Job summary
Salary: Band 4 £26,530 - £29,114 per annum
Location: Across sites, both Isle of Wight NHS Trust and Portsmouth Hospitals University NHS Trust ( frequency of visits to each site, to be agreed locally.)
Position type: Permanent Full-time 37.5 hours per week
An exciting opportunity has arisen in our Estates and Facilities Department. Do you want to join a leading organisation that is both forward thinking and innovative?
Are you passionate about enhancing the patient environment and ensuring top-quality facilities management? We are seeking a dedicated Facilities Monitoring Officer to join our dynamic team within the Single Corporate Services, supporting both Isle of Wight NHS Trust and Portsmouth Hospitals University NHS Trust.
This is a key position. As a Facilities Monitoring Officer, you will play a pivotal role in overseeing the performance and contract compliance of our Soft Facilities Management (FM) services under the Private Finance Initiative (PFI) Contract. This includes services such as Catering, Cleaning, Security, Portering, Waster Management, and more.
Main duties of the job
- Performance Monitoring: Regularly audit and evaluate the quality, compliance, and sustainability of FM services to ensure they meet contractual obligations and service level agreements.
- Environmental Compliance: Lead on environmental management projects, ensuring adherence to relevant regulations and promoting sustainable practices.
- Data Analysis and Reporting: Compile, analyse, and interpret service performance data to identify trends, areas for improvement, and prepare detailed reports for internal and external stakeholders.
- Contract Management: Support the preparation, evaluation, and implementation of contract variations, ensuring all changes align with organisational goals and compliance standards.
- Investigations and Inspections: Conduct through investigations and site inspections to assess service delivery, identify risks, and recommend corrective actions.
- Continuous Improvement: Contribute to the development and review of systems and processes that drive continuous improvement in service delivery.
- Stakeholder Engagement: Work collaboratively with Trust staff, external contractors, and private sector partners to ensure effective communication and service alignment.
- Training and Development: Provide guidance, training and support to Trust staff on FM compliance and best practices.
About us
Our vision for Single Corporate ServicesIsle of Wight NHS Trust (IWT) and Portsmouth Hospitals University NHS Trust (PHU) have a shared vision of a single corporate service across our two organisations, supported by a single set of identical systems and processes, under joint leadership, to drive significant efficiencies, improve employee experience, and return time to patient care.
This vacancy is part of the Single Corporate Services Division.
Why are we changing the way we deliver Corporate Services?Working as a partnership, both IWT and PHU have a shared vision for excellence in care for our patients and communities; with a set of strategic aims underpinning how we will achieve this. The creation of a single corporate service is essential for us to support our clinical and operational services, and our wider transformation programme.
The vision for our single corporate services is to:
- Be an employer of choice for corporate talent, attracting and retaining people who share our values for excellence in care and welcome the opportunity to benefit from the broad range of flexible career and development opportunities we can offer.
- Improve efficiency through simplified and standardised policies, processes, and systems, drawing on the best from both Trusts.
- Do things once and reduce any duplication on transactional tasks giving corporate staff the ability to focus on higher value and more diverse activities.
Job description
Job responsibilities
- Lead on Environmental Management projects on behalf of the Trust, ensuring compliance with regulations, attending meetings/seminars as required and monitoring compliance.
- Plan and organise projects, implement changes to practices, and provide training to Trust staff on environmental management compliance.
- Review monthly FM reports and verify data submitted.
- Lead the monitoring of all FM services in respect of quality, compliance and sustainability. Provide reports to various Trust groups and stakeholders.
- Participate and act upon the findings of the PLACE (Patient Led Assessment of the Care Environment) audits.
- Evaluate and analyse current service delivery of the FM services against internal service level agreements and in line with the PFI output specifications and contract monitoring agreements.
- Plan and organise FM service monitoring schedules.
- Undertake scheduled inspections as well as targeted visits to ascertain the condition and compliance of the facilities. Scope of the inspection may be focused on a specific FM service (i.e. cleaning or maintenance) or general.
- Assist with the review and development of a contract monitoring system with the PFI partner through preparation of audit tools.
- Assist in maintaining a contract monitoring database.
- Provide input to the quality monitoring system as an integral part of the service specifications.
- Provide input to the reporting system for the Trust as an integral part of the PFI project.
- Prepare data in support of contract variations, which will feed into the overall cost for the service.
- Gather PFI workload data, which will support contract performance and financial variations.
- Formulate and evaluate contract variations in conjunction with FM PFI Monitoring Manager.
- Assess the impact of service development and implement necessary changes in Service Specifications and the payment mechanism.
- Participate in contract monitoring meetings as required.
- Effectively communicate on all aspects of soft FM service provision to external agencies including, external contractors and private sector partner.
