Facilities Administrator

Job content

Northumberland House Surgery

JOB DESCRIPTION

Post Title: Facilities Administrator

Working Hours: 30 per week

Employed by: Northumberland House Surgery

Reports to: Practice Managers Northumberland House & Aylmer Lodge Cookley

JOB SUMMARY

To work with the Teams of the 2 surgeries at Hume Street Medical Centre to ensure the safe, efficient and effective working of the site. With regard to patient and staff safety at all times, and compliance with relevant buildings legislation.

SPECIFIC JOB RESPONSIBILITIES

The role will include:

• Liaising with the Landlord and attending Contract Review Meetings as required
• Undertake weekly “walk round” of the building to check all areas for any defects, maintain a record of these and then organize appropriate remedial action and maintain a record of this.
• Management of the Building Diary for Internal and External Room Bookings
• Setup of Rooms for meetings and clearing them afterwards
• Monitor all Contracts relating to the Medical Centre and in discussion with the Practice Managers review and update as required.
• Maintain an up-to-date Maintenance Register
• Monitor the building Cleaning contract and act as a contact point for any issues relating to the cleaning of the building internally and with the incumbent contractor.
• Organise and Chair quarterly Contract review meetings with the Cleaning Contractor and Practice Managers
• Liaise with and organize appointments for all external contractors who visit the medical centre to carry out planned, urgent and preventative maintenance.
• Liaise with external hirers of rooms and ensure appropriate setup of Rooms for meetings and clearing them afterwards
• Management of the Building Diary for Internal and External Room Bookings
• Raising Invoices for External Users in a timely manner and ensuring payment is received.
• Marketing of rooms for hire to appropriate clients to maximise income.
• Preparation of Supplier Invoices for payment and update of financial records
• Ensure value for money is achieved at all times with regard to expenditure related to the medical centre.
• Ensuring any repairs/maintenance and all building related issues are dealt with in a timely manner.
• Liaising with external contractors for all building related queries and issues
• Ensure compliance with all current Health and Safety legislation.
• Utilise the Hume Street diary to maintain a record of all work planned and diarise appropriate follow up, so that management can monitor this at any time
• Monitoring of the Room Planner for all internal and external users
• Maintain Electronic Access Fob system and issue fobs to all new starters and receive fobs from leavers and de-activate.
• Update the Exit Code on the Car Park barrier to an agreed schedule to minimize unauthorized parking within the car park.
• Stationery Stock Management and ordering for both practices.
• Workplace Uniform Ordering and maintenance of allocation log for both practices.
• Weekly Testing of Fire Alarms and maintenance of Log
• Planning and management of Annual Evacuation test and maintenance of Log
• Monthly Testing of Emergency Lighting and maintenance of Log
• Daily Server Back up for both practices and maintenance of Activity Log
• Organise and Chair 6-monthly meetings with the Medical Centre Partners i.e. Practice Managers and GP Partner from each practice
• Demonstrate a “can-do” attitude to all requests for support

This list is not exhaustive and you may be required to undertake other duties as deemed appropriate by the Practice Managers and Partners of the surgeries

Communication

The post-holder should recognize the importance of effective communication within the team and will strive to:

• Communicate effectively with other team members
• Communicate effectively with patients and carers should the need arise
• Recognise people’s needs for alternative methods of communication and respond accordingly
• Demonstrate a “can-do” attitude at all times

Confidentiality:

• In the course of seeking treatment, patients entrust us with, or allow us to gather, sensitive information in relation to their health and other matters. They do so in confidence and have the right to expect that staff will respect their privacy and act appropriately
• In the performance of the duties outlined in this job description, the post-holder may have access to confidential information relating to patients and their carers, practice staff and other healthcare workers. They may also have access to information relating to the practice as a business organisation. All such information from any source is to be regarded as strictly confidential
• Information relating to patients, carers, colleagues, other healthcare workers or the business of the practice may only be divulged to authorised persons in accordance with the practice policies and procedures relating to confidentiality and the protection of personal and sensitive data

Equality and diversity:

The post-holder will support the equality, diversity and rights of patients, carers and colleagues, to include:

• Acting in a way that recognizes the importance of people’s rights, interpreting them in a way that is consistent with practice procedures and policies, and current legislation
• Respecting the privacy, dignity, needs and beliefs of patients, carers and colleagues
• Behaving in a manner which is welcoming to and of the individual, is non-judgmental and respects their circumstances, feelings priorities and rights.

Personal/Professional development:

The post-holder will participate in any training programme implemented by the practice as part of this employment, with such training to include:

• Participation in an annual individual performance review, including taking responsibility for maintaining a record of own personal and/or professional development
• Taking responsibility for own development, learning and performance and demonstrating skills and activities to others who are undertaking similar work
• Ensure all tasks are completed appropriately within the agreed time frame
• Self manage workload as required to ensure all tasks are completed appropriately and to a high standard

Quality:

The post-holder will strive to maintain quality within the practice, and will:

• Alert other team members to issues of quality and risk
• Assess own performance and take accountability for own actions, either directly or under supervision
• Contribute to the effectiveness of the team by reflecting on own and team activities and making suggestions on ways to improve and enhance the team’s performance
• Work effectively with individuals in other agencies to meet patients needs
• Effectively manage own time, workload and resources

Contribution to the Implementation of Services:

The post-holder will:

• Apply employing practice policies, standards and guidance
• Ensure compliance with all relevant legislation
• Discuss with other members of the team how the policies, standards and guidelines will affect own work
• Participate in audit where appropriate

Signed by the Postholder: ………………………………………………………..

Date: …………………………………………………….

Job Types: Part-time, Permanent
Part-time hours: 30 per week

Benefits:

• Company pension
• On-site parking

Schedule:

• Monday to Friday

Ability to commute/relocate:

• Kidderminster: reliably commute or plan to relocate before starting work (required)

Education:

• GCSE or equivalent (preferred)

Experience:

• Customer service: 1 year (preferred)
• Administrative experience: 1 year (preferred)

Language:

• English (preferred)

Licence/Certification:

• Driving Licence (preferred)

Work Location: In person

Application deadline: 14/07/2023
Reference ID: Facilities Administrator