Job summary
The facilities Coordinator will provide proactive operational and administrative support to the Deputy Facilities Services Manager and wider Facilities Services management team in the delivery of high-quality cleaning, patient catering and linen services across CUH. You will act as a key link between the Band 6 Deputy Facilities Services Manager, contracted providers and ward/department teams, ensuring effective communication, timely resolution of issues and robust follow-through of agreed actions.
Working closely with the Band 6 Deputy Facilities Services Manager, the post holder will help coordinate day-to-day service delivery, routine and ad-hoc audits, and the implementation of improvement plans and projects aligned to National Standards of Healthcare Cleanliness, food and drink standards and Trust quality and safety priorities. The role will include supporting contract performance monitoring, tracking KPIs, preparing routine performance reports, and escalating risks or non-compliance in a timely manner.
This is a five-day, Monday to Friday role (8:00-16:00 or as agreed) and the post holder will be expected to spend regular time in clinical and non-clinical areas, working alongside the Deputy Facilities Services Manager to champion the Trust's values of Safe, Kind, Excellent and contribute to a consistently positive patient and staff experience.
Main duties of the job
Provide day-to-day operational and administrative support to the Deputy Facilities Services Manager in the delivery of cleaning, patient catering and linen services, including preparation of papers and data for meetings, reviews and walkabouts.
Act as first point of contact for routine operational issues, resolving these where possible and escalating promptly to the Deputy Facilities Services Manager where there are patient safety, quality or contractual implications.
Support the coordination and tracking of agreed actions from contract review meetings, performance meetings and "Our PLACE" or mini-PLACE walkabouts, ensuring updates and evidence are collated and shared
Participate in and sometimes lead routine cleanliness, catering and linen audits in clinical and non-clinical areas, recording findings accurately and supporting the Deputy Facilities Services Manager to develop and implement corrective action plans.
Assist with local monitoring against National Standards of Healthcare Cleanliness, PLACE, food and drink standards, infection prevention and control requirements and other Trust standards relevant to facilities services.
Maintain up-to-date electronic and paper records of audits, inspections, incidents, complaints and compliments, providing summaries, charts and basic analysis as requested by the Deputy Facilities Services Manager
About us
Our Trust
Cambridge University Hospitals (CUH) NHS Foundation Trust comprises Addenbrooke's Hospital and the Rosie Hospital in Cambridge. With over 13,000 staff and over 1100 beds the priorities of the Trust focus on a quality service which is all about people - patients, staff and partners. Recognised as providing 'outstanding' care to our patients and rated 'Good' overall by the Care Quality Commissioner, is testament to the skill and dedication of the people who work here. CUH's values - Together - Safe, Kind, Excellent - are at the heart of patient care, defining the way all staff work and behave. The Trust provides accessible high-quality healthcare for the local people of Cambridge, together with specialist services, dealing with rare or complex conditions for a regional, national and international population.
CUH is committed to promoting a diverse and inclusive community - a place where we can all be ourselves. We value our differences and fully advocate and support an inclusive working environment where every individual can fulfil their potential. We want to ensure our people are truly representative of all the communities that we serve. We welcome applications for all positions in the organisation irrespective of people's age, disability, ethnicity, race, nationality, gender identity, sex, sexual orientation, religion or belief, marriage and civil partnership status, or pregnancy and maternity status or social economic background.
Job description
Job responsibilities
Please see the attached Applicant Information Pack (combined Job Description and Person Specification) for key duties and responsibilities.
As per Home Office guidelines, please be aware that, unfortunately, the Trust is unable to offer sponsorship for this particular position.
Due to Home Office immigration rules, a full time permanent vacancy cannot be filled by individuals on a Student visa. Therefore, please be advised that if you are a Student visa holder, we will not be able to offer you a full time permanent contract unless you have:- applied for a Graduate visa- or you will have successfully completed your course and have applied for a Graduate visa before the anticipated start date of your employment- or the Trust has agreed that they will Sponsor you as a Skilled Worker and you will complete your studies within 3 months of the anticipated start date of employment
This vacancy will close at midnight on
Interviews are due to be held on
Benefits to you
At Cambridge University Hospitals, we want to do all we can to support good working days. We offer development opportunities and a wide range of benefits, including on-site leisure facilities, shopping concourse and day nurseries. Our good work programme currently includes providing reduced cost Stagecoach bus travel to and from Cambridge University Hospital site. Park and Ride bus journeys between Babraham Road and Trumpington sites are free, as is the route to and from Cambridge train station and our hospitals. We also subsidise the cost of parking on site for eligible staff.
