Estates and Facilities Senior Support Officer
NHS AfC: Band 4
- A key member of the Estates and Facilities team managing the various estates requirements of the Trusts Community Buildings, and co-ordinating the estates requirements of the base site.
- To support the Estates and Facilities Property Manager and Non-Clinical Services manager to deliver the corporate agenda of the Trust and in any relationships or activities they may participate in across a wider local or national footprint.
- To provide an effective and comprehensive range of administrative support to ensure the smooth running of the Community Services function/ responsibility to provide a high-quality administration service to the Estates and Facilities department.
- To deliver an effective and consistent focused service which promotes good customer service and effective working relationships.
- To organise own workload and co-ordinate activities to ensure that an efficient service is provided.
- To create and maintain effective working relationships at all levels, internal and external to the Trust, including the local healthcare economy and other organisation, which relate to St Helens and Knowsley Teaching Hospital NHS Trust.
Main duties of the job
The post will support St Helens & Knowsley Teaching Hospitals, its partners, and other services as part of the NHS Strategic Transformation Plans and property management services, to deliver professional estates services in support of estates strategy, operations and environmental initiatives whilst determining and delivering positive quality standards but with particular focus on the service user environment.
The role of the Estates and Facilities department is to ensure the provision of an appropriate, safe, secure, and high-quality environment which meets the needs and expectations of our patients, staff, visitors, and provider partners.
Working for our organisation
St Helens and Knowsley Teaching Hospitals NHS Trust is the only acute Trust in Cheshire and Merseyside, and one of the few in the entire country, to achieve the title of OUTSTANDING, rated by the Care Quality Commission.
We provide a full range of acute adult services to our local population of circa 360,000 and provide tertiary services across a much wider area in the North West, North Wales and Isle of Man. We are a Major Trauma Unit and the Mersey Regional Burns Unit.
Our '5 Star Patient Care' strategy is at the heart of all that we do; supporting our vision to provide world class services for all our patients by getting it right for every patient, every time.
Our latest achievements include:
- Acute Trust of the Year – HSJ Awards November 2019
- Trust rates Outstanding by the CQC – Inspection August 2018
- Top 100 places to work in the NHS (NHS Employers and Health Service Journal)
- Best acute Trust in the North West for quality of care (NHS Staff Survey 2021)
- Best place to work in the North West (NHS Staff Survey 2021)
In the NHS Staff Survey 2021 the Trust scored the highest marks in the North West for the following areas;
- Standard of care
- Best place to work
- Care of patients being the Trust’s priority
- Staff engagement
- Staff morale
- Compassionate and inclusive
- Providing a safe environment for staff
Detailed job description and main responsibilities
- To assimilate, manage and communicate a wide range of information, some of which will be sensitive and complex and may involve matters relating to individual staff or patient matters or matters of commercial confidence.
- To plan and co-ordinate Estates related activities across the STHK Community portfolio. These activities could include meeting with other STHK staff/ teams to discuss issues or requirements; support site or service audits; meting with service providers to discuss service delivery, new requirements, co-ordinating requests for information form service providers; ensuing minor works are created and submitted. Ensuring signage is correct across the sites. Supporting Estates and facilities colleagues on other sites as required
- Act as first point of contact for all communications to the Estates and Facilities Property Manager and deal with all such communications appropriately, including exchange of sensitive or contentious information.
- Respond to all queries, correspondence and telephone calls coming into the office in a timely and professional manner. Initiate action where possible and report progress as appropriate. Employ judgement to ensure that messages and actions are prioritised and bought to the attention of the Non-Clinical Services Manager as appropriate with any supporting information.
- Initiate follow up action where necessary, setting deadlines to ensure the Estates and Facilities Property Manager and, ensure briefings and follow up actions take place and deadlines are met.
- Act on behalf of the Non-Clinical Services Manager, in their absence, by making rapid and accurate assessments of urgent/ sensitive situations that can be addressed by appropriate colleagues within the Trust to meet deadlines, provide solution and avoid disruption.
- Plan for situations which are known; and be able to repriotise work to accommodate.
- Organise conference/events including liaising with speakers, sourcing venues, inviting participants and quests devising and sending details of confirmation of booking and joining instructions. Undertake specific project work as requested.
