Following some changes within the team we are looking for a Facilities Operations Support Officer to facilitate the administration of stock (consumables / medication) and vehicle fleet support.
Whilst the role is part of the central Facilities team based at our Head Office in Osprey Court, it will involve working / liaising with co-owners across all 9 of our bases to support the effective management of our services in delivering excellent patient care across BNSSG.
Applicants must be over the age of 25 for insurance purposes. Previous applicants need not reapply. Sponsorship not available for this role.
Main duties of the job
As Facilities Operations Support, your role as a member of the central Facilities Team also involves supporting day-to-day functions at Head Office, and liaison with external agencies:
1. Medication and Consumables support: Ad hoc delivery of medications and to assist the Meds Management (MM) lead with the distribution of Controlled Drugs (CDs) once a month. Consumables audits - 1 base per month. Record and dispose of Out of Date (OOD) consumables.
2. Vehicle Fleet Support: Replenish paperwork and stock as required. Return used prescription packs to the Medicines Stock Control Administrator. Printing drivers paperwork ready for the following week. Recording drivers completed paperwork and preparing monthly performance figures for Operations Team Managers. To complete incident reports as required following checks/audit processes. To complete a full audit on each car monthly. To check for any damage on the vehicles, taking pictures to report back to the Facilities Manager / Facilities Coordinator. Updating paperwork and version log.
3. Vehicle Administration: Vehicle maintenance fuel, MOT, servicing, tax, administration and reporting of governance checks. Recording weekly fuel data and inputting into the database and notifying the Facilities Manager of any discrepancies.
4. Communication and Relationship: To maintain excellent communication and close collaborative working between IUC Service Delivery Team and Facilities Team as well as other key stakeholders across Practice Services, departmental and organisational boundaries. To facilitate the sharing of information where necessary and in accordance with information governance principles. Escalate issues appropriately to appropriate managers in services or with the Facilities team.
5. Additional duties: Carry out other base, vehicle and audit checks as requested (peak flow, resus, First Aid, monthly health and safety checks, Ketone & Oxygen). To collect medications from Southmead pharmacy when required. To support the delivery of action plans to address specific performance or quality issues. To provide support to the Facilities Manager / Facilities Coordinator as required. To provide cover for other members of the Facilities team during periods of planned and unplanned leave as required. Carry out all our PAT (Portable Appliance Testing) requirements throughout BrisDoc includes logging data, ensuring PAT is well planned and carried out in a timely manner. To carry out Fire Warden training. Due to the nature of the role, a driving licence is essential. To assist and plan the calibration of medical equipment.
Person Specification
Essential skills and experience
* Good general level of education including GCSE equivalent qualifications in English and Maths at Grade 4/C or above.
* Experience in administration where attention to detail is required.
* Evidence of computer literacy skills including Microsoft Word and Excel.
* Able to quickly establish rapport and credibility with others in the team and respect their contribution.
* Higher education qualifications in Administration or Business. Familiarity with HR systems or databases for managing employee records.
* Previous experience of providing administration support within the Facilities Department.
* Knowledge of PAT (portable appliance testing).
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.
Depending on experience.
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