Job summary
An exciting opportunity has arisen for an Estates & Facilities Support Officer to join our E+F Department on a permanent, part time basis
The post will support Mersey and West Lancashire Teaching Hospitals NHS Trust, its partners and other services as part of the NHS Strategic Transformation Plans and property management services, to deliver professional estates services in support of estates strategy, operations and environmental initiatives whilst determining and delivering positive quality standards but with particular focus on the service user environment.
The role of the Estates and Facilities department is to ensure the provision of an appropriate, safe, secure and high-quality environment which meets the needs and expectations of our patients, staff, visitors and provider partners.
The JD & PS are currently under AfC review and are subject to change
Main duties of the job
- A key member of the Estates and Facilities team supporting estates requirements at the base site
- Provide an effective Estates and Facilities service to various community sites within the locality to support the delivery of MWL clinical and non-clinical services.
- To provide a high-quality administration service to the Estates and Facilities department
- To deliver an effective and competent level of administration support and consistently deliver a 'patient-focused' service
- To promote good customer service
- To prioritise, organise own workload and co-ordinate activities with other team members, providers, partners and staff accordingly
- To form professional and effective relationships with colleagues in the Estates and Facilities Department, staff of all levels throughout the Trust and our service providers.
About us
Mersey and West Lancashire Teaching Hospitals NHS Trust serves a population of over 600,000 with a workforce of over 10,500 dedicated and skilled staff across 21 sites.
We strongly believe that the communities we serve should all have access to Five Star Patient Care.
Our services:
Acute Care
Providing emergency and maternity services at Whiston, Southport and Ormskirk hospitals, and medical and surgical specialties across all our sites.
Primary Care
Providing primary care services at Marshalls Cross Medical Centre situated in St Helens Hospital.
Community Services
Providing adult community services for St Helens and a wheelchair service in Chorley, South Ribble, and West Lancashire. Our inpatient unit at Newton Community Hospital is where patients needing acute hospital beds can continue rehabilitation. We also provide urgent care at our Urgent Treatment Centre located in St Helens town centre.
Specialist Regional Services
We provide the Mersey Regional Burns & Plastic Surgery Unit at Whiston Hospital and the Spinal Injuries Unit at Southport Hospital to more than 4 million people across the whole of Merseyside, West Lancashire, Cheshire, Isle of Man and North Wales.
Achievements:
- Rated Outstanding by CQC Inspection August 2018
- Top 100 places to work in the NHS (NHS Employers & Health Service Journal)
- National Preceptorship Accreditation (2023) for Nursing & AHP Preceptorship Programme
Job description
Job responsibilities
- The post holder should be able to work on their own initiative and with limited supervision and have a flexible approach to their work to deal with conflicting demands and tight deadlines.
- Good interpersonal skills are important for dealing with colleagues and external visitors, as is the ability to work effectively as part of a team.
- To co-ordinate the operation of your base site which will involve duties such as opening / closing the site, facilitating planned and reactive maintenance visits; fulfilling fire warden and incident support roles; providing porterage support, car park administrative duties and continuity of service.
- Undertaking site or service audits.
- Co-ordinating requests for information from service providers; accurately creating and collating additional works requests, small works requests, variation orders and capital bids for approval by the management team.
- To use the Trusts Oracle system to raise purchase orders, to receipt invoices for payment and act as a point of contact for suppliers as necessary. To maintain a record of goods and services ordered and received.
- To manage central Estates and facilities e-mail inboxes, responding to requests and co-ordinating actions.
- Organise and co-ordinate meetings / events, making administrative arrangements, (e.g., Catering, room booking, seating arrangements, etc), preparing agendas and any other meeting documentation in advance. Including equipment and hospitality, coordinates multi-disciplinary meetings and provide additional support as required.
- Type and receive confidential information, reports, memos, etc.
