Job summary
To work as part of a multi-disciplinary, professional team providing planned and reactive maintenance across the Trust buildings
To be responsible for the provision of a comprehensive and effective administrate service for the Property Maintenance Department
To maintain co-ordination of paperwork and communication between staff at all levels across the trust and contractors
To provide a full and varied administrative service to the Property Maintenance Department including CAFM, Procurement and HR
To manage own workload acting independently maintaining timely and accurate outputs for requested work
Main duties of the job
To monitor and report on the effectiveness of the estates team through the CAFM system
To select, retrieve and collate Papers and information for meetings and reports.
Day to day responsibility for the management of the CAFM system and support of the operation team in by Logging and issue reactive and planned maintenance work orders.
To forecast the Planned maintenance System, reviewing the programme in advance and ensuring no element of the planned maintenance falls behind the agreed programme or if it does ensuring appropriate manager is aware.
To manage the re-prioritisation and re-allocation of work and the workloads of the maintenance staff to reflect staffing levels changes and priority changes, with the service needs, Health and Safety and patient care.
To work closely with the Estates maintenance management on a daily basis to facilitate work planning and service communication.
To be the first point of contact for calls determining their requirements and the appropriate process of responding.
To receive and respond to telephone calls and other media
Support the CAFM manager in the maintenance of the CAFM system
Manage Health roster, Datix, procurement and other bespoke systems, in a timely and efficient manner on behalf of the estates
To plan for situations which are known; and to be able to re-prioritise work to accommodate unexpected situations and interruptions
To maintain an efficient electronic and paper based filing system to comply with the needs of managers.
About us
Epsom and St Helier University Hospitals NHS Trust provides a range of medical services to approximately 490,000 people living across southwest London and northeast Surrey. In addition, we provide more specialist services, in particular renal and neonatal intensive care, to a wider area, covering parts of Sussex and Hampshire.
We serve an area that is rich in diversity, with a mix of urban and rural areas, and differing levels of quality of life. We cover some of the most prosperous postcodes in the country, as well as some poorer areas. Together with our colleagues at NHS Surreyand NHS Sutton and Merton, we work to make sure that we deliver the best possible care to the communities we serve.
The Trust employs approximately 5,000 staff across its hospitals and issupported by over 500 volunteers.
Job description
Job responsibilities
Technical
- To efficiently manage the planned and reactive maintenance
- To effectively manage Health Roster
- To effectively manage the estates procurement
- To produce reports for Senior managers
- To ensure that the CAFM system is up to date
- Understanding of requirements of COSHH, Asbestos regulations, control of Legionella within healthcare Premises, Medical gases, RIDDOR, LOLER, CDM regulations, the Electricity at Work Act and all relevant Health and Safety Regulations.
Leadership or managerial
- Be an effective member of the trusts Estates and Facilities team, demonstrating a commitment to the trusts strategic objectives and vision
- Build strong, collaborative relationships with colleagues across ESTH and community sites to statutory compliance
- To work as part of a multi-disciplinary, professional team providing planned and reactive maintenance across Trust properties
Information and reporting
- Ensure that effective communication exits at all levels and that key messages are delivered to all levels ensuring all reports are accurate.
- Ensure that communication is a two way process that encourages feedback and generates good ideas
- Maintain a filing system for compliance records
- Produces reports from databases for the use of Senior Managers
Technology or system support
- Be fully conversant with the CAFM system
- Be fully conversant with Heath Roster
- Be fully conversant with Oracle
- Be fully conversant with Microsoft packages
- Be fully conversant with the Trusts Estates filing system
- The ability to track all works requests to the Estates Department
Communications and Engagement
- Provide and receive complex information
- Provide and receive highly complex, sensitive or contentious information
- Prepare monthly multi stranded monitoring reports and present these to Associate Director of Estates, Heads of Estates and Senior Managers
- To inform estates of new assets and ensure that they are added onto the CAFM system to liaise with suppliers and contractors to ensure KPIs are met.
- To work collaboratively with all members of the Trust and contractors
General responsibilities
- To support the department and organisation by carrying out any other duties that reasonably fit within the broad scope of a job of this grade and type of work.
- Assist visitors, patients and staff during incidental contact
Job description
Job responsibilities
Technical
- To efficiently manage the planned and reactive maintenance
- To effectively manage Health Roster
- To effectively manage the estates procurement
- To produce reports for Senior managers
- To ensure that the CAFM system is up to date
- Understanding of requirements of COSHH, Asbestos regulations, control of Legionella within healthcare Premises, Medical gases, RIDDOR, LOLER, CDM regulations, the Electricity at Work Act and all relevant Health and Safety Regulations.
