Main area Admin & Clerical
Grade Band 4
Contract Permanent
Hours Full time - 37.5 hours per week (Monday to Friday 8am-4pm (with some flexibility))
Job ref 267-CS7069535
Site Littlemore Mental Health Centre
Town Oxford
Salary £26,530 - £29,114 per annum | pro rata
Salary period Yearly
Closing 03/04/2025 23:59
Oxford Health NHS Foundation Trust has been rated as Good by the Care Quality Commission (CQC).
We are a responsive and innovative Foundation Trust that places our values of Caring, Safe and Excellent at the heart of everything we do. We take great pride in our staff and believe that investing in you is key to us achieving our vision of outstanding care delivered by outstanding people.
We work with a wide range of partner organisations to deliver care and support to people in their own homes and from a number of hospitals and community bases. We focus on delivering care as close to home as possible for people of all ages across Oxfordshire, Buckinghamshire, Swindon, Wiltshire, Bath and North East Somerset.
We actively support anti-racism, equality, diversity, and inclusion so, if you’re excited about this job opportunity and you meet our Trust values, but feel unsure about applying, then please get in touch and we will be happy to have a conversation with you.
Good luck and we hope to hear from you.
Job overview
Are you an organised and motivated professional looking for a rewarding role in healthcare facilities management?
We are seeking a Facilities Co-ordinator to support our Soft Facilities Management team in delivering a high-quality service across our Trust sites. You'll be based at Littlemore Mental Health Centre, with some requirement to travel to community sites for this role.
You'll supervise housekeeping staff, manage work performance, and provide essential training on waste management, health and safety, and trust policies. You'll ensure staff rotas are efficient, coordinating cover for absences, and managing payroll issues. You'll also oversee the ordering of consumables and uniforms, maintain accurate records of staff training and leave, and support senior managers in conducting audits and analysing results.
We are looking for someone with strong administrative skills, experience in finance-related tasks such as processing orders and invoices, and the ability to work independently in a fast-paced environment. We have a strong learning culture at Oxford Health and will support your personal and professional development where you'll have access to trust-wide learning and development programmes.
If you are passionate about contributing to the smooth running of essential healthcare services and want to make a difference in patient care, we would love to hear from you!
The ability to travel independently between sites within the Trust is essential for this role.
Main duties of the job
* Auditing of cleaning across Trust sites in Oxfordshire, to ensure all site services achieve high standards, within budget, to ensure all meet Infection Control and Trust standards, and to compile action plans for all remedial actions required.
* Supervise Head Housekeepers in their designated hub including conducting return to work interviews, one to one supervision and local management of work performance.
* Deal with day-to-day staffing issues whilst escalating any staffing issues requiring a more formal approach to Facilities Support Manager.
* Train staff in Trust and local policies and procedures.
* Suggest and make recommendations for improvements to existing facilities procedures and developing cleaning schedules.
* Responsible for recording the domestic and porter annual leave and sickness.
* Responsible for identifying any gaps in staffing levels and arrange agency or appropriate cover.
Please refer to the job description attached for a comprehensive list of duties.
Working for our organisation
Oxford Health is a great place to work and to be able to showcase the best of yourself when making an application please read the “candidate guide to making an application” and ensure your supporting statement is tailored to the role you are applying for and addresses any essential criteria.
As a Trust we provide physical, mental health and social care for people of all ages across Oxfordshire, Buckinghamshire, Swindon, Wiltshire, Bath and Northeast Somerset. Our services are delivered at community bases, hospitals, clinics and people’s homes, delivering care as close to home as possible. Our vision is that no matter who you are or where you are, you will tell us that you receive: “Outstanding care delivered by an outstanding team”
Our values are:“Caring, safe and excellent”
At Oxford Health we offer a wide range of benefits designed to support your career and wellbeing. These include:
* Excellent opportunities for career progression.
* Access to tailored individual and Trust wide learning and development.
* 27 days annual leave, plus bank holidays, rising to 33 days with continuous service.
* NHS Discount across a wide range of shops, restaurants and retailers.
* Lease car scheme.
* Cycle to work scheme.
* Employee Assistance Programme.
* Mental Health First Aiders.
* Staff accommodation (please note waiting lists may apply).
* Staff networking and support groups hosted by our Equality, Diversity & Inclusion team.
Detailed job description and main responsibilities
We hope that the advert has given you a clear understanding of the skills we are seeking and the opportunity at hand. You will need to use the “supporting statement” element of your application form to demonstrate your suitability for this role and you should refer to the job description, person specification and the guidance notes attached to this role to help you tailor your application.
The essential and desirable criteria will be used to shortlist for interview and you should ensure that you refer to these within your application to increase your chances of being selected for interview.
Person specification
Education/Training
* Education to GCSE A level or equivalent work experience.
* Formal administration training (RSA 3 or equivalent).
* Recognised computer/word training.
* Experience in managing large teams of staff.
* Customer Service NVQ level 3.
* BTEC National.
* Catering background.
Technical Skills
* Finance related administration such as processing order and invoice.
* Experience in creating and updating spreadsheets.
* Organisational skills/managing diary systems and tracking information.
* Working unsupervised and having to use initiative within boundaries of own role.
* Experience in working in a healthcare setting.
Interpersonal skills
* Ability to manage complaints sensitively.
* Able to demonstrate excellent communication skills when dealing with professionals and customers.
Other relevant factors
* Driving licence/Ability to travel to geographical sites.
* Flexible.
* Understands the principles of excellent customer service.
* All new starters have a thorough induction process, both local and Trust wide, which aims to create a positive supportive working environment allowing new employees to learn key elements of their role over a reasonable timescale.
* Appointment to this post is subject to the trust receiving satisfactory references covering 3 years of employment or study. Please ask your referees to respond promptly to reference requests.
* We’re advocates of flexible working and many of our roles offer a range of employment options to help you balance your work and personal life.
* Employees are expected to undertake mandatory and statutory training related to their role.
* We are ambitious in our pursuit of excellence, driven by the belief that a fair, just and fully inclusive organisational culture enables our teams to deliver the best quality of care and services possible and we work hard to ensure that our diverse workforce reflects the communities that we serve.
* We welcome applications from all sections of the community, are an Equal Opportunities employer with a number of internal networking groups to support our employees and where possible will always look to make reasonable adjustments in order that you can fulfil the role to recognise your full potential. All our employees are committed to demonstrating through their behaviour our core values – safe, caring and excellent.
* We are committed to safeguarding and promoting the welfare of children and vulnerable adults, we expect all staff and volunteers to share this commitment.
* Oxford is a world-renowned centre of excellence for research. Oxford Health works closely with the University of Oxford department of Psychiatry and the Department of Primary care, has a Biomedical Research Centre dedicated to improving mental health and the NIHR Clinical Research Facility at the Warneford site. The Trust also hosts the NIHR Applied Research Collaboration (ARC) which carries out applied research that directly impacts patient health and wellbeing.
Employer certification / accreditation badges
This post will require a submission for Disclosure to be made to check for any unspent criminal convictions.
Name Samantha Wilcox
Job title Acting Facilities Support Manager
Email address samantha.wilcox@oxfordhealth.nhs.uk
Telephone number 07917 426596
At Oxford Health NHS Foundation Trust we want to employ people not just with experience, but with the aptitude and motivation to succeed and whose values resonate with our own.
Therefore, if you don’t meet all the requirements of the role and are unsure about applying but are excited about the opportunity, please do get in touch. We will be happy to discuss the requirements in more detail ahead of making a written application.
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