Job responsibilities
DUTIES AND RESPONSIBILITIES
1. Ensure that the trust is a safe and secure place for patients, staff, patient visitors and contractors
2. Monitor the departments performance ensuring that service delivery is provided in accordance with service level agreements using the tools shown below and any other appropriate methods of monitoring and that all performance is evidenced.
a. ERIC
b. PAM
c. Patrol monitor - Guardtour
d. Scorecard
3. Produce monthly key issue reports for discussion at individual meetings and submission to soft facilities group and Technical Manager for Soft Facilities.
4. Provide accurate data to assist in the costings of business cases
5. Be responsible for the day-to-day management of the trust access control system, granting access to areas according to valid requests from ward/department managers.
6. Be responsible for the day-to-day management of the trust CCTV system, granting viewing access to personnel internal and external according to valid requests in accordance with policy and procedure.
7. Maintains access control and CCTV records to ensure that information is accurate and up to date for future reference and complies with Data Protection Act 2018
8. Liaise with capital team colleagues regarding requirements for new build and refurbishment projects an all aspects of physical security covering items such as
a. CCTV
b. Key Suiting
c. Access control requirements
d. Staff resource
9. Provide information regarding impacts of capital schemes on the daily operational routines of the departments giving possible solutions to anticipated issues.
10. Be responsible for the management of trust keys, ensuring that all keys are issued as per key issue procedure and that any on-call out of hours requests for keys can be met.
11. Ensure that all staff comply with health and safety regulations
12. Carry out departmental risk assessments with immediate team leaders and staff to ensure that all work can be carried out in a safe manner.
13. Review Risk assessments as required ensuring that any changes are communicated to all relevant staff and that a record is kept to evidence change and communication ensuring that DCIQ is updated
14. Liaise with outside agencies as required such as police, fire brigade.
15. Enter all absence on staff ESR system promptly ensuring accuracy
16. Ensure that all overtime is monitored and that it is tightly controlled whilst ensuring that rotas are fit for purpose and accurate to allow agreed service provision
17. Accurately enter all pay details on trust e-pay system ensuring accuracy and provide reports as required.
18. Be responsible for the management of all stock items required for security, carrying out annual stocktakes as required.
19. Raise orders for equipment as required to allow teams responsible for can carry out their role
20. Monitoring of department budgets escalating any pressures to line manager
21. Assist the Operational services manager in the recruitment of staff be that leavers or new roles. Use the NHS jobs and TRAC to advertise, shortlist and follow candidates progress through the recruitment process
22. Responsible for the monitoring of team rotas ensuring that service delivery is not compromised by absence planned and un-planned.
23. Attend and take part in disciplinary meetings as required
24. Ensure that the trust management of attendance policy is followed when staff are sick liaising with HR to ensure that they are present if required. Ensuring that all formal meetings are carried out as per the policy. Produce all relevant documentation relating to the management of attendance policy
a. Carry out management of attendance meetings
b. O/H referrals
c. Carry out return to work meetings
d. Produce management of attendance stage 3 statement of cases as required.
25. Ensure that all PDRs are carried out and that all actions/learning from the PDRs is actioned in a timely manner, ensuring that all details from the PDR are recorded on ESR.
26. Ensure that all staff are up to-date with all trust mandatory training, ensuring that staff are allocated time to attend/carry out the training that is required for their role. Ensure that all role specific staff training that is required is actioned as per list below including trust local departmental induction
a. Organise
b. Arrange delivery
c. Monitor
d. Record
27. Carry out monthly 1-2-1 meetings with the team leaders as shown below and record details of meetings showing actions and outcomes
a. Switchboard supervisor
b. Security team leaders (x5)
c. Car park team leader
28. Attend team meetings for the teams as shown ensuring that an agenda is produced following the trust standard format and notes taken for distribution as required
a. Switchboard
b. Security team
c. Car park team
29. Attend service review group meetings
a. Switchboard
b. Security team
c. Car park team
30. Respond to alarms/incidents as required ensuring that disruption to trust operations is kept to a minimum
a. Patients violent/aggressive
b. Fire alarms
c. Medical gas alarms
d. Panic alarms
e. Flood alarms
f. Intruder alarms
g. Fridge alarms
31. Incidents
a. Respond to all incidents in an appropriate manner
b. Enter incidents on to DATIX
c. Assist with investigations as required
d. Provide written statements if requested regarding incidents
e. Provide CCTV and access control reports when requested for incident investigations
f. Attend root cause analysis meetings as required
g. Attend executive review groups as required
32. Complaints
a. Respond to all complaints in an appropriate manner via PALS
b. Provide complaint feedback as required either directly or via PALS
c. Assist with investigations as required
d. Provide written statements if requested regarding complaints
e. Provide CCTV and access control reports when requested for complaint investigations
33. Produce policies and SOPs as required for the needs of the service ensuring that they meet current health and safety legislation, HTM and best practice guidance.
34. Assist with and take part in policy/procedure/service reviews relevant to the services responsible for
35. Ensure that all staff work within the Trust values and standards
36. Be responsible for managing the day-to-day maintenance of the following systems ensuring that maintenance contracts are fit for purpose.
a. CCTV
b. Access Control
c. Alarms
i. Intruder
ii. Panic
iii. Medical gas iv. Contronics
v. Flood
Escalating faults to appropriate third-party suppliers and senior colleagues to ensure operational effectiveness to systems as shown
37. Be required to carry out monitoring across all trust estate (internally/externally)
38. Attend ad-hoc meetings as required taking notes to feedback to colleagues
39. Deputise for Operational Services Manager when required
This job description is not a complete list of duties but is intended to give a general indication of the range of work undertaken. It will vary over time as demands and priorities within the NHS change. Significant changes in the range of work undertaken will be made only after discussion with the post holder.