- Participate in scheduled and ad hoc environmental audits on a regular basis, following the relevant Trust requirements, including the National Standards of Cleanliness 2021 / PLACE
- On request, the post holder will be asked to carry out additional duties equal to their role and level of responsibility.
- As the role will cover all the Trusts community sites, the post holder must be able to travel across sites by car or assisted driver.
CLINICAL & PROFESSIONAL RESPONSIBILITIES
- Ensure continued compliance with current legislation, Codes of Practice and best practice standards.
- The post holder must form professional and effective relationships with colleagues, staff at all levels throughout the Trust and the Trusts service partner NewHospitals and associated contractors.
ADMINISTRATIVE RESPONSIBILITIES
- Logging and progress chasing maintenance calls, liaising with contractors and other partners as appropriate.
- To respond to telephone enquiries, including occasional contact with distressed persons, dealing with calls in a professional and courteous manner, whilst maintaining confidentiality.
- Taking and forwarding accurate messages to the appropriate team/individual in a timely manner.
- Organise and co-ordinate meetings/ events, making administrative arrangements (e.g., catering, room booking, seating arrangements etc.) preparing agendas and any other meeting documentation in advance. Including equipment and hospitality.
- A good working knowledge of Microsoft (MS) packages (particularly MS Outlook, Word, Teams, Excel and PowerPoint) is required to provide essential administrative with development and preparation of documents including letter, spreadsheets, slides and reports.
TEACHING & TRAINING RESPONSBILITIES
- Take responsibility for Personal Continuing Professional Development including mandatory training, attendance on courses and seminars and via technical publications.
- Participate in the performance appraisal system.
- Assist other staff at all levels in the use and development of office machinery and equipment and the use of IT applications to support their work and the development of their skill set.
FINANCIAL RESPONSIBILITY
- Although no direct budgetary management is required for this post, a good budgetary awareness and ability to balance practicable solutions v costs is essential.
- To report to and assist the Estates & Facilities Performance Manager in identifying cost improvement opportunities in support of the Trusts Financial Strategy
- To procure goods and services in accordance with the Trusts standing financial autonomy limits.
- Appropriate management of delegated schemes and bodies of work.
Job description
Job responsibilities
- The post holder should be able to work on their own initiative and with limited supervision and have a flexible approach to their work to deal with conflicting demands and tight deadlines.
- Good interpersonal skills are important for dealing with colleagues and external visitors, as is the ability to work effectively as part of a team.
- To co-ordinate the operation of your base site which will involve duties such as opening / closing the site, facilitating planned and reactive maintenance visits; fulfilling fire warden and incident support roles; providing porterage support, car park administrative duties and continuity of service.
- Undertaking site or service audits.
- Co-ordinating requests for information from service providers; accurately creating and collating additional works requests, small works requests, variation orders and capital bids for approval by the management team.
- To use the Trusts Oracle system to raise purchase orders, to receipt invoices for payment and act as a point of contact for suppliers as necessary. To maintain a record of goods and services ordered and received.
- To manage central Estates and facilities e-mail inboxes, responding to requests and co-ordinating actions.
- Organise and co-ordinate meetings / events, making administrative arrangements, (e.g., Catering, room booking, seating arrangements, etc), preparing agendas and any other meeting documentation in advance. Including equipment and hospitality, coordinates multi-disciplinary meetings and provide additional support as required.
- Type and receive confidential information, reports, memos, etc.
- Participate in scheduled and ad hoc environmental audits on a regular basis, following the relevant Trust requirements, including the National Standards of Cleanliness 2021 / PLACE
- On request, the post holder will be asked to carry out additional duties equal to their role and level of responsibility.
- As the role will cover all the Trusts community sites, the post holder must be able to travel across sites by car or assisted driver.
CLINICAL & PROFESSIONAL RESPONSIBILITIES
- Ensure continued compliance with current legislation, Codes of Practice and best practice standards.
