Facilities Coordinator / Laboratory Support Technician

at  Mitie

SKILLS, KNOWLEDGE AND EXPERIENCE

Essential
Familiar with GMP as applied to a laboratory
Experience of using software (SAP, Microsoft Office etc) to manage work and resources.
Understanding of Health and Safety issues and requirements related to the facilities Industry gained through experience.
Ability to take ownership and be accountable for all aspects of the role, ensuring tasks delivery is within time-scales, high quality and excellent customer satisfaction.
Excellent communication and presentation skills, using oral, written and electronic media, so that complex information and analysis is clearly understood and/or acted upon by wide range of recipients
Being able to work outside of normal hours if an emergency arises needing urgent attention
Provide cover for the other staff within the IFM team when absent from site
Desirable
Experience and practised skills in dealing with pharmaceutical clients and working in a GMP environment
Comprehensive experience of working to Service legal agreements and key performance indicators. Ensuring team members comply with service obligations.
Demonstrate knowledge and understanding of the principles and responsibilities imposed by law, codes of practice and other regulations appropriate to Health and Safety.
A qualification of IOSH general certificate in Occupational Health and Safety
Whilst every effort has been made to ensure the details of this job description are correct - due to the varied requirements of the support services industry, this job description cannot be exhaustive. Therefore, the jobholder may be required from time to time to carry out other tasks as required by management in order to meet the operational needs of the business
Mitie is an equal opportunity employer

ABOUT THE ROLE:

To support the operations of the group by providing expertise and focus to administrative control/support, communication, and business processes by improving efficiency. To establish/promote accountability and responsibility by building beneficial internal/external relationships and ensuring a coordinated approach to operational deadline adherence.
The laboratory Support Technician role is part of the Integrated Facilities Management team providing technical support to laboratories in Haleon Dungarvan. Also, as part of this role it also includes administrative support to the catering and cleaning units.

JOB DUTIES:

EHS / Quality / Facilities
Ensure legislative health and safety records are maintained and monitored. Refer any non-compliance or weakness in procedures to line manager.
Become familiar with the relevant safety Standard Operating Procedures (SOP’s), Client EHS standards and guidelines and relevant legal requirements.
Maintain laboratory records in compliance client KPIs.
Participate fully in the site’s safety initiative and ensure that all relevant safety precautions are undertaken when working in the laboratory. Ensure correct disposal of waste from the laboratory.
Report all accidents, incidents and any EHS issues using the appropriate process/system to your line manager or, if required, the Occupational Health Advisor.
Administer the Near misses on both client and Mitie systems
Maintain work areas in an inspection ready state and clean as you go to maintain good safe housekeeping standards.
Complete all Area Quality Meetings & Level 1 Self Inspections for department
Control the Periodic review of department documents and upload to CDMS
Support the team with all MERP actions, CAPAs, DE’s MC’s etc to ensure closure in a timely manner
Track and monitor the team’s performance management by tracking progress on metrics such as compliance to MyLearning.
Track and update department compliance metrics (e.g. Near Misses, Engineering Compliance Tracker)
Interact with responsible persons regarding completing their action in MERP’s, updating the system where necessary
Support organising training courses to ensure there are no overdues
Ensure Supplier Files (AVL’s) are updated to include current Insurance cert and ABAC Due Diligence details
Support EHS GEMBA’s and Monthly meetings
Coordinate Department EHS Risk Map and track Risk Assessments to schedule
Running daily and weekly reports for the department
Forecasting stock requirements for QC laboratories
Inspecting deliveries and processing invoices through Stock Boss
Ensure good working relationships with suppliers.
Adherence to EHS standards on site, always mindful of advocating safe behaviours and compliance
Perform duties in a compliant & safe manner and behave in accordance with our Quality Management System requirements and Quality Docs
Resolving supply issues
People Management
Deputise for and support the administration team onsite
Administrate and control the payroll system services and assist with other services payroll queries
Manage and schedule suppliers/sub-contractors onsite
Planning & Organising
Process invoices from suppliers/sub-contractors.
Ensure work activity is planned in accordance with risk assessment, method statements and minimise disruption to your client.
Raise Purchase orders for consumables/chemicals stores, in association with Fisher.
Provide administrative support to the cleaning units (e.g. invoices, payroll, ordering, stock management & Near Misses).
Review & monitor chemical expiry dates and highlight any out of date chemicals to the Laboratory Team Leader for required action.
Customer Services & Support
Manage the helpdesk calls, emails and work via MERP and a central tracker
Understands clients’ and customers’ expectations and needs and tailors solutions accordingly
Liaise with sub-contractors to ensure the clients requirements are met
Problem Solving
Diagnose and resolve problems and issues arising from client requests, ensuring trade teams follow set procedures for trouble shooting faults.
Utilise data trends and experience to anticipate potential problems and implement solutions to prevent future issues.
Respond to complaints and resolve problems utilising roles and skills of others within the IFM team as the candidate deems necessary. Sets the priorities and decides remedial actions in order to meet service level agreements for occupiers.
Analysis, Reporting and Documentation
The candidate will use the clients’ software to generate reports and analyse data for the IFM team.
Support the IFM team in the preparation and control of the CAPA’s, Audits etc.
Continuous Improvement
Implement methods to ensure service levels of response and completion on helpdesk calls are improved on a month by month basis.
Perform role related duties as requested by management
Key Performance Indicators (KPIs)
Promote Zero Accident rate within onsite
Raise 7 Near Misses per year
Zero Complaints in relation to late stock orders.
Zero overdue training (Includes SOP, mandatory, EHS, General and GMP training requirements)
Zero overdue EHS and quality actions
Full compliance with the permit to work and risk assessments