Job Reference: 309-CB912-TB

Employer:

University College London Hospitals NHS Foundation Trust

Department:

Estates and Facilities

Location:

University College London Hospitals NHS Foundation Trust (UCLH), London

Salary:

£52,643 - £58,558 per annum inclusive

Job Reference: 289-EIC-JCF-043-A

Employer:

Chelsea and Westminster Hospital NHS Foundation Trust

Department:

Emergency Medicine

Location:

Chelsea & Westminster Hospital, London

Salary:

£50,878 - £78,765.50 per annum inclusive of London

Job Reference: 196-COF6365

Employer:

Guy's and St. Thomas' NHS Foundation Trust

Department:

Westminster Maternity Suite

Location:

St Thomas' Hospital, London

Salary:

£29,888.00 - £36,738.00 p.a inc HCA

Job Reference: 289-CR-584-C

Employer:

Chelsea and Westminster Hospital NHS Foundation Trust

Department:

HR/Recruitment

Location:

Harbour Yard, London

Salary:

£14.83

• Responsible for the delivery of planned and reactive works within area.
• Planning and co-ordination of works for M&E and portering teams.
• Planning and co-ordination of the annual shutdown.
• Support to incidental works and other new works projects.
• Ensure that information held on management information system (Maximo) is accurate and timely

  AP duties.

• Manage insurance inspections for all relevant assets.
• Responsible for the administration and welfare of the employees within the delivery team.
• Responsible for the development of staff.
• Ensure staff are trained to carry out works safely, efficiently and to current standards.
• Liaison with Client representatives and customers.
• Development of positive working relationships with specialist contractors and supply chain.
• Provide accurate commercial data to ensure works are completed to time and budget.
• Monitor performance and report accordingly.
• Produce performance measures to ensure that performance indicators, SLA's and contractual obligations are met if not exceeded
• Monitor and maintain office equipment and supplies
• Manage and maintain regular contact and meetings with relevant vendors - to report on issues, recommendations and cost estimates
• Weekly walk-round with the vendor cleaning manager ensuring cleaning quality standards are maintained
• Manage Trouble Ticket (Remedy) requests (helpdesk) - interface with internal customers and action queries promptly in line with service level agreements
• Manage daily health & safety issues - maintaining regular scheduled meetings and records of the fire and safety teams/fire drills/safety equipment/training
• Travel/Visitors' support - interface with locally approved hotels - assist Client global travel & hotel managers in information gathering and communicating up to date information to staff.
• Assist in the organizing of internal and external Client events
• Managing the quality of conferencing facilities
• Manage food and kitchen facilities - provide direction to housekeepers
• Raise purchase orders
• Manage Wiki pages and other communication channels for the site(s)
• Deputise / provide cover for Building Operations Coordinator / Facilities Manager when appropriate
• Responsible for all other duties and tasks as assigned

The successful candidate who will be considered as the Assistant Facilities Manager will have the following:

• Experience of FM service delivery, across the entire Total Facilities Management spectrum, in a management position.
• Experience in budgeting and analysis is required.
• Experience in managing front line staff.
• Good communicator demonstrating influencing skills and an ability to adapt approaches to differing audiences.
• Solutions oriented, providing explanations and proposed resolutions to problems rather than purely identifying problems.
• Continuously pursue high standards, embrace change, recognise improvement opportunities and learn from experience.
• Strong understanding and respect for confidentiality.
• Proficient IT skills including MS Word, MS Excel and MS PowerPoint, and comfortable with numerical reasoning.
• Previous experience in an FM role, including experience of working with building services and cleaning and experience in provision of general office services.
• Valid formal Health & Safety qualification e.g. IOSH Managing Safely

The successful candidate can expect the following:

• Competitive salary
• Great career progression
• Excellent benefits

The Assistant Facilities Manager will manage a range of soft and hard services and provide the necessary support to ensure the efficient and effective running of the site.

Reporting to the Regional Facilities Manager to take responsibility for 4 offices in In Chelmsford. You will be dealing with the day to day management of outsourced contracts and all aspects of facilities management.

In addition, the role is responsible for relationship management, liaising with Building Management/Landlord in each building regarding such issues as service charge, relationships with other tenants, working with the account management of the outsourced contracts and communication within the wider key business operations.

You will be responsible for the facilities of 13 offices. Although most of your work is in Chelmsford, you will also be required to visit each of the offices in Ipswich, Maidstone and Harlow at least once per quarter.