On CUH campus, hot food is available 24/7 and at a reduced cost for colleagues. Recently we launched the first of our staff pod break spaces. Located in the Deakin Centre, we have a purpose-created colleague-only caf, with free tea and coffee, a break space and private outside area for colleagues to rest, refuel and recharge. Just one of the ways we are working hard to support good working days at CUH.
CUH is committed to assisting employees in achieving a good work-life balance irrespective of role or personal circumstances. Flexible arrangements may include, but are not limited to, part-time working, job-share, term-time working and flexible start and finish times.Please note if you would like to discuss the required hours of this role further, you should approach the contact given. In some cases, alternative working hours will be considered.
We welcome applications from the Armed Forces.
Job description
Job responsibilities
Please see the attached Applicant Information Pack (combined Job Description and Person Specification) for key duties and responsibilities.
As per Home Office guidelines, please be aware that, unfortunately, the Trust is unable to offer sponsorship for this particular position.
Due to Home Office immigration rules, a full time permanent vacancy cannot be filled by individuals on a Student visa. Therefore, please be advised that if you are a Student visa holder, we will not be able to offer you a full time permanent contract unless you have:- applied for a Graduate visa- or you will have successfully completed your course and have applied for a Graduate visa before the anticipated start date of your employment- or the Trust has agreed that they will Sponsor you as a Skilled Worker and you will complete your studies within 3 months of the anticipated start date of employment
This vacancy will close at midnight on
Interviews are due to be held on
Benefits to you
At Cambridge University Hospitals, we want to do all we can to support good working days. We offer development opportunities and a wide range of benefits, including on-site leisure facilities, shopping concourse and day nurseries. Our good work programme currently includes providing reduced cost Stagecoach bus travel to and from Cambridge University Hospital site. Park and Ride bus journeys between Babraham Road and Trumpington sites are free, as is the route to and from Cambridge train station and our hospitals. We also subsidise the cost of parking on site for eligible staff.
On CUH campus, hot food is available 24/7 and at a reduced cost for colleagues. Recently we launched the first of our staff pod break spaces. Located in the Deakin Centre, we have a purpose-created colleague-only caf, with free tea and coffee, a break space and private outside area for colleagues to rest, refuel and recharge. Just one of the ways we are working hard to support good working days at CUH.
CUH is committed to assisting employees in achieving a good work-life balance irrespective of role or personal circumstances. Flexible arrangements may include, but are not limited to, part-time working, job-share, term-time working and flexible start and finish times.Please note if you would like to discuss the required hours of this role further, you should approach the contact given. In some cases, alternative working hours will be considered.
We welcome applications from the Armed Forces.
Person Specification
Qualifications
Essential
- GCSEs (or equivalent) including English and Maths, or equivalent level of knowledge and experience.
- Customer Service / Business Administration / ITQ (or equivalent) qualification or demonstrable equivalent administrative / customer-facing experience in a facilities or hospitality environment (e.g. cleaning, catering, linen services).
- Basic Food Hygiene / Food Safety Level 2 (or commitment to achieve within agreed timescale).
- Evidence of ongoing CPD relevant to facilities services (e.g. infection control, COSHH, manual handling, customer care).
Desirable
- Specific technical/professional qualification in Facilities, Hospitality, Cleaning Science or related subject (e.g. BICSc, IWFM Level 3, Hospitality / Housekeeping or Catering qualification).
- Secretary / Administrative qualification (e.g. RSA, NVQ/City & Guilds in Business Admin).
- Graduate degree in Facilities Management or related subject or working towards.
