Facilities Support Officer

Job description

Job responsibilities

The post holder will:

Act as a communication link for the Hotel Services and other Facilities management teams, initiating the cascade of relevant information in any absence. Initiating the first response to urgent and important issues which may involve persuasive, motivational and negotiating skills. Employ a consistently professional and confident approach, reflecting the Trust values at all times

Manage the diaries of the Head of Facilities and Deputies when required; prioritising meetings/appointments as directed where necessary, to ensure appropriate and optimum time management, allowing sufficient work/reflective time. Ensure that a rolling programme of performance and development reviews and 1:1 meetings are scheduled and monitored.

Arrange meetings as required by the senior and operational management teams ensuring the relevant information is available and that arrangements are in place for the room reservation, equipment, and refreshments, if appropriate.

Arrange the preparation and distribution of agendas and papers for meetings, in accordance with Trust policies, procedures and timescales. Take and transcribe accurate minutes at various formal meetings and distribute in a timely fashion, ensuring that all follow-up action is taken. Assisting in the compilation and production of reports for the various meetings within the service line and across the Trust.

Open and action all emails addressed to the main Hotel Services Inbox, using own judgement and initiative to progress any issues

Open and sort all emails addressed to the Head of Facilities, prioritising those that require urgent attention

Using own judgement, draft emails and letters on behalf of the senior management team, seeking approval of the wording where appropriate and ensuring a consistently high standard

Provide organisational and administrative support to the Staff Engagement team, working on several initiatives within Site Services around health & wellbeing, communication & staff engagement, assisting in the organisation of Wider and Extended management team meetings and events, staff meetings and subsequent communication and updates, team development activities, staff recognition schemes and other staff awareness campaigns.

Provide support to the management teams undertaking various improvement or transformation projects, carrying out any organisational and administration tasks necessary to keep projects on plan

Manage and maintain the ATP swabbing data collection process, liaising with the provider to ensure optimum performance of the hardware/software and regular provision of consumables, training supervisors in the correct use of equipment, ensuring the correct use of both software and hardware, ensuring relevant stakeholders have access to the data they require and providing dashboard reports for Cleanliness Assurance Group (CAG), Infection Prevention & Control Sub-Committee (IPSC), CDiff Vigilance and other assurance forums.

Provide support and training to the Supervisory and Operational management teams in the use of Facilities systems including but not limited to Synbiotix, Menumark, Neogen ATP systems.

Working in conjunction with the Audit Manager, provide organisational and operational support for the efficient delivery of the National Standards of Healthcare Cleanliness audit programme, ensuring that all stakeholders receive timely communication regarding the audit timetable and results.

Provide organisational and operational support for other audit programmes and surveys which may be required within Facilities

With consideration to procurement processes/procedures and budget constraints, raise purchase orders for stationary, office supplies and equipment and other miscellaneous items required for the Facilities services.

Undertake tasks/projects, as required to support the Hotel Services, Staff Engagement and other Facilities management teams, which may include but not limited to facilitating meetings, obtaining and collating relevant information, drafting communications and training staff.

Provide support and assistance to the admin and staff engagement teams with recruitment processes, specifically around exceptional activities such as open days.

• Proactively identify additional activities in accordance with the role, which would increase postholder efficiency and the efficiency of the team; offer suggestions for improvement and implement agreed activities

• Participate in departmental/team meetings, offer suggestions for service improvements

Person Specification

Qualifications

Essential

• oNVQ Level 3 in Business Admin or equivalent plus demonstrable experience or proven knowledge in similar role
• oGCSE (A-C) English and Mathematics

Desirable

• NVQ Level 4 Business Administration

Knowledge & Experience

Essential

• oUnderstanding of office practices, systems and procedures
• oHigh level of proven working knowledge of Microsoft Office applications
• oDemonstrable experience in dealing with the public and dealing with sensitive and confidential information.
• oPractical experience of working in a busy office environment
• oDemonstrable experience of minute taking, transcribing and circulating minutes of meetings

Communication

Essential

• High level of communication skills both written and verbal, demonstrating fluency and clarity

Other Factors

Essential

• oAbility to travel between sites
• oFurther to full training, there will be instances of lone working associated with this post
• oFlexible approach to working hours

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.

Certificate of Sponsorship

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

University Hospitals Plymouth NHS Trust

Address

Derriford Hospital

University Hospitals Plymouth

Plymouth

PL6 8DH

Employer's website

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