Core Responsibilities

• Manage all compliance and issues in relation to Facilities ensuring appropriate compliance with legislation, code of practice, directives and regulations
• Ensure that the maintenance programme of key building components is carried out effectively to prolong the life cycle of the building and to reduce future risk/cost to employees/the Firm
• Monitor Service Level Agreements and Key Performance Indicators for each of the outsourced contracts. Managing issues with suppliers at a local level and escalating breaches to Regional Facilities Manager and Facilities contracts team
• Maintain site plans, records and log books as appropriate
• Deliver minor projects related to internal churn, space management, energy and waste management and M&E / infrastructure works
• Inspect all sites within your area on a regular basis to identify any maintenance or cleanliness / aesthetic issues and H&S issues, generally ensuring sites are kept neat and tidy and safe
• Respond to all queries received through the helpdesk and issue work orders as appropriate, logging performance against defined internal and external response levels
• Carry out general administrative duties such as purchasing, processing invoices and managing telephone and email communications
• Create and maintain records of purchase orders issued, match invoices to approve for payment
• Ensure that the Company's Disaster Recovery/Business Continuity Plans are implemented and maintained within the identified FM remit and that you fully understand FM's responsibilities within the CDR/BCP
• Ensure that the Company's Health & Safety policy is upheld
• Co-ordinate all H&S requirements including permits to work, method statements, risk assessments, DSE and work station assessments, fire drills and other general H&S audits to ensure compliance with relevant internal and H&S legislation

Facilities Coordinator - Immediate Start

This position requires you to be immediately available or a maximum of 1 weeks notice.

Drivers License and access to a vehicle is Essential

The successful candidate will have:

• Minimum of 3 years experience as a Facilities Coordinator
• IOSH/Nebosh Qualification or equivalent
• Ability to communicate effectively, both internally and externally at all levels with good interpersonal skills with excellent verbal and written communications
• IT literate with a good knowledge of Microsoft Office
• Strong organisational skills
• Pro-active can do attitude
• Self-motivated
• Ability to multi task, work under own initiative and remain customer focused whilst under pressure
• Ability to work well under pressure and to meet deadlines
• Flexible approach to responsibilities and remit in a change environment
• High level of professionalism, trust and integrity
• Basic knowledge of H&S regulations and requirements
• Professional presentation and telephone manner

The Successful candidate will be offered a competitive salary and the opportunity to join a highly reputable organisation. You will also have access to a full range of company benefits and welfare options. You will be responsible for a large portfolio of high end commercial properties and developing your career under a fantastic regional manager.

Facilities Coordinator - Immediate Start
You responsible for providing a safe and efficient working environment for all staff by managing the services and processes that support the core business functions. On a day to day level this will include: Building Maintenance; Health & Safety; Space & Utilities Management; Security & related Procurement.

• General repairs to include basic carpentry, plumbing, minor electrical works and redecoration
• Day to day general maintenance of the school grounds
• Setting up for school events etc.
• Ensuring that the premises are clean, safe and welcoming
• Responsibility for end of day lock up on occasion

• Have previous experience in a similar role
• Be dedicated, hardworking and proud of their work
• Be a team player who is friendly and professional with the ability to relate well to children and adults
• Be responsible, flexible and reliable with an understanding of health & safety issues

Futures By Sodexo – the next generation of Facilities Management

Do you see yourself as a future leader? Why not consider working for Sodexo as part of that journey?

Our Futures programme is designed to start you off on the pathway to becoming one of our future leaders. The programme is run in collaboration with HIT Training, and has been designed to give you the right skills, capability and attitude to deliver facilities management focused on people and experiences.

As well as taking on a permanent role with Sodexo, as part of Futures you’ll also embark on a customer service apprenticeship designed to give you the skills that you’ll need to climb the career ladder. We’re also able to offer you a IWFM certificate too, meaning an extra qualification to add to your collection!

By joining us you will receive unparalleled formal training that will enhance your career. We’ve designed the programme to give ambitious people like you the business knowledge and training you’ll need to become a future leader within our organisation.

• 18 month on the job structured formal development programme, with an apprenticeship at the heart.
• Challenging and exciting responsibilities from your first day in the business, where your performance is expected to contribute to company success.
• Working for a global organisation that offers fast track career advancement.

https://www.youtube.com/watch?v=pCpB-VhL3eI

https://youtu.be/Ls2Ect6n3JQ

Important Information:

Apprentices will be required to have or achieve level 1 English and Maths and to have taken level 2

English and Maths tests prior to completion of their Apprenticeship. In certain circumstances, depending upon the substantive role you apply for it may not be possible to attain the IWFM certificate however we will explore alternative qualifications wherever we can.

Please be aware that when you apply for this role we will share your information with HIT Training who are a leading apprenticeship provider so that they can assist us with ensuring that the apprenticeship programme we had in mind is right for your skills. HIT training may contact you separately to discuss the apprenticeship with you.