- Team leader / first-line management qualification (e.g. ILM Level 2/3, Apprenticeship in Team Leading / Supervision).
- Food Safety Level 3 and/or HACCP-related training.
Experience
Essential
- Experience in providing day-to-day operational solutions to enhance service delivery across soft FM services (e.g. cleaning, catering, linen), including responding to issues and coordinating remedial actions.
- Experience of managing staff and/or coordinating a busy clerical/office, reception or helpdesk environment, including allocation of work, monitoring performance and supporting rotas/cover.
- Experience of prioritising, planning and organising own workload and that of others to meet deadlines in a fast-paced, customer-focused environment.
- Experience of dealing calmly and professionally with difficult situations and confrontations, including complaints from patients, visitors, clinical teams and contractors.
- Experience of accurate data entry, maintaining records and producing basic reports (e.g. audits, incident logs, performance data, action trackers).
- Confident user of IT systems (e.g. Microsoft Office, CAFM/FM systems, incident reporting or auditing tools).
Desirable
- Previous experience of working within the NHS or a comparable healthcare environment, with an understanding of its processes and governance requirements.
- Proven background in facilities or soft FM operational roles with a track record of improving performance (e.g. audit scores, complaint reduction, KPI delivery).
- Experience of supervising cleaning, catering or linen/linen distribution teams, including arranging training and supporting HR processes.
- Experience of participating in or leading small projects or service improvement initiatives within facilities or hotel services.
Knowledge
Essential
- Understanding of Transport & Travel services as they relate to movement of patients, staff, goods, linen, waste and catering supplies within a healthcare environment.
- Clear understanding of confidentiality, information governance and data protection requirements, and how these apply to staff, patient and contractor information.
- Strong customer service focus, with an understanding of how facilities services impact patient experience and staff satisfaction.
- Good working knowledge of general office procedures and competent use of Microsoft Office packages (Outlook, Word, Excel, Teams/PowerPoint) for rota management, reporting and communication.
- Awareness of equality, diversity and anti-discriminatory practice and how to apply this when dealing with patients, visitors, contractors and staff.
Desirable
- Knowledge of the Trust including its facilities structure, key stakeholders and awareness of strategic priorities relevant to soft FM services (e.g. cleanliness, food standards, patient experience).
- Knowledge of Trust information systems used for facilities and incident management (e.g. CAFM/helpdesk systems, auditing tools, incident reporting systems, e-learning platforms).
- Awareness of NHS targets, regulatory standards and Trust priorities that impact facilities services, such as National Standards of Healthcare Cleanliness, PLACE, food and drink standards and patient experience measures.
Skills
Essential
- Ability to maintain and develop positive working relationships with a wide range of staff, patients, visitors and contractors, with experience of resolving issues and conflicts constructively.
- Excellent interpersonal and communication skills, both verbal and written, including the ability to convey information clearly and confidently to individuals and groups.
- Ability to manage and work as part of a multidisciplinary team, supporting colleagues and contributing to a positive team culture.
- Ability to analyse, interpret and present data (e.g. audits, KPIs, incident trends, staffing information) in a clear and concise way to support decision-making.
- Ability to work with budgets at an operational level
Desirable
- Ability to work with budgets
- Ability to requisition general stock
- Ability to manage projects and to use own initiative and work autonomously
- Ability to take minutes to a high standard
- Ability to adapt to change and work under pressure
Additional Requirements
Essential
- The ability to understand and behave at all times, towards patients, visitors and colleagues according to the Trust values of safe, kind, excellent.
Person Specification
Qualifications
Essential
- GCSEs (or equivalent) including English and Maths, or equivalent level of knowledge and experience.
- Customer Service / Business Administration / ITQ (or equivalent) qualification or demonstrable equivalent administrative / customer-facing experience in a facilities or hospitality environment (e.g. cleaning, catering, linen services).
- Basic Food Hygiene / Food Safety Level 2 (or commitment to achieve within agreed timescale).
- Evidence of ongoing CPD relevant to facilities services (e.g. infection control, COSHH, manual handling, customer care).
