Job summary
An opportunity has arisen to join University Hospitals Plymouth NHS Trust within Site Services, Facilities as a Facilities Support Officer (Operations).
This post provides key administrative and operational support to the Facilities Management team, helping to deliver safe, efficient and customer-focused services across areas such as car parking, ID badge management, and general site operations. The role is essential in supporting day-to-day activities and ensuring Trust standards are consistently met.
We have one full-time post (37.5 hours per week) available, predominantly working Monday to Friday. The successful applicant must be flexible and may be required to work varied shifts to meet service needs.
This is an excellent opportunity for a motivated and organised individual with strong administrative and communication skills to contribute to the smooth running of critical support services within the Trust.
***Preference will be given to internal Trust staff, as well as 'Priority' and 'At Risk' status including NHS At Risk staff throughout Devon who are able to display recent relevant experience as dictated by the Person Specification.***
Main duties of the job
Support the Operations Manager and the wider Facilities team, both internal and contracted, to deliver excellent key performance outcomes; ensuring that the service is safe, fit for purpose and enhances staff and patient experience and care.
To take responsibility for administering the car parking permit systems and providing an efficient, customer-focused service.
To effectively manage and monitor the University Hospitals Plymouth NHS Trust staff identification badge system.
To provide a support role, both administratively and operationally, to the Facilities operational services and the wider Facilities team to ensure the efficiency and effectiveness of the function, enabling the Directorate to deliver a cost-effective service that responds to the needs of University Hospitals Plymouth NHS Trust (UHPNT).
Support the high-performing service team to deliver corporate aims, objectives and aspirations of the Directorate and the Trust.
Assist the Operations Manager and the wider Facilities team in regularly reviewing all Directorate risks and incidents, ensuring they are up to date and appropriate.
Undertake the role in line with the vision and values of the organisation and display integrity, fairness, exemplary personal behaviour, and act as a role model for other members of staff
About us
We are a people business - where every member of staff matters and can make a difference. Patients are at the heart of everything we do. Joining University Hospitals Plymouth NHS Trust means becoming part of a team of dedicated staff, who are committed to leading the way through innovation, clinical excellence and great customer care. The Trust has great opportunities for career development in a highly progressive working environment. We offer all of this in a vibrant, modern city with a historic reputation for adventure.
PLEASE NOTE THAT ALL COMMUNICATION WILL BE ELECTRONIC, PLEASE CHECK YOUR EMAIL ACCOUNT REGULARLY. If you have any issues with applying online and need additional support including reasonable adjustments with the application process please contact the recruitment team on 01752 432100. We recognise that work life balance is important for our colleagues and so we invite requests from applicants around less than full time/flexible working for our advertised roles. Please contact the recruiting manager to discuss this prior to your application submission. We commit to giving this full consideration in each case. We encourage people from diverse backgrounds to apply for our roles, as diversity strengthens our teams.
It is sometimes necessary to close vacancies before the closing date. If you have not heard from us within 4 weeks of the closing date, please assume that you have not been shortlisted.
Job description
Job responsibilities
Car Parking Operations
1. Provide administration for the Trusts car parking systems, ensuring that all systems and records are accurate and up to date.
2. Manage the end-to-end parking permit allocation process: downloading applications, applying scoring matrices, communicating outcomes, and maintaining transparent records.
3. Administer payroll deductions and liaise with payroll to meet deadlines.
4. Administer the appeals process: collating evidence, preparing packs, and supporting decision-making.
5. Respond to staff, patient and visitor enquiries via the Car Parking inbox, ensuring professional and timely communication.
6. Produce management reports, identifying trends, risks and recommendations for service improvement.
7. Liaise with external contractors for parking equipment maintenance and escalate risks where appropriate.
Identification Badges
8. Produce staff ID badges in line with Trust security policies, ensuring accuracy and correct access levels.
9. Verify identity and clearance before issue of badges, ensuring compliance with Trust procedures.
10. Hold regular ID drop-in sessions, including at offsite Trust buildings (travel required).
11. Manage ID badge renewals, replacements and lost badge reporting.
12. Support large-scale requirements (e.g. Junior Doctor intake).
13. Maintain consumables and ensure equipment is fully stocked and operational
General Duties
14. Respond professionally to enquiries, complaints and FOI/PALS requests relating to parking, ID and security matters.
15. Use Datix to log and monitor risks and incidents, ensuring appropriate follow-up.
16. Monitor and review CCTV systems in line with Trust policies, security protocols and data protection legislation.
17. Ensure CCTV footage is securely stored, retrieved and disclosed only in accordance with legal requirements and Trust procedures.
