Job summary
Estates Compliance Support Officer NHS AFC: Band 4
The primary role of the Estates Compliance Support Officer is to give assistance to the Estates Compliance Officer in providing assurance to the Trust that the estate is safe and secure in terms of estate compliance and that the highest standards of documentation are being maintained, contributing to ensuring that the estate is safe, fit for purpose, maintained in good order and compliant with both the Trust's policies & procedures and with statutory requirements.
Interpersonal, prioritisation, investigation and self-management skills are essential to the role.
Main duties of the job
To maintain and assist in the development of accurate record keeping within the Trust's CAFM system and electronic files.
To analyse documentation submitted by contractors for accuracy, to challenge all discrepancies with confidence.
To support Helpdesk activities to ensure accurate and consistent data input and output streams are maintained.
To provide administrative and secretarial support to the Estates function ensuring that all Estates related documentation and correspondence are dealt with effectively according to agreed procedures.
To participate in the production of purchase orders and payment system activities, monitor and report maintenance expenditure and activity and approve payments within delegated financial limits and Standing Financial Instructions.
To keep and update accurately all records associated with the responsive maintenance service, planned maintenance programme, estates activity and energy and utilities consumption and expenditure
About us
At South Western Ambulance Service NHS Foundation Trust (SWASFT) we have a culture where everyone is valued for being themselves. Our aim is to work together to promote the most inclusive environment possible, which attracts people from the widest range of backgrounds and experiences to enrich the work that we do together, for the benefit of all of our employees, our patients and the communities we serve. We offer flexible working opportunities, inclusive policies and a range of feedback mechanisms to support individuals and to enable a positive, welcoming environment where our people and their careers can thrive in.
We employ over 6,000 employees mainly clinical, operational and emergency response staff as well as supporting roles. We also employ Doctors and volunteers which include community first responders and fire co-responders.
We take all the steps needed to provide the most compassionate patient care possible whilst also providing an enjoyable and safe place to work. We actively promote a positive set of behaviours as being key to our performance both individually and collectively. Our recruitment, selection and screening processes are designed to uphold these standards and we invite all our candidates to actively share with us through these processes how they will bring these behaviours to life.
Job description
Job responsibilities
Main duties and responsibilities
- To coordinate all records produced by contractors during their service visits.
- To assist in advising to ensure that all Estates staff comply with Statutory and Mandatory regulations.
- To make sure that all incidents within the department and activities pertaining to the department are reported on InPhase and to follow up to provide feedback, closure and where necessary learning outcomes to be developed.
- Assist with the Trust waste disposal activities and receive and collate Waste Management Consignment notes.
- To assist designated contract managers in production of performance reports and contract management activities.
- To effectively demonstrate compliance with all aspects of the Trusts risks, safety and governance.
- To provide clear communication to contractors and colleagues alike.
- Responsible for investigating and making recommendations to the Estates Compliance Officer where an untoward estate related risk has occurred.
- To assist the Estates Compliance Officer in the development, production and analysis of key performance indicators on departmental and contractor performance.
- To actively use and develop processes associated with IT Systems and those specific to the Department which include Concerto.
- Assist in the direct liaison with Statutory bodies to ensure that inspections take place and that a suitable response is made to any recommendations made within the reports.
- To assist in ensuring that the department operates and maintains effective safe systems of work.
- Assist in ensuring the Trust complies with all asbestos legislation including assistance in producing the Asbestos Management Plan and Asbestos Register.
- To support the Duty holder for lifts as specified in HTM 08-01 which details maintaining the Trusts lifts so that they are safe to use.
- Ensure compliance with the HSE control of legionella bacteria in water systems: Approved code of practice and guidance.
For further information about this role please see attached the job description and person specification
Education and qualifications
Essential criteria
- Ability to work under pressure and meet deadlines
- 5 GCSEs (Grade C or above) or equivalent including English and Mathematics
Desirable criteria
- Good CPD evidence
- OSH Managing Safely or equivalent
Experience
Essential criteria
- Sound understanding of and experience of statutory requirements.
- Experience of repairs Helpdesk operations
- Experience in document control
- Significant administration experience in a busy office environment.
Desirable criteria
- Recent experience in an Estates or Facilities Management role
- Previous NHS and/or ambulance service experience
- General estate maintenance experience including maintaining and creating estate records
Skills knowledge and ability
Essential criteria
- Good interpersonal skills
- Able to prioritise and meet deadlines.
- Understand and able to interpret current appropriate legislation.
- Competent in the use of MS Office including Word and Excel, able to create own documents and spreadsheets.
- Able to concentrate for long periods on reports, specifications, drawings etc but be available to deal with regular interruptions for advice and instruction.
- Holder of full current car driving licence
- To be comfortable in challenging material provided
Desirable criteria
- Thorough analytical approach to working with data
Job description
Job responsibilities
Main duties and responsibilities
- To coordinate all records produced by contractors during their service visits.
- To assist in advising to ensure that all Estates staff comply with Statutory and Mandatory regulations.
- To make sure that all incidents within the department and activities pertaining to the department are reported on InPhase and to follow up to provide feedback, closure and where necessary learning outcomes to be developed.
- Assist with the Trust waste disposal activities and receive and collate Waste Management Consignment notes.
- To assist designated contract managers in production of performance reports and contract management activities.
- To effectively demonstrate compliance with all aspects of the Trusts risks, safety and governance.
- To provide clear communication to contractors and colleagues alike.
- Responsible for investigating and making recommendations to the Estates Compliance Officer where an untoward estate related risk has occurred.
- To assist the Estates Compliance Officer in the development, production and analysis of key performance indicators on departmental and contractor performance.
- To actively use and develop processes associated with IT Systems and those specific to the Department which include Concerto.
- Assist in the direct liaison with Statutory bodies to ensure that inspections take place and that a suitable response is made to any recommendations made within the reports.
- To assist in ensuring that the department operates and maintains effective safe systems of work.
- Assist in ensuring the Trust complies with all asbestos legislation including assistance in producing the Asbestos Management Plan and Asbestos Register.
- To support the Duty holder for lifts as specified in HTM 08-01 which details maintaining the Trusts lifts so that they are safe to use.
- Ensure compliance with the HSE control of legionella bacteria in water systems: Approved code of practice and guidance.
For further information about this role please see attached the job description and person specification
Education and qualifications
Essential criteria
- Ability to work under pressure and meet deadlines
- 5 GCSEs (Grade C or above) or equivalent including English and Mathematics
Desirable criteria
- Good CPD evidence
- OSH Managing Safely or equivalent
Experience
Essential criteria
- Sound understanding of and experience of statutory requirements.
- Experience of repairs Helpdesk operations
- Experience in document control
- Significant administration experience in a busy office environment.
Desirable criteria
- Recent experience in an Estates or Facilities Management role
- Previous NHS and/or ambulance service experience
- General estate maintenance experience including maintaining and creating estate records
Skills knowledge and ability
Essential criteria
- Good interpersonal skills
- Able to prioritise and meet deadlines.
- Understand and able to interpret current appropriate legislation.
- Competent in the use of MS Office including Word and Excel, able to create own documents and spreadsheets.
- Able to concentrate for long periods on reports, specifications, drawings etc but be available to deal with regular interruptions for advice and instruction.
- Holder of full current car driving licence
- To be comfortable in challenging material provided
Desirable criteria
- Thorough analytical approach to working with data
Person Specification
Education and Qualifications
Essential
Person Specification
Education and Qualifications
Essential
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.
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).
Additional information
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.
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).
