Estates and Facilities Monitoring Officer

Job overview

An exciting opportunity has arisen for a Monitoring Officer to join our award winning Estates and Facilities Department on a permanent basis.

The post will support Mersey and West Lancashire Teaching Hospitals NHS Trust, its partners and other services as part of the NHS Strategic Transformation Plans and property management services, to deliver professional estates services in support of estates strategy, operations and environmental initiatives whilst determining and delivering positive quality standards but with particular focus on the service user environment and contractual obligations in-line with the Trust Partners.

The role of the Estates and Facilities department is to ensure the provision of an appropriate, safe, secure and high-quality environment which meets the needs and expectations of our patients, staff, visitors and provider partners.

Interview Date - To Be Confirmed

The JD & PS are currently under AfC review and are subject to change.

Main duties of the job

The role of the Estates and Facilities Monitoring Officer is to carry out audits to ensure the PFI contract provides value for money to the Trust and the best services to patients, visitors and staff, by independent and joint audit monitoring of facilities services.

Carrying out regular audits of the hospital environment in clinical and non-clinical areas. The post-holder will create verbal and written reports on the above

Detailed job description and main responsibilities

KEY DUTIES

• Conducting scheduled and ad hoc, independent and joint audits in line with the PFI performance monitoring system. Completing all relevant documentation, keeping files and monitoring systems up to date on a daily basis.
• Conduct scheduled and ad hoc audits of the environment in line with National Standards of Cleanliness 2021 and PLACE.
• Producing, reviewing and modifying standard documentation, patient questionnaires, etc. to provide audit information in relation to the standards of facilities services provided.
• The production of statistical performance monitoring returns and reports for the issue to the Trust board, Trust managers, etc.
• Assisting the Estates and Facilities Management Team in the production and implementation of Action plans to achieve compliance with National Standards of Cleanliness 2021 / PLACE standards and recommendations, including the management of small schemes and initiatives throughout the Trust.
• The collection, collation and submission of statistical and financial records to NHS bodies (eg. NHS Estates).
• Project management of delegated schemes and bodies of work including specification, procurement, contract and site management, budgets, financial control and payment of accounts.
• Representing the Estates & Facilities Management team at meetings and committees.
• Administration of department systems, collating additional works requests, small improvement requests and variations to contract for approval by the management team.
• Communicating with Patients, staff and Visitors on a daily basis, including briefings to Matrons and Ward staff and conducting patient surveys.
• Participating in joint site health and safety audits with multidisciplinary team, pursue outstanding defects/working practices with PFI partners and report progress back to the Estates management team.
• On request, the post holder will be asked to carry out additional duties equal to their role and level of responsibility.
• To participate in the annual appraisal process and attendance at mandatory training and comply with the organisation’s policies and procedures.
• A good sound knowledge of all Microsoft packages is needed.

CLINICAL & PROFESSIONAL RESPONSIBILITIES

• Ensure continued compliance with current legislation, Codes of Practice and best practice standards.
• The post holder must form professional and effective relationships with colleagues, staff at all levels throughout the Trust and the Trusts PFI providers and associated contractors.
• The post holder must form professional and effective relationships with colleagues in the Estates & Facilities Department, staff at all levels throughout the Trust and the Trusts service partner New Hospitals, up to and including Board level, and with outside bodies and organisations.

ADMINISTRATIVE RESPONSIBILITIES

• Ensure all audit findings are reported in an accurate and timely manner.
• Develop and maintain systems to conduct schedules and adhoc independent audits.
• Produce, review and modify standard documentation.
• Logging and progress chasing maintenance calls, liaising with PFI and  other partners as appropriate.
• Dealing with patients, visitors, staff and external bodies in a professional and courteous manner, whilst maintaining confidentiality.
• Taking and forwarding accurate messages to the appropriate team/individual in a timely manner.
• To set up for meetings/events including equipment and hospitality and provide additional support as required.

TEACHING & TRAINING RESPONSBILITIES

• Take responsibility for Personal Continuing Professional Development including mandatory training, attendance on courses and seminars and via technical publications.
• Participate in the performance appraisal system.
• Assist other staff at all levels in the use and development of office machinery and equipment and the use of IT applications to support their work and the development of their skill set.

FINANCIAL RESPONSIBILITY

• Although no direct budgetary management is required for this post, a good budgetary awareness and ability to balance practicable solutions v costs is essential.
• To report to and assist the Assistant Estates & Facilities Manager in identifying cost improvement opportunities in support of the Trust’s Financial Strategy.
• To procure goods and services in accordance with the Trusts standing financial autonomy limits.
• Project management of delegated schemes and bodies of work.