JOB SUMMARY

The role will provide facilities management variable hard and/soft facilities support to the estates and facilities team and Estates and Facilities Manager. It will need to have a flexible and focused attitude on continuous improvement attitude to effectively support improvements in all aspects of information sharing and meeting administration,
The post holder will also be responsible for providing auditable financial monitoring of external contracts that fall within the remit of the estates and facilities department.
The estates team is responsible for the provision of staff parking and you will support the travel plan administrator to continuously improve the delivery of this service.
This is pivotal role in our team and you will be expected to work collaboratively delivering effective and efficient customer focused administrative support to all estates senior
Established in 2018, Healthcare Partners Ltd (HPL) is a wholly-owned subsidiary of the Royal Surrey NHS Foundation Trust.
We offer a consultative, collaborative approach — based on a genuine desire to make healthcare provision outstanding, and respecting the opinions and skills of our fellow clinical professionals to produce exceptional outcomes.
We are a substantial company in our own right, with an annual turnover of around £50m and over 80 staff. We partner with other healthcare providers throughout the UK in both the public and private sectors, reinvesting our profits and savings back into the NHS.
At Healthcare Partners Ltd, the patient is at the heart of all we do. We’re proud to be part of the NHS, helping to make healthcare better.

JOB PURPOSE

To work closely with all members of the Operational Estates and Facilities team for our client to assist in improving the quality, performance and compliance of Estates and Facilities service delivery.

KEY RESULT AREAS/MAIN DUTIES AND RESPONSIBILITIES:

• Act as a flexible innovative working where needed resource to support the administrative needs of the Estates & Facilities (E &F) as well as Health and Safety teams in any aspect of Compliance, Monitoring and Improvement, Risk and Governance.
• Work closely with the E&F Soft and Hard FM teams to ensure Estates and Facilities service delivery is the best it can be
• Obtain information from the relevant building management teams to understand any Estates or Facilities plans and compliance issues and escalate any issues as necessary
• Support the Estates & Facilities Manager in monitoring and improving and overseeing Estates and Facilities risk, improvement and governance processes and information reporting systems, ensuring that Healthcare Partners is working to their own and their client’s policies and procedures.
• Develop effective relationships and networks with members of the wider Estates and Facilities teams as well as the relevant building management teams to establish and share best practice
• Provide, receive, and share routine information with relevant team members and external contacts from both planned and reactive tasks
• Support the review of incident reports and record validation where necessary, ensure appropriate Estates and Facilities team members are notified of outcomes and action is taken, support investigations and the collation of or completion of required reports
• Provide financial monitoring and reporting of external contracts by undertaking audits of the invoices presented and ensure compliance with tendered price. This involves using a financial platform used by Healthcare Partners and their client to cover invoices raised by external contractors. Once invoice values are agreed, the post holder will receipt them for timely payment to the contractor
• Support the Hard and Soft Facilities Managers and Communities with the collation of estate maintenance, energy and building data for ERIC .
• Support the growing technological use and data insight for all aspects of our service to the client persuading a new way of thinking.
• Support coordination of our service to our client with accommodation rooms
• You will be expected to provide essential administrative tasks for all team colleagues as and when especially when are on annual leave.
• You will be expected to deliver and drive a consistent and every improving excellent customer service to our client balanced with estates and facilities capabilities.