Futures By Sodexo – the next generation of Facilities Management

Do you see yourself as a future leader? Why not consider working for Sodexo as part of that journey?

Our Futures programme is designed to start you off on the pathway to becoming one of our future leaders. The programme is run in collaboration with HIT Training, and has been designed to give you the right skills, capability and attitude to deliver facilities management focused on people and experiences.

As well as taking on a permanent role with Sodexo, as part of Futures you’ll also embark on a customer service apprenticeship designed to give you the skills that you’ll need to climb the career ladder. We’re also able to offer you a IWFM certificate too, meaning an extra qualification to add to your collection!

By joining us you will receive unparalleled formal training that will enhance your career. We’ve designed the programme to give ambitious people like you the business knowledge and training you’ll need to become a future leader within our organisation.

• 18 month on the job structured formal development programme, with an apprenticeship at the heart.
• Challenging and exciting responsibilities from your first day in the business, where your performance is expected to contribute to company success.
• Working for a global organisation that offers fast track career advancement.

https://www.youtube.com/watch?v=pCpB-VhL3eI

https://youtu.be/Ls2Ect6n3JQ

Important Information:

Apprentices will be required to have or achieve level 1 English and Maths and to have taken level 2

English and Maths tests prior to completion of their Apprenticeship. In certain circumstances, depending upon the substantive role you apply for it may not be possible to attain the IWFM certificate however we will explore alternative qualifications wherever we can.

Please be aware that when you apply for this role we will share your information with HIT Training who are a leading apprenticeship provider so that they can assist us with ensuring that the apprenticeship programme we had in mind is right for your skills. HIT training may contact you separately to discuss the apprenticeship with you.

• Providing the highest level of housekeeping service within your area of responsibility in line with the clients’ specifications
• Provide work wear to designated staff via the client’s vendor
• Responding positively, politely and promptly to all customer requirements and carry out your duties in a professional and courteous manner
• Provide training, support and supervision for team.
• Place orders, perform stock take and end of week invoices and stock information.
• Providing a range of general cleaning services to include offices/meeting rooms, toilets/showers, laboratories and amenity areas site wide
• Ensuring all stocks are replenished in your area of responsibility
• Making yourself familiar with and follow all company procedures and regulations
• Participating in the Health and Safety Policy of the company and report any dangers, near misses or hazards you encounter to your Coordinator/Line Manager.
• All offices, toilets, laboratories and amenity areas to be presented clean and tidy.

To supervise and carry out Sodexo cleaning service in specific areas and on job specific tasks to the required standard established by the Service Level Agreement. To be multi skilled in order to cover all areas of the service including supervising teams in day cleaning, housekeeping, office cleaning and toilet cleaning. To effectively undertake day to day cleaning duties to include; recycling, confidential waste, the cleaning of; changing rooms, reception, clinical rooms, housekeeping, entrances, building lifts, stairways and to respond and efficiently react to any spillages or customer/client requests. To have full working knowledge of all cleaning equipment, materials and chemicals and the use of cleaning equipment and supervise the use of such equipment and chemicals. Report any maintenance issues immediately to include equipment that is faulty or any risks or hazards identified. To ensure that the teams are using the appropriate safety signage is used at all appropriate times. To ensure that cleaning stores are kept clean and tidy and equipment is stored correctly and safely at all times and that the correct documentation is contained within. To take part and effectively engage in employee training and having a full understanding of Health and Safety, COSHH, cleaning methods, cleaning training and site specific procedures. To deal with any complaints / issues from customers immediately and report directly to the Group General Manager. To participate actively within team meetings in order to develop ideas to enhance service offer. To direct staff to undertake miscellaneous cleaning tasks. To be flexible to work additional hours in order to cover holiday and sickness within the team.

Ensure all individual requirements are in place, ensure full compliance in relation to the purchasing of all products/equipment necessary to deliver the cleaning service. Ensure that all costs and expenditure are within the budgeted levels agreed between the Client and Sodexo.  Control all costs such as labour, expenses, cash purchases as agreed with your line manager Comply with all relevant sections of the Client Quality Assurance Audit. Build and maintain excellent client relationships Ensure that all equipment and the overall establishment, is safe and secure at all times Ensure the standards across the sites are in accordance with the Service Level Agreements and Key Performance Indicators specified in the service contract Manage and control all stock, cleaning and chemical requirements used within the department Action customer compliments by praising staff and resolve complaints satisfactorily, referring to your line manager where necessary Attend to and take all necessary action, statutory or otherwise, in the event of incidents or accident, fire, theft, loss, damage or other irregularities and take such action as may be appropriate Comply with all Sodexo Company policies/procedures and client site rules and regulations. To support the GSM with recruitment and manage, induct, train, motivate and appraise staff to promote good employee relations and operate within Company procedures, legislation and the IIP. Maintain training records for all staff, ensuring that individual needs are recognised and met either through on or off job training. Ensure that all Sodexo employees project a positive, approachable, friendly and professional image. Support with the monthly team briefing meetings using the Company Team Brief format. To monitor and report all staff absences.