18. Support the review of CCTV and body-worn footage with stakeholders (Security, Police, Safeguarding, HR, etc.).
19. Prepare CCTV evidence packs for investigations, complaints and incidents.
20. Support CCTV equipment maintenance, logging and resolving faults promptly.
21. Respond to authorised requests for CCTV evidence in line with Trust procedures.
22. Support procurement of operational equipment, PPE and consumables.
23. Assist with rota and staffing administration when required.
24. Contribute to inductions, audits, and compliance monitoring.
25. Represent Facilities at meetings as required, promoting a professional and collaborative approach
For further details please see attached JD&PS.
Job description
Job responsibilities
Car Parking Operations
1. Provide administration for the Trusts car parking systems, ensuring that all systems and records are accurate and up to date.
2. Manage the end-to-end parking permit allocation process: downloading applications, applying scoring matrices, communicating outcomes, and maintaining transparent records.
3. Administer payroll deductions and liaise with payroll to meet deadlines.
4. Administer the appeals process: collating evidence, preparing packs, and supporting decision-making.
5. Respond to staff, patient and visitor enquiries via the Car Parking inbox, ensuring professional and timely communication.
6. Produce management reports, identifying trends, risks and recommendations for service improvement.
7. Liaise with external contractors for parking equipment maintenance and escalate risks where appropriate.
Identification Badges
8. Produce staff ID badges in line with Trust security policies, ensuring accuracy and correct access levels.
9. Verify identity and clearance before issue of badges, ensuring compliance with Trust procedures.
10. Hold regular ID drop-in sessions, including at offsite Trust buildings (travel required).
11. Manage ID badge renewals, replacements and lost badge reporting.
12. Support large-scale requirements (e.g. Junior Doctor intake).
13. Maintain consumables and ensure equipment is fully stocked and operational
General Duties
14. Respond professionally to enquiries, complaints and FOI/PALS requests relating to parking, ID and security matters.
15. Use Datix to log and monitor risks and incidents, ensuring appropriate follow-up.
16. Monitor and review CCTV systems in line with Trust policies, security protocols and data protection legislation.
17. Ensure CCTV footage is securely stored, retrieved and disclosed only in accordance with legal requirements and Trust procedures.
18. Support the review of CCTV and body-worn footage with stakeholders (Security, Police, Safeguarding, HR, etc.).
19. Prepare CCTV evidence packs for investigations, complaints and incidents.
20. Support CCTV equipment maintenance, logging and resolving faults promptly.
21. Respond to authorised requests for CCTV evidence in line with Trust procedures.
22. Support procurement of operational equipment, PPE and consumables.
23. Assist with rota and staffing administration when required.
24. Contribute to inductions, audits, and compliance monitoring.
25. Represent Facilities at meetings as required, promoting a professional and collaborative approach
For further details please see attached JD&PS.
Person Specification
Knowledge & Experience
Essential
- oHave demonstrable experience with a wide range of administrative duties.
- oBe competent in the use of Microsoft Office packages
- oExtensive demonstrable experience of managing systems-based processes and databases.
Qualifications
Essential
- Educated to GCSE level (5 A-C including English and Maths) or equivalent demonstrable experience.
- Basic written, verbal, numeracy skills and IT skills.
Abilites & Aptitude
Essential
- Good communication skills
- Ability to maintain confidentiality at all times
- Motivated and organised
- Able to acknowledge own limitations & seek support where required
Attitude and Motivation
Essential
- Positive attitude.
- Willingness to undertake further personal and practical training/development as required
Other Factors
Essential
- Able to work flexibly to meet the needs of the service.
- To attend in the event of a major incident alert.
- Must adhere to local protocols and policies.
Desirable
- Ability to travel between sites
Person Specification
Knowledge & Experience
Essential
- oHave demonstrable experience with a wide range of administrative duties.
- oBe competent in the use of Microsoft Office packages
- oExtensive demonstrable experience of managing systems-based processes and databases.
Qualifications
Essential
- Educated to GCSE level (5 A-C including English and Maths) or equivalent demonstrable experience.
- Basic written, verbal, numeracy skills and IT skills.
Abilites & Aptitude
Essential
- Good communication skills
- Ability to maintain confidentiality at all times
- Motivated and organised
- Able to acknowledge own limitations & seek support where required
Attitude and Motivation
Essential
- Positive attitude.
- Willingness to undertake further personal and practical training/development as required
Other Factors
Essential
- Able to work flexibly to meet the needs of the service.
- To attend in the event of a major incident alert.
- Must adhere to local protocols and policies.
Desirable
- Ability to travel between sites
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).