Desirable
- Specific technical/professional qualification in Facilities, Hospitality, Cleaning Science or related subject (e.g. BICSc, IWFM Level 3, Hospitality / Housekeeping or Catering qualification).
- Secretary / Administrative qualification (e.g. RSA, NVQ/City & Guilds in Business Admin).
- Graduate degree in Facilities Management or related subject or working towards.
- Team leader / first-line management qualification (e.g. ILM Level 2/3, Apprenticeship in Team Leading / Supervision).
- Food Safety Level 3 and/or HACCP-related training.
Experience
Essential
- Experience in providing day-to-day operational solutions to enhance service delivery across soft FM services (e.g. cleaning, catering, linen), including responding to issues and coordinating remedial actions.
- Experience of managing staff and/or coordinating a busy clerical/office, reception or helpdesk environment, including allocation of work, monitoring performance and supporting rotas/cover.
- Experience of prioritising, planning and organising own workload and that of others to meet deadlines in a fast-paced, customer-focused environment.
- Experience of dealing calmly and professionally with difficult situations and confrontations, including complaints from patients, visitors, clinical teams and contractors.
- Experience of accurate data entry, maintaining records and producing basic reports (e.g. audits, incident logs, performance data, action trackers).
- Confident user of IT systems (e.g. Microsoft Office, CAFM/FM systems, incident reporting or auditing tools).
Desirable
- Previous experience of working within the NHS or a comparable healthcare environment, with an understanding of its processes and governance requirements.
- Proven background in facilities or soft FM operational roles with a track record of improving performance (e.g. audit scores, complaint reduction, KPI delivery).
- Experience of supervising cleaning, catering or linen/linen distribution teams, including arranging training and supporting HR processes.
- Experience of participating in or leading small projects or service improvement initiatives within facilities or hotel services.
Knowledge
Essential
- Understanding of Transport & Travel services as they relate to movement of patients, staff, goods, linen, waste and catering supplies within a healthcare environment.
- Clear understanding of confidentiality, information governance and data protection requirements, and how these apply to staff, patient and contractor information.
- Strong customer service focus, with an understanding of how facilities services impact patient experience and staff satisfaction.
- Good working knowledge of general office procedures and competent use of Microsoft Office packages (Outlook, Word, Excel, Teams/PowerPoint) for rota management, reporting and communication.
- Awareness of equality, diversity and anti-discriminatory practice and how to apply this when dealing with patients, visitors, contractors and staff.
Desirable
- Knowledge of the Trust including its facilities structure, key stakeholders and awareness of strategic priorities relevant to soft FM services (e.g. cleanliness, food standards, patient experience).
- Knowledge of Trust information systems used for facilities and incident management (e.g. CAFM/helpdesk systems, auditing tools, incident reporting systems, e-learning platforms).
- Awareness of NHS targets, regulatory standards and Trust priorities that impact facilities services, such as National Standards of Healthcare Cleanliness, PLACE, food and drink standards and patient experience measures.
Skills
Essential
- Ability to maintain and develop positive working relationships with a wide range of staff, patients, visitors and contractors, with experience of resolving issues and conflicts constructively.
- Excellent interpersonal and communication skills, both verbal and written, including the ability to convey information clearly and confidently to individuals and groups.
- Ability to manage and work as part of a multidisciplinary team, supporting colleagues and contributing to a positive team culture.
- Ability to analyse, interpret and present data (e.g. audits, KPIs, incident trends, staffing information) in a clear and concise way to support decision-making.
- Ability to work with budgets at an operational level
Desirable
- Ability to work with budgets
- Ability to requisition general stock
- Ability to manage projects and to use own initiative and work autonomously
- Ability to take minutes to a high standard
- Ability to adapt to change and work under pressure
Additional Requirements
Essential
- The ability to understand and behave at all times, towards patients, visitors and colleagues according to the Trust values of safe, kind, excellent.
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.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
Additional information
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.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
Employer details
Employer name
Cambridge University Hospital NHS Foundation Trust
Address
Addenbrookes Hospital-Division Corporate
Hills Road
Cambridge
CB2 0QQ
Employer's website
https://www.cuh.nhs.uk (Opens in a new tab)