Coordinator, Facilities And Estates

Job summary We are looking for an organised and experiencedcoordinator of logistics, facilities, and/or business operations to: overseefacilities management at our largest practice, coordinate group-widemaintenance and compliance matters, and provide project support on new buildingbusiness cases, of which there are currently two in progress.You may have prior experience in project management,facilities management, or general business operations.
This may be from withinthe NHS or elsewhere.
To be successful in this role, you will be organised andsolutions-minded in your approach, and pro-active in ensuring that our systems,facilities and premises provide a productive working environment for our staff.
Main duties of the job Estates Projects SupportFacilities Management and Co-ordinationFor all practices:Underthe guidance of the Group Manager, IT, Digital & Estates:Ensurethat all service contracts are fit for purpose and achieve value for moneyMaintainall documentation (handbooks, policies, risk assessments, contracts etc)Maintaina list of maintenance tasks to be completed by the Maintenance Worker, workingwith the team to prioritise these and ensure they are completed on time and onbudget.Workwith the Practice Operations Managers at all sites to ensure that all premisesare compliant with all applicable legislation and CQC requirements.Act asMereside lead on health & safety, electrical safety, and fire safety, withthe support of Practice Operations ManagersProvidefacilities improvement project support to the Practice Operations Managers atCathedral Medical Centre and Haddenham Surgery as requiredAct as third Keyholder for other practices asrequired.
About us MeresideMedical is a flourishing group of three East Cambridgeshire practices in Ely, Haddenhamand Soham.
We believe in clinical excellence, and that general practice is thecornerstone of well-being in our community.
Our goal is to deliver on theambitions laid out in the GP forward view in a way that is locally relevant,valued by patients, and satisfying for our staff.
We are proud to have been anearly adopter of the Covid Vaccination Programme and have, together with ourEly Primary Care Network partners, delivered over 150,000 vaccinations to ourlocal communities.As agroup, weve grown rapidly and now employ more than 160 people across the threepractices.
Our Medical Administration team conducts all of the back officeprocessing of patient care pathways, ensuring that our patients receive thebest care possible as promptly as possible.
As such there is endlessopportunity to have a positive influence on patient outcome, safety, andsatisfaction in this role.
We are people-centred in our approach to work andbelieve that every contact that a patient has with our staff is as valuable asthe next in the patient journey.
Our approach is innovative andforward-looking, and we embrace technology to help us work together moreefficiently and collaboratively.
Job description Job responsibilities The RoleWe are looking for an organised and experiencedcoordinator of logistics, facilities, and/or business operations to: overseefacilities management at our largest practice, coordinate group-widemaintenance and compliance matters, and provide project support on new buildingbusiness cases, of which there are currently two in progress.Reporting to the Group Manager, IT Digital &Estates, you will be a key member of the Mereside Medical Operations Team.
Thiscore team works across all three practices to put in place the right systems,tools, processes and work environment to enable staff to deliver the bestservice possible.
The Operations team includes the following diversifiedfunctions: Practice Operations Clinical Operations Quality Improvement Finance People & CultureYou may have prior experience in project management,facilities management, or general business operations.
This may be from withinthe NHS or elsewhere.
To be successful in this role, you will be organised andsolutions-minded in your approach, and pro-active in ensuring that our systems,facilities and premises provide a productive working environment for our staff.Your ResponsibilitiesEstatesProjects SupportUnder the guidance of the COO and Group Manager, IT,Digital & Estates:Support the Group Manager, IT, Digital &Estates to run the 6-weekly Mereside Premises meeting cycle: plan agendas,prepare and maintain supporting documents, and document decisions and actions.Coordinate premises and facilities improvementsprojects, including cost monitoring.Provide support in the preparation andsubmission of business cases for improvements to existing premises and new buildingschemes.Identify ways in which to make our buildingsmore sustainable and develop proposals to implement these.FacilitiesManagement and Co-ordinationAt Staploe and Wilburton sites:Overseeday to day maintenance of Staploe Medical Centre and Wilburton siteEnsurethat both premises are kept clean, tidy and in good repairConductat least monthly walk-arounds to identify repairs or maintenance requirementsManagethe cleaning teams at each siteOverseeall building and equipment inspections, completing actions in a timely mannerOrganise ad hoc waste removals as required (WEEE,skips, etc)Monitor the Facilities Support helpdesk for both sitesand action appropriatelyPrepare cost plans for repairs and maintenance worksfor approvalManage improvements projects, scheduling work aroundservice delivery requirementsOversee security of buildings and grounds, includingbeing responsible for CCTVAct as point of contact for Wilburton landlordAct assecond Keyholder after our third party security provider.For all practices:Underthe guidance of the Group Manager, IT, Digital & Estates:Ensurethat all service contracts are fit for purpose and achieve value for moneyMaintainall documentation (handbooks, policies, risk assessments, contracts etc)Maintaina list of maintenance tasks to be completed by the Maintenance Worker, workingwith the team to prioritise these and ensure they are completed on time and onbudget.Workwith the Practice Operations Managers at all sites to ensure that all premisesare compliant with all applicable legislation and CQC requirements.Act asMereside lead on health & safety, electrical safety, and fire safety, withthe support of Practice Operations ManagersProvidefacilities improvement project support to the Practice Operations Managers atCathedral Medical Centre and Haddenham Surgery as requiredAct as third Keyholder for other practices asrequired.You should have orbe:Highly proficient in the use of Microsoft software(Outlook, Teams, Word, Excel, OneDrive/Sharepoint), including making use ofthese for collaborative working.Experiencedin broad aspects of facilities management, including meeting all relevantcompliance requirements associated with an operating medical centre.Experiencedin contract management and negotiation with external suppliers.Highlynumerate, with prior experience of managing budgets and monitoring expenditureto ensure projects are delivered on budget and on time.Extremelyorganised and methodical in your approach to work, able to prioritise tasks andworkload effectively to ensure continuity of healthcare service whilst keepingnon-BAU projects progressing.A diplomatic communicator and skilled listener,effective at representing the organisation professionally, and managingexpectations of colleagues.Adaptable, responsive, and learning-minded in afast-paced and rapidly changing environmentSolutions-focussedwith a passion for providing the best possible workplace environment for yourcolleagues.It would be an advantage if you also:Haddemonstrable (and/or comparable) experience in project planning andcoordination, including the development and management of project documentation(plans, budgets, GANTT programmes, etc).Thisis not meant to be an exhaustive list of duties.
The need for flexibility isrequired and the post holder is expected to carry out any other related dutiesthat are within the employee's skills and abilities whenever reasonablyinstructed.
Person Specification Qualifications Essential GCSE grade 7-9 in English and Maths Experience Essential Highly proficient in the use of Microsoft software, Outlook, Teams, Word, Excel, OneDrive, Sharepoint, including making use of these for collaborative working.
Experienced in broad aspects of facilities management Experienced in contract management and negotiation with external suppliers.
Highly numerate Extremely organised and methodical in your approach to work A diplomatic communicator and skilled listener Adaptable, responsive, and learning-minded Solutions-focussed with a passion for providing the best possible workplace environment for your colleagues.
Desirable Had demonstrable and or comparable, experience in project planning and coordination, including the development and management of project documentation, plans, budgets, GANTT programmes, etc.