Mitie was founded in 1987, Mitie is the UK’s leading facilities management and professional services company, looking after a large, diverse, blue-chip customer base, from banks and retailers, to hospitals, schools and government offices. Mitie has over 49,000 people, 100 office locations, and thousands of customers across the country, there’s no limit to what you can achieve if you work for us.
Values:
Delivering the exceptional, every day
• Our purpose: our expertise, care, technology and insight create amazing work environments, helping our customers be exceptional every day.
• Our promiseto our people: a place to work where you can thrive and be your best every day.
• Our promise to our customers: a trusted partner creating exceptional environments for your customers and people, adding value every day.
• Our culture – our core values and how we behave:

1. We are one Mitie: we work as one to deliver a seamless, unrivalled service. We are all in it together, if we can help a customer or colleague in any way, we will. We are one Mitie.
2. We are built on integrity and trust: integrity and trust are at the heart of all we do. We are the face of company. We treat others as we would like to be treated. We are proud to work for Mitie.
3. We go the extra mile: whether it’s keeping things running smoothly in a safe environment, looking for new ways to do things better or fixing problems, going the extra mile for our colleagues and customers and keeping our promises is in our DNA.
4. Our diversity makes us stronger: we are very proud of our rich and diverse culture and backgrounds. Our diversity creates ideas and insights. Everyone at Mitie has a voice and is treated as an equal.
5. Our customers’ business, is our business: we are a partner, trusted for our expertise and for putting our customers at the heart of everything we do.
Behaviours:
• Knowledge of relevant procedures
• Level of customer Service
• Team Player
• Health and safety awareness and knowledge
• Communication

At Mitie we know that ‘our diversity makes us stronger’. We’re committed to creating a diverse and inclusive environment where our people can thrive and be their best every day. We are very proud of our rich and diverse culture and backgrounds. Our diversity creates ideas and insights. Everyone at Mitie has a voice and is treated as an equal. We recognise the unique contributions that you can bring and our people and customers thrive when we get this right.

Main Duties

• As part of the Interserve Integration Programme, provide project support for the delivery our Connected Workspace technology driven products; Monitoring as a Service, Digital Maintenance, Digital Workplace, Connected Engineer, Mozaic and Aria.
• Assisting and supporting the project manager.
• Organising and attending stakeholder meetings.
• Organising project team meetings and recording minutes
• Experience of assisting with managing projects, collating and producing reports against defined requirements and deadlines.
• Maintain project documentation in line with project requirements.
• Understands and can apply project methodology principles to their work to achieve a successful project outcome.
• Ability to get on with people at all levels and have experience of working in a project team.
• Support the project team to deliver the project on time and to the required quality standards.
• Develop and maintain strong relationships both internally and externally in order to achieve project objectives.
• Communicate effectively at all times with the client, client’s representative, cross-functional and technical teams.

• Must have nature to represent Mitie with professionalism, integrity and honesty at all times.
• Some experience of the full life cycle of a project.
• Pro-active, good at planning ahead as far as possible as the project progresses, checking back to plans/programmes regularly.
• Strong sense of achievement; expects good standards of work and able to overcome barriers / solve problems.
• Organised, good at time management and prioritisation of work.
• Reliable, punctual and responsible.
• Knowledge and understanding of technology projects.
• Degree qualified desirable.
• Minimum 2yrs project experience.

Health and Safety responsibilities

• Follow Group and company policies and procedures at all times;
• Report any apparent deficiencies in systems of work or equipment provided that may result in failure of service delivery or risk to health and safety or the environment;
• Use all work equipment and personal PPE properly and in accordance with training received;
• Report any issues or training needs to your Line manager and /or via your divisional incident reporting system;

Information Security

• Ensure compliance with Mitie's information security procedures in all activities;
• Proactively identify and report security risks to your manager;
• Report actual and suspected security incidents;

 Note

This job description Is intended to give the post holder an appreciation of the role envisaged for this position and the range of duties undertaken. Specific tasks and objectives will be agreed with the post holder throughout the period of employment. The job description may be varied from time to time by the Company to reflect changes in the post holder’s role and/or the needs of the business.