Our trust has around 10,000 staff serving 1.6 million patients. It comprises Barnet Hospital, Chase Farm Hospital, the Royal Free Hospital and more than 30 services in the community. This larger scale organisation provides an unprecedented opportunity for us to continue our pioneering work, particularly in finding ways to deliver even better care to our patients.
Our mission is to deliver world class care and expertise in our clinical services, underpinned by world class teaching and research and we will continue to measure our progress against our five governing objectives: excellent outcomes, excellent patient and staff experience, excellent value for taxpayers’ money, being safe and meeting our external duties, and building a strong organisation.
Everyone is welcome at Royal Free London NHS Foundation Trust. We're proud of our diversity and we continue to undertake new initiatives to advance equality for LGBT+, BME, gender equality, staff carers and people with disabilities and lived experiences to promote good relations and understanding between our staff.
Detailed job description and main responsibilities
Administrative Responsibilities
* To maintain the environmental auditing for the Barnet Hospital Estate, documenting all reporting and rectification requirements, actions and completion dates. To ensure compliance with CQC and PLACE audits as well as NSC 2021.
* To liaise daily with all soft & hard FM PFI partners & IPC, to receive updates on service activity, reporting to Senior Duty Facilities Officer and Deputy Facilities Manager for escalation.
* To monitor completion of audit rectification requirements.
* To provide data reports to the Head of Facilities detailing the outcome of the audits and actions. Proficient Microsoft package knowledge needed.
* To receive and investigate complaints and incidents, as well as identifying trends on behalf of the service.
* Review the daily cleaning schedules and deep cleaning programmes to ensure they are consistently achieved.
* To provide Estates and Facilities updates at operational Bed Meetings on service issues and their subsequent resolutions.
* Develop and revise SOPs and local policies, and support their adoptions within various groups and Committees, under the guidance of the site leads for Estates and Facilities.
* To manage own workload and action tasks based on levels of urgency and need.
* To ensure all software and hardware systems and machinery (ID, CCTV, cameras, fogging machines, scrubs machines etc.) are regularly serviced and maintained efficiently.
Operational Responsibilities:
* Line management responsibility for the main reception staff and Facilities Support Officers.
* Actively monitor the hospital’s estate, internally and externally (main hospital, car park, creche, mortuary, BBC, Mersey House, Wellhouse Lane and Thames House) including joint auditing with representatives from IPC, PFI, nursing, and FM service contractors.
* To actively audit all soft facilities service provision, monitor standards against contractual specifications and take corrective action where necessary.
* To ensure representation from Facilities and clinical teams at all Medirest environmental audits and manage nursing rectification sign offs.
* To proactively contribute to the morning Facilities Huddles and encourage team involvement and information sharing.
* To provide verbal updates on environmental and departmental activities at the morning Facilities Huddles.
* To manage the CCTV systems and check logbook for out of hours footage requests performed by night security.
* To download CCTV footage upon written authorisation from the Assistant Facilities Manager or Group Head of Security/LSMS.
* Support any clinical service changes with amendments to soft facilities services.
* To monitor the environment to ensure all national PLACE standards are achieved and a consistently high score is achieved at each inspection.
* To have compliance management responsibility for soft facilities services in-house and outsourced.
* Responsible for ensuring the NHS minimum standards of cleanliness are consistently achieved.
* To represent the departmental/ward outbreak meetings, monitoring soft facilities supportive measures, i.e., enhanced cleaning, scrubs provision etc.
* To oversee and maintain the ID/Access control system and sessions.
* Support the waste contractors with onsite awareness training for domestics and clinical teams twice per year.
* Raise waste non-conformances to relevant departments and monitor for improvements.
* To escalate pest control reports and recommendations to the relevant parties for action and follow up on completion.
* To perform projects associated with Estates and Facilities services.
* Ensure that patient environment services comply with the requirements under the Health and Safety and Food Hygiene Regulations ensuring risks of cross infection are minimized.
* Report all car parking issues to the Group Car Parking Department.
* To monitor main reception staffing levels to ensure daily/evening/weekend coverage as per PFI contractual agreement.
* To perform regular 1:1s with the reception staff, schedule regular team meetings and identify training requirements. Monitor MAST training and carry out annual appraisals and performance reviews to support professional development.
Financial and Physical Resources:
* To raise procured orders via PECOS on behalf of the service and in conjunction with the Trust’s procurement team and Trust’s financial standing orders.
* To raise invoice requests and receipt for services provided to the Trust.
