Building Co-ordinator

Job description

Job responsibilities

1. Support the management of the Buildings operational functions. This includes planning clinical consultation room booking schedules, weekly and monthly reporting of room utilisation and any escalation of issues or submission of recommendations for improvement.
2. Support the Care Groups in the safe and effective running of the Buildings
3. Monitor and proactively manage room bookings in the area of responsibility, advising clinical service leads, and operational leads across both care groups on the utilisation of the bookable rooms.
4. Undertake regular building audits identifying and escalating areas of concern (misuse of clinical spaces, DNAs etc) in both verbal updates (as required) and regular, monthly written reports for distribution to all service leads, Heads of Operations for both care groups and senior management stakeholders.
5. Review historical buildings utilisation surveys, reports and recommendations, support and undertake regular ongoing space utilisation surveys/audits against an agreed template.
6. Harmonise key stakeholder relationships across Care Groups with a shared objective of maximising the utilisation of available space and identifying to the Care Groups any safety and security concerns to ensure the continued effectiveness of the office and care environments.
7. Manage own workload; able to work on own initiative without routine supervisi
8. Support with the promotion of Cost Improvement Initiatives in relation to the specific buildings and their utilisation.
9. Identify new processes and procedures to create a more effective and efficient service, writing these into the Trusts Standard Operating Procedure format for agreement and adoption.
10. Advising of any matters arising relating to the services provided from the Buildings, which are likely to require the attention of the senior management.
11. Support the building occupants as first point of contact for recording and raising building complaints/queries for services provided within the area of responsibility, escalating and seeking resolutions via support services including housekeeping concerns, digital systems issues (network and room booking system) and any estates/fabric issues.
12. Responsibility for compiling/providing reports relating to buildings usage (e.g. in relation to room booking).
13. Support building management meetings with property and estate team to escalate and resolve issues.
14. Responsible for being familiar with and complying with the Trusts Policies and Procedures and for ensuring the same familiarisation and compliance with Partners and other service contract providers/other agencies.
15. Responsible for promoting a positive work culture and the efficient use of space.
16. Responsible for maintaining own core competences and CPD register along with supporting department wide training and development needs.

Systems and equipment

1. To develop a good working knowledge of IT systems in use within the organisation or any replacement clinical system, to support teams in ensuring high levels of data quality.
2. Support by reporting any system and network failure to IT using the formal SMT call logging platform.
3. Place orders as and when required against the agreed budget allocations for each premises and priorities, and chase up any discrepancies
4. Maintain and manage any space management/utilisation software and administer the room booking system.

Communication and relationships

1. Communicates to a wide variety of stakeholders by written and verbal means, often to positions where the role has no direct management or authority.
2. Build and maintain trust and good working relationships with service leads, operational leads and corporate colleagues for both sites
3. Provides timely communications with internal stakeholders and external suppliers autonomously.
4. Support building leads by reporting incidents via on-line incident reporting system relating to the building and environment.
5. Maintain accurate records relating to space utilisation.
6. To ensure communication channels are used appropriately to facilitate the flow of information to the operational leads.
7. To develop and maintain effective communication and good working relationships with colleagues with the team.
8. Support by reporting any anti-social behaviour around the buildings in conjunction with Facilities Lead, security and police.

Additional Requirements

1. Responsible for pro-actively identifying ones self development and training needs.
2. To undertake any other duties as required, commensurate with the nature and grading of the post.
3. Assist with the evaluation of patient footfall each quarter linking in with care group lead to formulate quarterly reports.
4. Assist with site room bookings linking in with the facilities lead around Service Line reporting.
5. Ensure site information is updated for example: door codes and access times etc.
6. Assist and lead with the user group meetings with all services on site.

Physical / emotional demands of the job

1. Regular requirement to travel between locations
2. Regular requirements for working across clinical and corporate environments and service user facing consultation areas
3. Frequent interruptions can be common. Prolonged periods of concentration will be required.
4. Managing own workload, supporting the delivery of clinical services through effective management
5. The post holder will require a good standard of keyboard skills and regular attendance of virtual meetings with frequent webcam usage.
6. There may be occasions where the post holder is exposed to distressful subject matter and confrontational situations, we expect this to be rare, although a good level of personal and emotional resilience is required.

Person Specification

Qualifications

Essential

• NVQ Level 3 or equivalent qualification or equivalent knowledge gained through experience, in business or office administration (or equivalent)
• Demonstrate a commitment to further training and development commensurate with the grade

Experience

Essential

• Experience of working in a healthcare environment
• Demonstrable experience in effective application and use of software packages.
• Knowledge and experience of the Private Finance Initiative in the NHS.

Desirable

• Experience at attending meetings and minute taking
• Knowledge of Health or Social Care

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

Midlands Partnership NHS Foundation Trust

Address

Severn Fields Medical Practice

Sundorne Road

Shrewsbury

SY1 4RQ

Employer's website

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