency helicopter landings, helping maintain order and minimise disruption.
*To assist in evacuation process if required.
Fire Warden duties.
*To attend specific training events in addition to mandatory training.
*To correct poor housekeeping of hospital streets and fire escapes.
*To assist in evacuation process if required.
Helipad Duties
*On being notified of an arrival/departure of the Helicopter the Post Holder must attend at the Helipad, where the SOP must be adhered to, to allow the safe landing of the Helicopter, and the safety of the public/visitors and staff.
Maintenance Duties
Assist in carrying out routine minor maintenance duties such as:
*Report any maintenance defects to Estates.
*Completion of machinery inspection as instructed for each device.
Portering Duties
To work with other portering staff when the need arises this will include:
*Movement of furniture.
*Ad hoc Linen deliveries and collection of used linen.
*Replacing portable medical gas cylinders as required.
Miscellaneous Duties
*Attend mandatory training updates.
*Attendance at team brief sessions with the Distribution Team Leader.
*Ensure that all uniform provided is clean and well always presented, and that appropriate personal protective equipment is worn as required.
*Assist and organise in the training and induction of all new staff, by working alongside new staff for up to two weeks, or as necessary.
*Respond to bleep and mobile telephone as and when required.
*Ensure all incidents and accidents are reported in line with Trust Policy and reported as soon as practicable to the Distribution Team Leader.
Interacting with External and Internal Stakeholders:
*Patients and visitors verbally either face to face or telephone.
*All staff and contractors both verbally and via telephone and electronically.
Types of Working Environment that Supervisor might be exposed too:
*Exposure to aggression from visitors and or patients coming into and leaving the hospital, daily.
*Exposure to distressed patients and visitors
*The majority of working day will be spent standing and walking the site.
*Potential exposure to fire situations
*Exposure to extreme smells whilst carrying out work -- blocked drains, decomposed bodies, vomit.
*Exposure to highly distressing sights -- RTA/Accident victims, suicide victims, Mortuary sights.
*Extreme inclement weather -- working outside to salt frozen paths and clear drains in cases of heavy rain.
