Coordinator, Facilities and Estates

Job description

Job responsibilities

The Role

We are looking for an organised and experienced coordinator of logistics, facilities, and/or business operations to: oversee facilities management at our largest practice, coordinate group-wide maintenance and compliance matters, and provide project support on new building business cases, of which there are currently two in progress.

Reporting to the Group Manager, IT Digital & Estates, you will be a key member of the Mereside Medical Operations Team. This core team works across all three practices to put in place the right systems, tools, processes and work environment to enable staff to deliver the best service possible. The Operations team includes the following diversified functions:

• Practice Operations
• Clinical Operations
• Quality Improvement
• Finance
• People & Culture

You may have prior experience in project management, facilities management, or general business operations. This may be from within the NHS or elsewhere. To be successful in this role, you will be organised and solutions-minded in your approach, and pro-active in ensuring that our systems, facilities and premises provide a productive working environment for our staff.

Your Responsibilities

Estates Projects Support

Under the guidance of the COO and Group Manager, IT, Digital & Estates:

• Support the Group Manager, IT, Digital & Estates to run the 6-weekly Mereside Premises meeting cycle: plan agendas, prepare and maintain supporting documents, and document decisions and actions.
• Coordinate premises and facilities improvements projects, including cost monitoring.
• Provide support in the preparation and submission of business cases for improvements to existing premises and new building schemes.
• Identify ways in which to make our buildings more sustainable and develop proposals to implement these.

Facilities Management and Co-ordination

At Staploe and Wilburton sites:

• Oversee day to day maintenance of Staploe Medical Centre and Wilburton site
• Ensure that both premises are kept clean, tidy and in good repair
• Conduct at least monthly walk-arounds to identify repairs or maintenance requirements
• Manage the cleaning teams at each site
• Oversee all building and equipment inspections, completing actions in a timely manner
• Organise ad hoc waste removals as required (WEEE, skips, etc)
• Monitor the Facilities Support helpdesk for both sites and action appropriately
• Prepare cost plans for repairs and maintenance works for approval
• Manage improvements projects, scheduling work around service delivery requirements
• Oversee security of buildings and grounds, including being responsible for CCTV
• Act as point of contact for Wilburton landlord
• Act as second Keyholder after our third party security provider.

For all practices:

Under the guidance of the Group Manager, IT, Digital & Estates:

• Ensure that all service contracts are fit for purpose and achieve value for money
• Maintain all documentation (handbooks, policies, risk assessments, contracts etc)
• Maintain a list of maintenance tasks to be completed by the Maintenance Worker, working with the team to prioritise these and ensure they are completed on time and on budget.
• Work with the Practice Operations Managers at all sites to ensure that all premises are compliant with all applicable legislation and CQC requirements.
• Act as Mereside lead on health & safety, electrical safety, and fire safety, with the support of Practice Operations Managers
• Provide facilities improvement project support to the Practice Operations Managers at Cathedral Medical Centre and Haddenham Surgery as required
• Act as third Keyholder for other practices as required.

You should have or be:

• Highly proficient in the use of Microsoft software (Outlook, Teams, Word, Excel, OneDrive/Sharepoint), including making use of these for collaborative working.
• Experienced in broad aspects of facilities management, including meeting all relevant compliance requirements associated with an operating medical centre.
• Experienced in contract management and negotiation with external suppliers.
• Highly numerate, with prior experience of managing budgets and monitoring expenditure to ensure projects are delivered on budget and on time.
• Extremely organised and methodical in your approach to work, able to prioritise tasks and workload effectively to ensure continuity of healthcare service whilst keeping non-BAU projects progressing.
• A diplomatic communicator and skilled listener, effective at representing the organisation professionally, and managing expectations of colleagues.
• Adaptable, responsive, and learning-minded in a fast-paced and rapidly changing environment
• Solutions-focussed with a passion for providing the best possible workplace environment for your colleagues.

It would be an advantage if you also:

• Had demonstrable (and/or comparable) experience in project planning and coordination, including the development and management of project documentation (plans, budgets, GANTT programmes, etc).

This is not meant to be an exhaustive list of duties. The need for flexibility is required and the post holder is expected to carry out any other related duties that are within the employee's skills and abilities whenever reasonably instructed.

Person Specification

Qualifications

Essential

• GCSE grade 7-9 in English and Maths

Experience

Essential

• Highly proficient in the use of Microsoft software, Outlook, Teams, Word, Excel, OneDrive, Sharepoint, including making use of these for collaborative working.
• Experienced in broad aspects of facilities management
• Experienced in contract management and negotiation with external suppliers.
• Highly numerate
• Extremely organised and methodical in your approach to work
• A diplomatic communicator and skilled listener
• Adaptable, responsive, and learning-minded
• Solutions-focussed with a passion for providing the best possible workplace environment for your colleagues.

Desirable

• Had demonstrable and or comparable, experience in project planning and coordination, including the development and management of project documentation, plans, budgets, GANTT programmes, etc.

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.

Employer details

Employer name

Mereside Medical Group

Address

Brewhouse Lane

Soham

Ely

Cambridgeshire

CB7 5JD

Employer's website

https://www.meresidemedical.nhs.uk/ (Opens in a new tab)