Job responsibilities
Role Responsibilities
Facilities & Equipment:
- Responsibility for Premises management in general and in particular with cleaning and the ongoing annual/ad hoc maintenance program for all sites and key holder responsibilities e.g., organising plumbers, electricians & meeting with cleaning contractors on a monthly basis to ensure Statutory, NHSE & CQC compliance.
- Responsibility for insurance and resulting claims with relation to Premises & IT (Building, Contents & Employers and Public liability & Cyber liability insurance)
- Keep up to date records of maintenance and equipment for the Practice & its sites e.g., Automatic Doors, PAT testing, calibration testing, fixed wire testing, Fridges, clinical equipment (ECG, Spirometer, Defib), lighting, fire extinguishers etc
- Liaison with tenants/external stakeholders.
- Develop contractors service provision and planning under guidance from the practice manager, and/or Directors.
- Apply for any relevant premises grants commissioned by the ICB e.g. Minor Improvement Grants
- Responsibility for all facility contracts including telephones, cleaning, clinical and confidential waste disposal and utility services etc
- Devise and maintain an asset register of all furnishings and equipment including IT & clinical equipment.
- Ensure you stay within the premises and equipment budget and perform a monthly reconciliation as part of your monthly KPIs..
- Ensure all sites are adequately equipped with both clinical and non-clinical stock. Including monthly monitoring of ordering and stock control measures to maximise income and minimise expenditure e.g., ordering protocol, FP34D claims and line managing the administrator(s) providing these functions etc.
- Lead and implement NHSEs Net Zero initiative, in line with the Greener NHS programme. Ensuring the practice gets greener and implements change in accordance with the requirements and within our budget e.g., complete toolkit
- Ensure all sites grounds are adequately maintained, including the removal of leaves, gritting of paths and roof/leave maintenance.
Health and Safety:
- Ensure a safe workplace environment without risk.
- Ensure that all Health & Safety policies, procedures, rules, and regulations are adhered to and are regularly reviewed, updated, accessible and communicated to CQC standards.
- Ensure the Company meets its statutory obligations in all areas pertaining to health, safety, and welfare at work, including statutory training and reporting.
- Ensure the completion and regular review of risk assessments for all work equipment and operations.
- Ensure that all accidents are documented, investigated, and recommended improvements implemented to health.
- Ensure that safety inspections are carried out, asbestos survey, fire drills and fire alarms are correctly reported, safety inspections, risk assessments and lone working procedures are managed, and employees are aware of their responsibilities.
- Ensure the Practice meets all legal, statutory & CQC requirements relating to Infection Control and its processes and monitoring, including the annual, 3 monthly and monthly room audits, PPE provision, training requirements, cleaning procedures, equipment requirements and maintenance, risk assessments, cold chain process including overseeing fridge temperature checks and stock rotation. All of the above should be documented and easily accessible.
- Be the responsible person for premises, IT & Infection control CQC and ensure all sites are compliant and that all of the relevant procedures and protocols are in place, accessible to all staff and regularly updated.
- Co-ordinate the development of health & safety policies, systems of work and procedures. Ensure full and accurate health and safety and training records are maintained.
- Establish a full programme of documented health & safety inspections, audits, and checks. Establish a structured programme of health & safety training throughout the Company.
- Liaise with external health & safety consultants (where necessary) in the provision of training programmes and health and safety services.
- Keep up to date with all aspects of relevant health, safety & welfare at work legislation and communicate relevant changes to the business
- Ensure all staff have a completed an accessible DSE workstation assessment and any actions are completed.
- Provide monthly reports to the Board of Directors/Senior Management Team on relevant facilities and compliance activities.
- Participate in monthly meetings when required to report on relevant health & safety matters. Liaise with suppliers i.e., Insurers, solicitors etc.
- Any other reasonable duties which may be required by management from time to time.
IT:
- Working with NHS IT providers SCW, keep the IT and systems running smoothly and effectively, including IT troubleshooting, meeting regularly and line managing the administrator providing IT support.
- To become familiar with all relevant aspects of the clinical and practice software systems.
- To manage data quality issues, providing support and guidance to practice staff in the use of the clinical system to promote quality achievement
- Be the Practice IT lead having responsibility for ensuring all staff have the relevant passwords to access all systems, SMART card management, Data Protection registration ICO, implementing new GDPR standards, submit our annual DSPT, lead all IT refresh projects, laptop and VPN remote access and liaise with external stakeholders to ensure the efficient running of our IT systems.
- Continual review of IT software for Admin and Reception to ensure optimal delivery of services for both patients and staff.
- Maintain efficient IT records/asset lists
- Ensure adequate IT hardware & software is available to all staff and maintained e.g., PCs, printers, touchscreens, window updates, anti-virus software and that all staff are aware and trained re: Cyber security.
General:
- Report on all areas of role remit to the Practice Manager prior to the weekly Managers meeting.
- Report on all areas of role remit to the monthly Board meeting via your report, KPIs, safety dashboard and attend meetings as required.
- Prepare and maintain protocols for all of your duties.
- Deputise for other Managers, as required during periods of annual leave