- Provide advice, education, and inform all Trust staff where appropriate, with regards to the FM services.
- Analyse and interpret PFI contractor's data records and reports.
- Prepare formal reports to be presented to Trust forums where necessary.
- Brief and direct specialist external advisors and consultants for specific aspects of service review and development where required.
- General administration duties.
- The postholder to take positive action to gain an understanding of sustainability and climate change and how the Trust is responding and lead on demonstrating a commitment to reducing the carbon and energy footprint for soft FM services.
- To undertake any other reasonable duties as requested, this may include responsibilities not normally covered on a day-to-day basis.
Job description
Job responsibilities
- Lead on Environmental Management projects on behalf of the Trust, ensuring compliance with regulations, attending meetings/seminars as required and monitoring compliance.
- Plan and organise projects, implement changes to practices, and provide training to Trust staff on environmental management compliance.
- Review monthly FM reports and verify data submitted.
- Lead the monitoring of all FM services in respect of quality, compliance and sustainability. Provide reports to various Trust groups and stakeholders.
- Participate and act upon the findings of the PLACE (Patient Led Assessment of the Care Environment) audits.
- Evaluate and analyse current service delivery of the FM services against internal service level agreements and in line with the PFI output specifications and contract monitoring agreements.
- Plan and organise FM service monitoring schedules.
- Undertake scheduled inspections as well as targeted visits to ascertain the condition and compliance of the facilities. Scope of the inspection may be focused on a specific FM service (i.e. cleaning or maintenance) or general.
- Assist with the review and development of a contract monitoring system with the PFI partner through preparation of audit tools.
- Assist in maintaining a contract monitoring database.
- Provide input to the quality monitoring system as an integral part of the service specifications.
- Provide input to the reporting system for the Trust as an integral part of the PFI project.
- Prepare data in support of contract variations, which will feed into the overall cost for the service.
- Gather PFI workload data, which will support contract performance and financial variations.
- Formulate and evaluate contract variations in conjunction with FM PFI Monitoring Manager.
- Assess the impact of service development and implement necessary changes in Service Specifications and the payment mechanism.
- Participate in contract monitoring meetings as required.
- Effectively communicate on all aspects of soft FM service provision to external agencies including, external contractors and private sector partner.
- Provide advice, education, and inform all Trust staff where appropriate, with regards to the FM services.
- Analyse and interpret PFI contractor's data records and reports.
- Prepare formal reports to be presented to Trust forums where necessary.
- Brief and direct specialist external advisors and consultants for specific aspects of service review and development where required.
- General administration duties.
- The postholder to take positive action to gain an understanding of sustainability and climate change and how the Trust is responding and lead on demonstrating a commitment to reducing the carbon and energy footprint for soft FM services.
- To undertake any other reasonable duties as requested, this may include responsibilities not normally covered on a day-to-day basis.
Person Specification
Qualifications
Essential
- GCSE Grace C and above in English Language and Mathematics
- Knowledge of MS Office applications by appropriate course
- BTEC in Business Studies or similar
Experience
Essential
- Experience within the health service, or related area for a minimum of 1 year
- Experience of carrying out quality assurance audits in a Hospital FM setting
- In-depth working experience of FM services in the hospital setting
- Experience of carrying out audits against standardised documentation
Skills and Knowledge
Essential
- Ability to gather data, compile information, and prepare reports
- Skill in organising resources and establishing priorities
- Skill in the use of computers, preferably in a PC, Windows-based operating environment
- Ability to design and implement systems necessary to collect, maintain and analyse data
- Ability to communicate effectively, both orally and in writing
- Ability to develop, plan, and implement short- and long-range goals
- Ability to develop and maintain record keeping systems and procedures
- Knowledge of Facilities Management Services
- Presentation skills
Person Specification
Qualifications
Essential
- GCSE Grace C and above in English Language and Mathematics
- Knowledge of MS Office applications by appropriate course
- BTEC in Business Studies or similar
Experience
Essential
- Experience within the health service, or related area for a minimum of 1 year
- Experience of carrying out quality assurance audits in a Hospital FM setting
- In-depth working experience of FM services in the hospital setting
- Experience of carrying out audits against standardised documentation
Skills and Knowledge
Essential
- Ability to gather data, compile information, and prepare reports
- Skill in organising resources and establishing priorities
- Skill in the use of computers, preferably in a PC, Windows-based operating environment
- Ability to design and implement systems necessary to collect, maintain and analyse data
- Ability to communicate effectively, both orally and in writing
- Ability to develop, plan, and implement short- and long-range goals
- Ability to develop and maintain record keeping systems and procedures
- Knowledge of Facilities Management Services
- Presentation skills
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.
