Facilities Team Leader

NHS; Greater London; On-site; GBP 31,000 - 34,000

Job description

South London and Maudsley NHS Foundation Trust

The Facilities department of Capital, Estates & Facilities is recruiting for Facilities Team Leader on a permanent basis.

Main duties of the job

Responsible for the day-to-day management, supervision and coordination of a full 24-hour Facilities Service to staff, patients and visitors within the Ladywell Unit site and as appropriate to role.

First line management of the facilities team, providing leadership through effective planning and delegation; ensuring that staff are working effectively and that the service is delivered in accordance with organisational requirements.

Provide high quality support to the Facilities Manager, playing a key role in identifying and implementing service improvements.

Job responsibilities

Working closely as a team with the other Facilities Team Leaders, liaise and support each other, keeping up to date on all aspects of the Facilities service and providing a comprehensive handover on completion of shift where applicable.

Staff management: Manage staff under your responsibility and ensure they receive appropriate training and development; ensure that appraisals are undertaken, and regular supervision provided, managing absence and performance, and dealing with staffing issues as they arise.

Manage and ensure the professionalism of staff at all times both in the wearing of uniform and in their interactions with staff, patients, visitors, and contractors.

Planning and organising: Manage the team workload, planning and coordinating workload to ensure effective use of resources; monitor team activities to ensure the service is efficient and well run.

Delegate tasks to include as appropriate to site, collection of all waste streams including general, recycling and clinical waste etc.; internal ward removals/deliveries, main reception service, daily car park management, providing patient escort, receiving, sorting and delivering internal mail, franking and preparing outgoing post, issuing bleeps, responding to emergency procedures (including Ascom), provision of inter-site bus transport, out of hours services, day and night patrols, general security etc.

Manage the planning and coordination of schedules / rotas, ensuring they are completed and made available to all staff and that cover is organised as appropriate and in line with organisational policies and procedures.

Develop an in-depth understanding of the E-Roster system and manage it efficiently with attention to detail to ensure that individual records are accurate and up to date at all times and that deadlines for payroll etc. are met and any issues and discrepancies highlighted and dealt with appropriately and on time.

Managing resources; Manage the assets used by the department e.g., CCTV monitors, security alarm panels, ASCOM handsets, transport equipment, compactors, franking machine, etc. ensuring they are safe, fully operational at all times and serviced at appropriate frequencies. Train staff as necessary in the use of equipment to ensure they work safely and in accordance with guidance provided.

Ensure resources are used efficiently and effectively at all times, paying particular attention to sustainability and reduction in waste. Identify efficiencies and improvements that will ensure value for money whilst maintaining the service at an appropriate level. Flag up issues to senior management and provide sufficient levels of information and data to ensure matters can be addressed quickly.

Service management: Liaise with service users and members of the public, providing a response to day-to-day enquiries and ensuring that appropriate action is taken to address issues highlighted.

Monitor the Night staff's Occurrence book, ensuring that action is taken to address any issues highlighted and that issues and trends are identified and dealt with/escalated appropriately to the Facilities Manager.

As appropriate to site, organise deliveries/collections to Community sites and supervise and coordinate furniture moves liaising with relevant parties to ensure an efficient and timely service.

Manage and organise delivery of urgent and non-urgent medical gases, ensuring appropriate levels of stock are held at all times.

Organise all areas under the responsibility of the Portering team including Porters rest areas, storage, Control rooms, Reception areas so that they are kept tidy, well-organised, operationally efficient and professional at all times.

Manage the reception/security service to ensure that, as first point of contact for visitors, patients and staff, they maintain a high level of professionalism at all times with a clear understanding of the high levels of safety required and that the service provided is in accordance with the SLAM five commitments.

Deal with issues as they arise, often without precedent, making appropriate decisions regarding management of the incident and escalation.

Able to demonstrate commitment to the service provision and willing and able to step in and cover team duties (including heavy lifting) if and when required, ensuring that the service is covered at safe levels at all times.

Health and Safety

Instil a culture of health, safety and well-being amongst the team and ensure compliance by staff to health and safety requirements at all times, undertaking risk assessments and training as appropriate and reviewing and updating risk assessments as necessary.

Ensure that all incidents and accidents are recorded and reported accurately and comprehensively in line with the organisations Health and Safety requirements (e.g., Datix) and escalated as appropriate.

Ensure that the areas occupied by the Facilities team are regularly inspected for Health and Safety, to include a fire risk assessment and that an appropriate number of fire wardens and first aiders are trained.

Manage the teams vehicles, arranging for maintenance and service and ensuring they are compliant and safe at all times. Check and monitor staff whenever they drive vehicles, that they have an up-to-date, clean driving licence and are fit to undertake driving.

Act as Fire Marshall for the building (Jeannette Wallace House only).

Ensure local policies, protocols and emergency procedures required for the site are up to date and cascaded to staff, notifying the Facilities Manager of any discrepancies or requirements to update.

Liaise with the Fire Officers, Estates and Facilities staff and H&S Advisor in relation to Fire Risk Assessments and Fire Safety Audits, monitoring and following up actions as required. Ensure fire log for the building is maintained and kept up to date as required and evacuations are completed and details recorded.

Monitoring and reporting

Be conversant with various software packages related to fire alarms, security systems, postal activity including costings and ensuring appropriate prices are applied, etc. and be responsible for providing data and producing reports as required.

Assist the Facilities Manager with provision of information for monthly department analysis of facilities activity as required.

Any other duties related to the enhancement of the service.

Person Specification

Qualifications

• oGCE/GCSE or equivalent in Maths and English
• oPSV licence or equivalent full driving licence (as applicable to site)
• oSIA licence
• oA level in Maths and or English or equivalent
• oRelevant Supervisory or Management qualification

Experience

• oManagement/Supervisory experience
• oProven ability to manage and lead a team.
• oExcellent communication skills, written and verbal
• oGood understanding of Microsoft packages
• oEvidence of supervisory and/or management training
• oAbility to influence and achieve results.
• oGood understanding of Health & Safety legislation, in particular relating to the activities of the service
• oAbility to train others and set and maintain standards
• oAble to undertake lifting and manual handling work
• oA level in Maths and or English or equivalent
• oWorking in an NHS environment, particularly mental health
• oPractical portering, reception, security experience
• oRelevant Health and Safety training - manual handling, risk assessment, fire safety, COSHH, PPE, Infection Control, etc.
• Experience of working collaboratively with clinicians and managers (A; I)

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.

South London and Maudsley NHS Foundation Trust

£31,081 to £33,665 a year per annum inclusive of HCAS