- The post holder must form professional and effective relationships with colleagues, staff at all levels throughout the Trust and the Trusts service partner NewHospitals and associated contractors.
ADMINISTRATIVE RESPONSIBILITIES
- Logging and progress chasing maintenance calls, liaising with contractors and other partners as appropriate.
- To respond to telephone enquiries, including occasional contact with distressed persons, dealing with calls in a professional and courteous manner, whilst maintaining confidentiality.
- Taking and forwarding accurate messages to the appropriate team/individual in a timely manner.
- Organise and co-ordinate meetings/ events, making administrative arrangements (e.g., catering, room booking, seating arrangements etc.) preparing agendas and any other meeting documentation in advance. Including equipment and hospitality.
- A good working knowledge of Microsoft (MS) packages (particularly MS Outlook, Word, Teams, Excel and PowerPoint) is required to provide essential administrative with development and preparation of documents including letter, spreadsheets, slides and reports.
TEACHING & TRAINING RESPONSBILITIES
- Take responsibility for Personal Continuing Professional Development including mandatory training, attendance on courses and seminars and via technical publications.
- Participate in the performance appraisal system.
- Assist other staff at all levels in the use and development of office machinery and equipment and the use of IT applications to support their work and the development of their skill set.
FINANCIAL RESPONSIBILITY
- Although no direct budgetary management is required for this post, a good budgetary awareness and ability to balance practicable solutions v costs is essential.
- To report to and assist the Estates & Facilities Performance Manager in identifying cost improvement opportunities in support of the Trusts Financial Strategy
- To procure goods and services in accordance with the Trusts standing financial autonomy limits.
- Appropriate management of delegated schemes and bodies of work.
Person Specification
Qualifications
Essential
- Educated to GCSE grade C level or equivalent including Maths and English
- Educated to NVQ Level 3 in IT or equivalent level of qualification or significant previous experience
Knowledge & Experience
Essential
- Experience of working in a facilities-related role
Desirable
- Basis understanding of the NHS and the PFI contract partnership
- Knowledge of Trust computer systems
Skills
Essential
- Excellent IT Skills
- Excellent Organisational Skills
- Ability to communicate professionally at all levels
- Excellent keyboard skills
- Ability to organise workload effectively and prioritise
- Use of all Microsoft Office software (Word, Excel, PowerPoint)
- Ability to use initiative to problem solve
- Ability to work as part of a team
- Ability to use own initiative and work independently
- Capability to adapt to most situations
- Reliable and conscientious
- Able to work the hours and undertake duties required
Desirable
- Highly developed interpersonal skills
- Ability to maintain control of stressful situations
Other
Essential
- Ability to show understanding and appreciation
- Comply with trust policies and procedures at all times
- Ability and willingness to undergo further training for the post
- Maintain confidentiality at all times
Person Specification
Qualifications
Essential
- Educated to GCSE grade C level or equivalent including Maths and English
- Educated to NVQ Level 3 in IT or equivalent level of qualification or significant previous experience
Knowledge & Experience
Essential
- Experience of working in a facilities-related role
Desirable
- Basis understanding of the NHS and the PFI contract partnership
- Knowledge of Trust computer systems
Skills
Essential
- Excellent IT Skills
- Excellent Organisational Skills
- Ability to communicate professionally at all levels
- Excellent keyboard skills
- Ability to organise workload effectively and prioritise
- Use of all Microsoft Office software (Word, Excel, PowerPoint)
- Ability to use initiative to problem solve
- Ability to work as part of a team
- Ability to use own initiative and work independently
- Capability to adapt to most situations
- Reliable and conscientious
- Able to work the hours and undertake duties required
Desirable
- Highly developed interpersonal skills
- Ability to maintain control of stressful situations
Other
Essential
- Ability to show understanding and appreciation
- Comply with trust policies and procedures at all times
- Ability and willingness to undergo further training for the post
- Maintain confidentiality at all times
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.
