HSE and Facilities Manager - Medical Device

A new opportunity has arisen at a Medical Device start-up based in Oxfordshire who have developed a new type of X Ray Technology.

Working within the Business Support department, the Facilities Manager is responsible for the smooth running and optimization of all company sites. They collaborate with internal stakeholders across the company and manage external suppliers to ensure that physical resources meet the needs of the current and future teams. They also support the Business Support Director, Operations Director, and Project Management Office with the setup and qualification of new facilities as required.

As the company’s Health & Safety Officer, they lead the Health & Safety Committee, which includes representatives from each of the company's sites (currently three sites in Oxfordshire and two sites in Scotland - occasional travel only). Refer to the above table for the reporting structure and the Organisation Chart for more information about where this role fits within the company structure.

Main Duties and Responsibilities:

• Ensuring the smooth day-to-day operation of company premises, including liaising with suppliers, external service and utilities providers, landlords, and contractors to maximize ROI for support and services across new and existing premises.
• Fulfilling the role and duties of Health and Safety Officer for the company, including ensuring that employees are appropriately trained and comply with required H&S policies and procedures.
• Ensuring that all necessary actions are taken to guarantee the safety of employees when working with company equipment (for example, but not limited to, mechanical, electrical, chemical, and radiological equipment).
• Acting as the first point of contact for out-of-hours premises emergencies.
• Planning and managing logistics for office, laboratory, and manufacturing fit-outs and moves in collaboration with project owners/sponsors, within agreed budgets and timelines.
• Working with the Business Systems Manager to resolve IT issues, ensuring colleagues across the company have access to the necessary IT resources.
• Collaborating with the R&D and Operations teams, and external parties, to ensure safety standards are maintained in labs, working with external Radiation Protection Advisors as applicable.
• Setting, maintaining, and ensuring compliance with appropriate health and safety standards across the company, resolving issues where appropriate, and escalating them to the line manager if required.
• Maintaining records with local authorities (e.g., providing up-to-date chemical registers to the Fire Brigade).
• Supporting employees across the company to ensure they have access to the physical resources required to perform their roles.
• Maintaining health and safety records for employees across the company’s sites, liaising with line managers and the HR team to implement required reasonable adjustments for employees.
• Conducting assessments (e.g., Display Screen Equipment assessments, New and Expectant Mothers risk assessments).
• Identifying opportunities to eliminate waste, promote good environmental practices, and ensure company compliance with ISO 14001 requirements within agreed timelines.
• Actively supporting and being involved in carbon footprint reduction plans and activities within facilities and equipment, in line with the company’s ESG (Environmental, Social, and Corporate Governance) goals and plans.
• Managing document records, including leases and facilities contracts, to support the Legal Director.
• Working with the Quality team and process owners to update company QMS resources and risk registers where they relate to Health & Safety (e.g., SOPs for safe chemical handling).
• Managing employment-related personal data in a professional and confidential manner.

Qualifications:

• Minimum qualification of an undergraduate degree in a relevant subject, or equivalent experience, together with a recognized Health and Safety qualification.

Skills:

• Works flexibly and productively with others to contribute to company goals beyond individual objectives.
• Prioritizes own workload to meet deadlines and sees tasks through to successful completion.
• Identifies opportunities for process and system improvements.
• Able to train and inspire colleagues to follow H&S best practices.
• Uses initiative to anticipate difficulties and applies a logical, solution-focused approach to resolving issues.
• Remains calm in stressful situations and handles sensitive or confidential information professionally.
• Numerate with excellent attention to detail.
• Develops and manages effective relationships with multiple stakeholders.
• Demonstrates good report/document writing skills and excellent attention to detail.
• Proficient in the use of IT systems.
• Ability to deliver results and achieve business goals in a changing environment.

Experience:

• Providing Health and Safety support in both office and lab-based environments.
• Experience managing resources and successfully maintaining relationships with contractors and suppliers.
• Experience working within a medical device company or another highly regulated industry.
• Proven track record of achieving ISO accreditation.