Facilities Support Officer

Job overview

To ensure administrative tasks are completed accurately and delivered with high quality and in a timely manner.

The post holder shall also undertake tasks to ensure assurance mechanisms are in place, supporting the performance monitoring programme including but not limited to the domestic and patient catering service.

A significant part of this job role is to provide support to the Staff Engagement team, coordinating various activities, events and meetings and ensuring the communication required for a large workforce.

***Preference will be given to internal Trust staff, as well as ‘Priority’ and 'At Risk' status including NHS At Risk staff throughout Devon who are able to display recent relevant experience as dictated by the Person Specification.***

Main duties of the job

Additionally, the role supports the work undertaken by the staff engagement team, organising meetings and events for the wider and extended management teams and supporting various other schemes including staff reward and recognition, staff induction and development and staff communications.

• We are a people business – where every member of staff matters and can make a difference. Patients are at the heart of everything we do. Joining University Hospitals Plymouth NHS Trust means becoming part of a team of dedicated staff, who are committed to leading the way through innovation, clinical excellence and great customer care. The Trust has great opportunities for career development in a highly progressive working environment. We offer all of this in a vibrant, modern city with a historic reputation for adventure. PLEASE NOTE THAT ALL COMMUNICATION WILL BE ELECTRONIC, PLEASE CHECK YOUR EMAIL ACCOUNT REGULARLY. If you have any issues with applying online and need additional support including reasonable adjustments with the application process please contact the recruitment team on 01752 432100. We recognise that work life balance is important for our colleagues and so we invite requests from applicants around less than full time/flexible working for our advertised roles. Please contact the recruiting manager to discuss this prior to your application submission. We commit to giving this full consideration in each case. We encourage people from diverse backgrounds to apply for our roles, as diversity strengthens our teams. It is sometimes necessary to close vacancies before the closing date. If you have not heard from us within 4 weeks of the closing date, please assume that you have not been shortlisted.

Detailed job description and main 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

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

• NVQ Level 4 Business Administration

Knowledge & Experience

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

Communication

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

Other Factors

• • Ability to travel between sites
• • Further to full training, there will be instances of lone working associated with this post
• • Flexible approach to working hours

PLEASE NOTE THAT ALL COMMUNICATION WILL BE ELECTRONIC, PLEASE CHECK YOUR EMAIL ACCOUNT REGULARLY INCLUDING YOUR JUNK FOLDER.

If you need support with the online application process or require reasonable adjustments with the application and/or interview process please contact the Recruiting Manager for this post.

We recognise that work life balance is important for our colleagues and so we invite requests from applicants about less than full time/flexible working for our advertised roles. We recommend contacting the manager of the role prior to applying and we commit to giving requests full consideration.

We welcome and encourage applicants who identify with all protected characteristics to apply for our roles. We believe that diversity strengthens our teams and improves our patients' experience. At UHP we aim to create an inclusive workplace and hospital where everyone feels they belong and included.

It is sometimes necessary to close vacancies before the closing date. If you have not heard from us within 4 weeks of the closing date, please assume that you have not been shortlisted.

Providing false information is an offence & could result in the application being rejected or summary dismissal/police action if an applicant is successful.

This is an automated process & the information will only be used for these purposes prior to your taking up the position with us.

For Doctors Roles:

Unsolicited CVs and Candidate Profiles/Details

University Hospitals Plymouth has a commitment to sourcing candidates directly and as such we do not accept speculative CVs from agencies.

We do, however, work with a defined list of preferred HTE Framework suppliers who may be invited to support us in sourcing candidates for particular roles.

In line with our preferred supplier list, we only pay agency fees where we have a signed agreement in place and an agency has been instructed by a member of the Trust’s Medical Workforce team.

We do not pay agency fees where speculative and unsolicited CVs are submitted to the Trust or Trust employees by any other means than the official route above. Where this is not observed the Trust reserves the right to contact these candidates directly and initiate discussions without payment of any agency fee.

Any candidate details (whether written or spoken) or CVs that are referred directly will not constitute an introduction. The Trust will under no circumstances be responsible for any recruitment fees in relation to these contacts.

Submission of any unsolicited CVs, candidate’s details and/or proposals to the Trust will not be considered further and will be deemed evidence of full and unlimited acceptance of this Agency Protocol.

In order to establish and maintain good working relationships with the Trust’s agency suppliers, we ask that this Protocol is adhered to and thank you for your co-operation.