- Ensure that the Non-Clinical Services Manager is appropriate briefed in advance of scheduled meeting/events responsibilities will include:
- Obtaining briefings from senior staff within the Trust and other sources.
- Gathering and extracting information from a range of source.
- Researching and preparing presentations.
- Interpreting results.
- Completing progress reports as directed.
- To attend and take and transcribe accurate minutes of formal meetings in a timely fashion, ensuring that all follow up activities are actioned.
- Ensuring that goods ordered/booked (including travel and accommodation) is with budgetary constraints and value for money. Ensure that travel claims are submitted within the required timescale and that all involves for goods ordered/booked are receipted on Oracle in a timely manner.
- Ensure all stock and stationary supplies and maintained ensuring that all staff have the resource and equipment required
- Organise, co-ordinate and undertake specific Estates related project work as requested
- As the role will cover a number of sites, the post holder must be able to travel across sites by car or assisted driver
CLINICAL & PROFESSIONAL RESPONSIBILITIES
- Ensure continued compliance with current legislation, Codes of Practice and best practice standards.
- The post holder must form professional and effective relationships with colleagues, staff at all levels throughout the Trust and the Trusts service partner NewHospitals and associated contractors.
- Establish and maintain effective, accurate and where appropriate, confidential filing systems, ensuring files and specific information can easy be retrieved. Optimised IT applications by effectively using all aspects of Microsoft applications to produce accurate and well-presented documentation, presentations etc.
- To develop and maintain data bases and other information systems and internal forms for the use of staff to facilitate efficient working. Work independently on all aspects of the role, managing own workload and exercising maximum autonomy and control whilst recognising when it is important to seek advice or assistance. Work collaboratively with other personal assistants/admin support in times of absence and support in pressured times.
TEACHING & TRAINING RESPONSBILITIES
- Take responsibility for Personal Continuing Professional Development including mandatory training, attendance on courses and seminars and via technical publications.
- Participate in the performance appraisal system
- Co- ordinate the rolling programme of performance and development reviews and 1:1 meetings; scheduled meetings and ensuring the Managers have relevant information.
- Assist other staff at all levels in the use and development of office machinery and equipment and the use of IT applications to support their work and the development of their skill set.
- Responsible for the Training, development and appraisals of the states and Facilities Support Officers
- Although no direct budgetary management is required for this post, a good budgetary awareness and ability to balance practicable solutions v costs is essential.
- To report to and assist the Non-Clinical Services Manager in identifying cost improvement opportunities in support of the Trust’s Financial Strategy
- To procure goods and services in accordance with the Trusts standing financial autonomy limits.
- Appropriate management of delegated schemes and bodies of work
- Educated to GCSE grade C level or equivalent including English and Maths
- NVQ 4 Level in Administration or equivalent extensive experience of working admin procedures for Director or Senior Manager level
- EDCL or equivalent
Knowledge & Experience
- Evidence of Continuous Professional Development
- Basic understand of the NHS and the PFI contract partnership
- Experience of working in a facilities-related role
- Advanced IT skills
- Excellent organisational skills
- Ability to communicate professionally at all levels
- Excellent keyboard skills
- Ability to organise workload of self effectively and prioritise
- Use of all Microsoft Office software, Word, Excel, PowerPoint
- Ability to use initiative to work independently and problem solve
- Extensive experience of working with senior level staff and in managing confidential issues and matter
- Experience of formal minute taking at Corporate/ Director meetings
- Extensive experience of drafting/ preparing letters/ memos on behalf of senior staff
- Excellent verbal communications and interpersonal skills
- Effective negotiation and influencing skills
- Possess a friendly and approachable personality
- Ability to show understanding and appreciation
- Always comply with Trust policies and procedures
- Ability and willingness to undergo further training for the post
- Understanding of confidentiality and data protection
- Experience of dealing with matters of a highly sensitive nature in a competent manner
- Ability to work flexibly and undertake duties required
The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.
Documents to download
Further details / informal visits contact
- Lynne Shaw
- Job title
- Estates and Facilities Performance Manager
- Email address
- Telephone number
- 0151 430 1990