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Estates Officer Job Description
Responsible and reporting to the Head of Estates & Facilities for all delegated duties
related to the management and direct supervision of the Engineering and Building
Maintenance teams, undertaking the operational function of the Estates department.
To lead, motivate, train and develop the maintenance teams, ensuring effective use of labour and materials thus enabling an efficient maintenance service for the Estates assets which are held within the Organisation.
1. To manage and control the Engineering and Building Estates teams also external contractors employed by the Organisation [Technicians. Craftsmen, Maintenance Assistants and Contract Labour] Specialist knowledge across a wide range of disciplines will be required.
2. To use the departments software packages to schedule, plan and prioritise staff/department workloads. Using the Helpdesk to allocate resources (manpower and materials) in such a way that estates department key performance indicators (KPI’s) are achieved
3. To manage the routine day to day requests for Engineering and Building assistance and analysing and implementing effective solutions.
4. To ensure a fast and effective response to breakdowns in accordance with key performance indicators (KPI’s) are achieved
5. To be responsible for ensuring Planned Preventative Maintenance Systems are implemented and carried out in a timely manner.
12. To be prepared to respond to emergency work outside normal working hours as and when the need is required in relation to the repair and service of site wide physical assets.
13. To be prepared to supervise work that may need to be carried outside of normal working hours. This will from time to time require you to work evenings, nights or weekends in addition to, or as alternative to your standard working hours. Flexibility is therefore an essential requirement of the position.
14. To take part in the recruitment of trade staff and to prepare Statutory, Mandatory and basic training plans for the Engineering and Building Estates team
15. To undertake minor projects and to ensure oversight and control of all projects
are in line with Organisation Financial and Standing Orders.
RISK MANAGEMENT & ORGANISATIONLA GOOD PRACTICE
Risk Management involves all staff identifying circumstances and practices which put patients at risk of harm, and then acting to both prevent and control these risks.
Staff are required to improve the quality of care by identifying, reporting and analysing actual and potential adverse events through the Organisation’s Clinical Incident Reporting system.
Central to every clinician’s practice should be the control and reduction of risk by changing clinical and organisational practice in order to eliminate or reduce adverse events.
All clinical staff are required to familiarise themselves with the Organisation’s Clinical Risk
Management Strategy and all other Clinical Risk policies and guidelines, including the Organisation’s Complaints Procedure. (These documents are available on the Organisation’s Intranet Site).
RISK MANAGEMENT, HEALTH AND SAFETY
All employees of the Organisation have a statutory duty of care for their own personal safety and
that of others who may be affected by employee’s acts or omissions. Employees are required
to co-operate with management to enable the Organisation to meet its own legal duties and to report
any circumstances that may compromise the health, safety and welfare of those affected by
the Organisation undertakings.
This requires the following:
Compliance with the Health and Safety at Work etc Act 1974 and the Management of
Health and Safety Regulations 1999 and any other relevant safety regulation.
Being familiar with and following the provisions of the Organisation’s Health and Safety Policy
and all other policies, procedures and safety rules of the Organisation and your specific work
Co-operating with all measures the Organisation takes to maintain a safe working
environment. This includes using manual handling equipment, wearing personal
protective equipment, etc.
Compliance with all instruction and training given by members of the Organisation relating to
health and safety.
Bringing to the attention of the Organisation any situation considered to be a serious and
imminent danger; also reporting any other perceived shortcoming in the Organisation’s health
& safety arrangements.
CONFIDENTIALITY AND INFORMATION SECURITY
As a Organisation employee, you are required to uphold the confidentiality of all records held by the
Organisation, whether patient records of Organisation information. This duty lasts indefinitely, and will
continue after you leave the Organisation employment. Please ensure that you are aware of, and
adhere to, the standards described in the Organisation's Confidentiality Policy as you are required to
preserve the confidentiality of any information regarding patients, staff (in connection with
their employment), and the practice business and this obligation shall continue indefinitely.
A breach of this requirement will be regarded as gross misconduct and as such will be
grounds for dismissal, subject to the provision of the disciplinary procedure.”
This does not affect your rights and obligations under the Organisation's Openness Policy.
As an employee of the Organisation, you have a legal responsibility for all records (e.g. including
patient records, financial, personal and administrative) that you father or use as part of your
work within the Organisation. The records may be paper, electronic, microfiche, audio, videotapes or
x ray images etc. All such records are considered public records (under the Public Records
Act 1958). You must consult your manager if you have any doubt as to the correct
management of the records with which you work
HNC/ONC or equivalent qualification in engineering or construction.
6. To provide technical advice and liaise with Senior Estates Managers, Ward Managers/Sisters Departmental Heads, Risk Management, users and clients at all levels. To liaise with Statutory Regulators, Consultants, Fire Brigade, Contractors and Company representatives external to the Organisation.
7. To establish and maintain quality systems to ensure work is carried out efficiently and effectively to current standards and codes of practice.
8. To comply with Statutory Health and Safety Regulations and other relevant requirements for a safe working environment, and to carry out Health and Safety Risk Assessments as and when required. Responsible for policy and procedure implementation within service area and undertake technical surveys.
9. To be responsible for satisfactory time keeping, conduct of staff and to maintain discipline. Undertake staff appraisals and ensure staff records are kept relating to holiday and sickness. Checking of staff time sheets. General reporting and management of sickness absence of the Estates team.
10. To proactively plan, schedule, supervise and monitor the activities of estates department staff and ensure that the productivity and performance of these staff is maximised.
11. To carry out any procurement, organisation or planning activities as required necessary to enable the estates department to carry out designated tasks