Job summary The postholder will be expected to identify and where possible exceed local and national priorities to ensure the highest quality of patient experience. This will be achieved by working in close partnership with internal and external stakeholders. The postholder will provide a comprehensive, inclusive, and professional management service, creating a pro-team culture within the department. The Duty Facilities Officer will be responsible to the Senior Duty Facilities Officer for the oversight and performance of the contracted Soft FM operations at Barnet Hospital. The post-holder will ensure that all contractors are providing appropriately trained personnel, a responsive service in accordance with their KPIs, and delivering an environment that is safe and secure, so the highest standard of clinical care contributes to a positive patient experience. The postholder will participate in operational meetings, conduct environmental assessments, cleaning audits and support the Estates and Facilities team. To take appropriate actions to ensure maximum scores are attained in the Patient-Led Assessments of the Care Environment (PLACE) audits, Care Quality Commission (CQC) audits, and National Standards of Cleanliness (NSHC) process. They will also monitor and support the day-to-day work of the reception team, agreeing appropriate action plans to continually drive improvements in the quality of services received by patients, staff and visitors. Main duties of the job Core requirements: -Site logistics support -Covering all cleaning audits & responsible for providing data when required -Data progression system assistant (ID/CCTV/Access control) -Meeting room bookings & lead for site bookings (Events) -Overseeing uniform orders -PLACE lead -Lost property -PECOS ordering About us -Great NHS Pension Plan -Career progression -Providing back to public services -Good work/life balance Date posted 29 October 2024 Pay scheme Agenda for change Band Band 5 Salary £34,521 to £41,956 a year per annum inclusive of HCAS Contract Permanent Working pattern Full-time, Flexible working Reference number 391-RFL-6707097 Job locations Barnet Hospital Wellhouse Lane Barnet EN5 3DJ Job description Job 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 a 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 hospitals 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 inhouse 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 Trusts procurement team and Trusts 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. Job description Job 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 a 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 hospitals 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 inhouse 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 Trusts procurement team and Trusts 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 Supervisory experience within Facilities services (At least 1 year) Worked within the NHS previously Auditing experience Desirable HTM 07-01 knowledge & experience Good communication skills with strong team ethics Excellent Microsoft Package experience Person Specification Essential Essential Supervisory experience within Facilities services (At least 1 year) Worked within the NHS previously Auditing experience Desirable HTM 07-01 knowledge & experience Good communication skills with strong team ethics Excellent Microsoft Package experience Disclosure and Barring Service Check This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions. Certificate of Sponsorship Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab). From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab). Additional information Disclosure and Barring Service Check This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions. Certificate of Sponsorship Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab). From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab). Employer details Employer name Royal Free London NHS Foundation Trust Address Barnet Hospital Wellhouse Lane Barnet EN5 3DJ Employer's website https://www.royalfreelondonjobs.co.uk/ (Opens in a new tab)