Facilities Officer

Job summary The post holder is primarily responsible for: Supporting the operational delivery and development of high quality Soft Facilities Management (Soft FM) Services provided by and within QTS, to include ancillary services and future activities.
Supporting the Soft FM Management team with the management of relevant outsourced Soft FM contractors.
Helping to ensure that Soft FM services are carried out to appropriate standards and specifications.
Participating in and taking an operational lead role in effective quality and performance monitoring of a range of Soft FM services and contracts provided by or managed by QTS.
Producing and contributing to the production of reports on Soft FM performance as required.
Supporting the Soft FM Management team with the identification, bidding, integration, management and review of new and newly acquired Soft FM business opportunities.
Providing expert, specialist and professional Soft FM advice and support to stakeholders.
Supporting clients in providing a patient environment that is maintained to the highest standards.
The successful applicant may have contact with patients or service users.
As an NHS Trust we strongly encourage and support vaccination as this remains the best way to protect yourself, your family, your colleagues and of course patients and service users when working on our healthcare settings.
Main duties of the job The post holder is also responsible for: Organising their daily workload to complete the tasks in the given priorities, whilst meeting all quality standards, service level agreements and compliance requirements.
Actively role-modelling the behaviours that reflect the values of QTS.Maintaining the confidentiality of information about patients, staff and other health service business in accordance with QTS and CNWL Policies and the Data Protection Act 2018.
About us QTS operates as a wholly owned subsidiary of Central and North West London NHS Foundation Trust (CNWL).
Established in 2018, QTS provides a broad range of Estates and Facilities services, spanning strategic operational delivery through to estates maintenance and repairs, primarily within mental health and community healthcare settings.
Job description Job responsibilities Operational Supporting the Soft FM Management team as directed, with the operational delivery of high- quality Soft FM services (including Ancillary Services) provided by QTS, including the management of relevant outsourced Soft FM contractors.
Contributing as requested by the Soft FM Management team, to the effective planning, implementation, co-ordination, management and development of a range of Soft FM services across the Estate, in accordance with the overall requirements, aims and policies of QTS, and in compliance with statutory requirements and best practice guidance.
Participating in and taking an operational lead role in effective quality and performance monitoring of a range of Soft FM services and contracts provided by or managed by QTS.
Ensuring within allocated responsibilities, that Soft FM services are carried out to appropriate standards and specifications.
Supporting the Soft FM Management team with the development, implementation, management and review of policies, procedures and strategies relevant to Soft FM.
Providing advice on key aspects of Soft FM including National Specifications of Cleanliness, PLACE, Better Hospital Foods etc.
Working closely with peers to ensure consistency of delivery wherever possible, recognising on occasion that local variation will apply.
Providing expert, specialist and professional Soft FM advice and support to other relevant stakeholders.
Acting as the primary point of contact for queries and issues relating to the relevant geographical zone.
Creating positive working relationships with other external organisations where they provide Soft FM services, supporting to ensure that both the Organisations and national standards where appropriate, are achieved.
Developing an effective working relationship with colleagues, contractors, customers and key stakeholders at relevant levels.
Attending and/ or leading client meetings as required.
Working with other members of the Estates and Facilities team, taking initiatives and projects through to implementation.
Deputising for reasonable and appropriate roles/ functions within QTS as required.
Undertaking training as required to enable duties to be performed competently and to keep up-to-date with new developments, technology, standards and legal requirements.
Governance, Risk & Compliance Ensuring that both in-house and contracted-out services are performance managed against set criteria and objectives.
Identifying and supporting with the implementation of any areas of potential service improvement.
Maintaining full awareness and compliance with infection control policies and procedures and promoting the importance of protecting everyone by maintaining a clean and healthy environment.
Supplier and Contract Management Actively participating in formal and regular monitoring meetings with key contractors and, where relevant, the users of those services.
Minuting meetings with the appropriate action points and timelines.
People Management Conducting all duties withdue regard to QTSs Equal Opportunities Policy.
During delegated responsibilities, communicating professionally with staff, senior managers and external contractors.
Within given remit, encouraging staff involvement in organisational and service developments including business planning so that they are able to influence discussions which affect them and their working conditions.
Promoting a culture of openness and inclusion so that staff feel free to contribute and voice concerns.
Audit, Data & Information Supporting on the reporting of Soft FM Key Performance Indicators (KPIs) and other key statistics and information.
Preparing written reports for submission to senior managers and QTS or Trust committees.
Playing an active and leading role on relevant Soft FM audits and performance reviews, involving key stakeholders and advising on and managing the implementation of appropriate improvements as required.
Playing a key role in assessing the quality of the healthcare environment for patients, staff and visitors and to provide focus on continual and appropriate improvements.
Supporting with the Patient-Led Assessments of the Care Environment (PLACE) programme within CNWL as directed, including co-ordinating, carrying out and leading assessments as required.
Producing or contribute to the production of reports on Soft FM performance as required.
Strategy and Service Development Supporting the Soft FM Management team as requested with the identification, bidding, integration, management and review of new and newly acquired Soft FM business opportunities.
Supporting tender/ re-tender processes and mobilisation of Soft FM services.
Undertaking and supporting specific Soft FM related project work where required.
Person Specification Education & Qualifications Essential Educated to role related degree level or professional Facilities Management qualification (British Institute of Facilities Management) or Hotel/Catering qualification or able to demonstrate equivalent experience and training Evidence of Continuous Professional Development (CPD) Desirable A qualification in relevant service ( Public Sector Management, Catering etc.)
Relevant professional registration such as Membership of the British Institute of Facilities Management (MBIFM).
Specialist knowledge acquired through post graduate courses and experience to Masters equivalent.
Previous experience Essential Experience of working within a healthcare environment, preferably NHS and/or Mental Health Services.
Previous experience in a Facilities or Hotel/Catering environment.
Demonstrable experience and competence in preparing and using audit tools/ systems.
Desirable Experience of Contract Management Skills & Knowledge Essential Competent in using the Microsoft Office Suite, Word, Excel, PowerPoint, Outlook.
Performance management & monitoring of contracts & SLAs.
Ability to produce reports.
Ability to communicate at all levels within the organisation, to capture, understand and interpret the business and service needs.
Experienced in customer care with good interpersonal skills.
Ability to treat all stakeholders with respect and dignity at all times, adopting a culturally sensitive approach which considers the needs of the whole person.
Ability to build constructive relationships with warmth and empathy, using good communication skills.
Desirable Knowledge of all relevant legislation and guidance associated with Estates and Facilities.
Knowledge of NHS & Trust policies and procedures.
Other Requirements Essential Able to evidence high levels of self-motivation and an ability to work independently while remaining within a team structure.
Ability to work well under limited supervision.
A willingness to undergo any relevant further training or accreditation.