Facilities Support Assistant

Job Description

Support the delivery of FM services within NHS Property Services premises in line with policies and procedures and as detailed in work schedules.Lead on specific aspects of day-to-day facilities services within agreed financial framework and drive quality and performance standards to provide customer focused cost effective and efficient facilities support service.Key duties and responsibilities of the role

1. Through day-to-day planning and co-ordination manage the provision of facilities services within NHS Property Services premises to ensure maintenance of service levels.
2. Provide a safe and clean environment for patient care in accordance with health & safety and compliance requirements, "NHS National Specification of Cleaning Standards", Control of Substances Hazardous to Health (COSHH), Patient Led Assessments of the CareEnvironment (PLACE) and NHS Property Services policies and procedures.
3. Liaise and effectively communicate with tenants, site representatives and staff in order to update any changes and additions to policies, procedures and systems, which will ensure the effective delivery of facilities to staff and visitors, including businesscontinuity plans within NHS Property Services properties.
4. First point of contact for all tenant enquires and complaints, and when required to escalate to management team.
5. Proactively monitor, evaluate, and audit the service provision within NHS Property Services properties to ensure a high standard is maintained.
6. To assist in the collation of rechargeable services provided by NHS Property Services to its customer/tenants.
7. To manage a program of regular inspections and checks, such as cleaning audits, within your portfolio of premises and where required to undertake corrective/remedial action to meet minimum organisational standards. To report recommendations and actionsto line manager where required, identifying risks and mitigation.
8. Support colleagues to ensure NHS Property Services premises are meeting all statutory compliance regulations. To continuously monitor and review compliance in line with NHS Property Services policies and procedures.
9. Co-ordinate access and manage contractors (permits to work) on site and notifying NHS Property Services contract manager when work has been completed
10. Support local construction projects, and FM new and minor works in line with Construction Design and Management (CDM) regulations.
11. Report any customer related issues via the Customer Support Centre (CSC)
12. Act as the key day-to-day contact for the function, liaising with occupants eliciting their co-operation or informing them as Point of Contact for works, activities and developments.

1. Oversee essential central services in designated premises such as reception, security, maintenance, mail, archiving, cleaning, catering, waste disposal and recycling as required, including but not limited to overseeing rotas, staff absences, and workforcemanagement.
2. Responsibility for day-to-day management of people, including but not limited to initial stages of grievance and discipline; appraisal, recruitment, training; reviewing work performance and progress; work allocation and checking.
3. Use performance management techniques to monitor and demonstrate achievement of agreed service levels and to lead on improvement.
4. Identify challenging situations and resolve a range of problems, setting up new processes and ways of working in order to meet clients satisfaction and required standards.
5. Respond appropriately to emergencies or urgent issues as they arise.
6. Demonstrate a culture of commercial focus and continuous improvement within in-house teams and contract management to improve the effectiveness and efficiency of service delivery and ensure value for money.
7. Ensure work is prioritised and delivered in a timely manner.
8. Use various database and spreadsheet computer packages e.g., MICAD to initiate and maintain records as appropriate, collate information received and generate statistics for analytical purposes as required.
9. Schedule and attend meetings, including those with partner organisations and contractors, and take formal minutes when required.
10. Establish and maintain communication with other departments and external contractors for routine and daily matters with an appropriate level of understanding.
11. Monitor/ review site expenditure against allocated budget and bring to the attention of the relevant manager any positive/negative variances. Authorised signatory for ordering and timesheets.
12. Liaise with service users to plan and co-ordinate service requirements, providing professional advice and information.
13. To identify risks within the working area using initiative to take the necessary action developing risk assessments and reporting through appropriate mechanisms.
14. Support new and inexperienced members of staff to be familiar with local environment, policies and procedures.
15. To keep an asset register for all equipment, to ensure that it is in working order at all times, liaising with the relevant department when required.
16. Contribute to the preparation of formal reports, documents and presentations as required.
17. This job description is a summary of the key tasks, and the post holder may be required to undertake other appropriate duties or responsibilities required by the line manager and commensurate with the post