* To monitor stock levels and raise orders in a timely manner, to deter any impact on service continuity i.e., disposable curtains, fogging machine cannisters, ID badge consumables, copy paper, hand sanitiser etc.
* Identify financial improvement plans (FIP) opportunities within area of responsibility.
* To maintain an inventory of furniture, mattresses and beds held on site, reporting condemned/damaged items for repair/removal.
Performance, Risk and Incident Reporting:
* To log incident reports via the Datix system and investigate reports as required by the senior duty facilities officer or assistant facilities manager.
* To report performance trends by soft facilities suppliers that do not meet satisfactory levels to the senior duty facilities officer or assistant facilities manager and raise via Datix as directed.
* To ensure a comprehensive report is retained for Medirest environmental audits as part of IPCC reports.
* To retain all signed nursing rectification form folders for auditing purposes.
* Ensure any facilities or estates matters are reported using the correct processes.
* To maintain a report of all CCTV footage requests.
* Ensure all complaints are investigated and responded to, in accordance with the Trusts policy.
* Undertake appropriate risk assessments to proactively identify areas of non-compliance and risk and take action as appropriate.
* Attend 1:1s, appraisals for own personal development and complete all MAST training in a timely manner.
* To maintain a comprehensive duty manager log for handover.
* To implement ER policies in accordance with staff absences or performance issues, liaising with line management and ER throughout.
Person specification
Essential
Essential criteria
* Supervisory experience within Facilities services (At least 1 year)
* Worked within the NHS previously
* Auditing experience
Desirable criteria
* HTM 07-01 knowledge & experience
* Good communication skills with strong team ethics
* Excellent Microsoft Package experience
* Covid-19 Vaccination
Getting vaccinated, and getting a booster, remains the best defence against COVID-19.
We encourage and support staff to get COVID-19 vaccine and a booster dose as and when they are eligible.
* AT* - Apprenticeship Training. Where AT* is entered next to the job title indicates that this vacancy is for an apprenticeship role.
* By applying for this role, you accept if successful, that your personal data may be transferred from the Trust to another NHS organisation where your employment transfers within the NHS. This is in accordance with the streamlining programme which aims at saving you time and improving efficiencies within the NHS when your employment transfers. Therefore we require you to complete your stat and Man e-learning modules prior to joining our organisation.
* If you are an EU/EEA citizen who does not have EU Settlement or Pre-Settled status, you will require a visa to work in the UK.
* Applications from job seekers who require sponsorship to work in the UK are welcome and will be considered alongside all other applications. Before submitting your application and to avoid disappointment please check that you are eligible under the UKVI points based system.
* If you are offered a role with one of the NLPSS partner trusts, as part of pre-employment checks your identity and right to work documentation will be verified remotely (in most circumstances), using a certified identity verification service provider TrustID. You will be asked to capture an image of the relevant documents as well as a “selfie” using your smartphone/tablet (if available) for facial matching. TrustID will also perform a digital address check using Trunarrative and Equifax, which is a soft check and does not leave a footprint on your credit rating. For more information, visit www.trustid.co.uk
* The Trust uses electronic new starter forms on Trac to collect personal details. Information collected is securely stored and used to set up the employee record on the ESR HR system.
* The Trust will request a DBS (CRB) if post involves regulated activities. The Trust is compliant with the Disclosure and Barring Service Codes of practice and the Rehabilitation of offenders act.
* By applying for this post you are agreeing to Royal Free London NHS Foundation Trust transferring the information contained in this application to its preferred applicant management system. If you are offered a job, information will also be transferred into the national NHS Electronic Staff Records system.
* Please be aware of scams – unless specified above, we will only communicate with you via @recruit.trac.jobs or nhs.net e-mails and we will never ask you for any payments.
Applications are welcome from people wishing to job share or work flexible patterns. We are committed to equal opportunities.
Please note:
* Due to the high number of applications that are received for some posts we may close this vacancy before the advertised closing date. Therefore please apply for this post as soon as you can, if you are interested and you meet the requirements of the Person Specification
* Only those candidates who clearly demonstrate how they meet the person specification will be shortlisted for this job.
* Interview arrangements will be communicated via email so please check your email regularly following the closing date.
Please be advised that due to exceptionally high demand, all Royal Free accommodation is at full capacity and waiting lists are being held. Average waiting times are 12 months. Please do not rely on Trust accommodation when you commence your role and ensure you investigate alternative accommodation for your arrival.
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