Leadership or managerial
- Be an effective member of the trusts Estates and Facilities team, demonstrating a commitment to the trusts strategic objectives and vision
- Build strong, collaborative relationships with colleagues across ESTH and community sites to statutory compliance
- To work as part of a multi-disciplinary, professional team providing planned and reactive maintenance across Trust properties
Information and reporting
- Ensure that effective communication exits at all levels and that key messages are delivered to all levels ensuring all reports are accurate.
- Ensure that communication is a two way process that encourages feedback and generates good ideas
- Maintain a filing system for compliance records
- Produces reports from databases for the use of Senior Managers
Technology or system support
- Be fully conversant with the CAFM system
- Be fully conversant with Heath Roster
- Be fully conversant with Oracle
- Be fully conversant with Microsoft packages
- Be fully conversant with the Trusts Estates filing system
- The ability to track all works requests to the Estates Department
Communications and Engagement
- Provide and receive complex information
- Provide and receive highly complex, sensitive or contentious information
- Prepare monthly multi stranded monitoring reports and present these to Associate Director of Estates, Heads of Estates and Senior Managers
- To inform estates of new assets and ensure that they are added onto the CAFM system to liaise with suppliers and contractors to ensure KPIs are met.
- To work collaboratively with all members of the Trust and contractors
General responsibilities
- To support the department and organisation by carrying out any other duties that reasonably fit within the broad scope of a job of this grade and type of work.
- Assist visitors, patients and staff during incidental contact
Person Specification
Qualifications
Essential
- oNVQ level 3 in Business Administration or equivalent knowledge and experience:
Desirable
- oExperience of data analysis
Experience
Essential
- o5 years' experience in an administrate role within the NHS o5 years' experience of working on a Estates Helpdesk
Desirable
- oExperience of MICAD oExperience of Oracle oExperience of Health Roster oExperience of working in the NHS estates environment
Knowledge
Essential
- oTo have knowledge of Building, Mechanical and Electrical Services. oTo have knowledge of the H&S at work Act oA working knowledge of Microsoft word, Excel oCustomer Service skills
Desirable
- oThe ability to problem solve effectively oUnderstanding of COSHH regulations oUnderstanding of Asbestos Awareness oHave an understanding of Health and Safety legislation and Building Services statutory requirements
Skills
Essential
- oTo have understanding of the importance for Method Statements and Risk Assessments oYou have knowledge & awareness of diversity and human rights as appropriate to your role oYou are able to communicate effectively to ensure high standards of care, treatment, service or support as appropriate to your role, oAble to provide a customer focussed service. oStrong team and personal organisational and time management skills to manage competing priorities and deadlines, to act from individuals to large groups oTo be able to work effectively in a fast paced environment ensuring all paperwork, drawings and reports are correct.
Desirable
- oTo be qualified and certificated in IOSH Management; oAbility to analyses complex problems and to develop and workable solutions to address them. oTo have a full understanding; of the 'Permit to Work' system oTo have a full understanding of Health and Safety at Work legislation oTo be able to train in-house team on CAFM associated appliances
Person Specification
Qualifications
Essential
- oNVQ level 3 in Business Administration or equivalent knowledge and experience:
Desirable
- oExperience of data analysis
Experience
Essential
- o5 years' experience in an administrate role within the NHS o5 years' experience of working on a Estates Helpdesk
Desirable
- oExperience of MICAD oExperience of Oracle oExperience of Health Roster oExperience of working in the NHS estates environment
Knowledge
Essential
- oTo have knowledge of Building, Mechanical and Electrical Services. oTo have knowledge of the H&S at work Act oA working knowledge of Microsoft word, Excel oCustomer Service skills
Desirable
- oThe ability to problem solve effectively oUnderstanding of COSHH regulations oUnderstanding of Asbestos Awareness oHave an understanding of Health and Safety legislation and Building Services statutory requirements
Skills
Essential
- oTo have understanding of the importance for Method Statements and Risk Assessments oYou have knowledge & awareness of diversity and human rights as appropriate to your role oYou are able to communicate effectively to ensure high standards of care, treatment, service or support as appropriate to your role, oAble to provide a customer focussed service. oStrong team and personal organisational and time management skills to manage competing priorities and deadlines, to act from individuals to large groups oTo be able to work effectively in a fast paced environment ensuring all paperwork, drawings and reports are correct.
Desirable
- oTo be qualified and certificated in IOSH Management; oAbility to analyses complex problems and to develop and workable solutions to address them. oTo have a full understanding; of the 'Permit to Work' system oTo have a full understanding of Health and Safety at Work legislation oTo be able to train in-house team on CAFM associated appliances
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).
