Facilities Officer

• Coordinate day-to-day facilities management activities across PML estates including GP practices and headquarters.
• Act as the first point of contact for premises and facilities-related issues.
• Arrange planned preventative maintenance (PPM) and reactive maintenance works.
• Monitor service contracts and ensure delivery of agreed standards.
• Support the management of building infrastructure including: - Heating and ventilation systems
• Lighting systems
• Security systems
• Fire detection and alarm systems
• CCTV systems
• Access control systems
• Water systems
• Maintain a comprehensive facilities asset register.
• Undertake regular premises inspections and quality audits.
• Coordinate office moves, refurbishment works, and minor capital projects.
• Ensure actions arising from facilities inspections are completed within agreed timescales.

• Support implementation of organisational Health & Safety policies and procedures.
• Promote a positive Health & Safety culture across all practices.
• Assist with the development, review, and monitoring of risk assessments.
• Conduct routine workplace Health & Safety inspections.
• Support investigation of accidents, incidents, and near misses.
• Ensure corrective actions are implemented and monitored.
• Maintain Health & Safety records and compliance documentation.
• Report significant risks or compliance concerns to the Director of Quality.Statutory Compliance
• Coordinate and monitor statutory inspections, testing, and maintenance programmes including: - Fire risk assessments
• Fire alarm servicing
• Emergency lighting testing
• Legionella risk assessments and water monitoring
• Electrical Installation Condition Reports (EICR)
• Portable Appliance Testing (PAT)
• Gas safety inspections
• Asbestos management surveys
• Fixed wiring inspections
• Lifting equipment inspections where applicable
• Disability access compliance
• Security system servicing
• Maintain compliance trackers and ensure actions are completed within required timescales.
• Escalate overdue compliance matters appropriately.
• Ensure documentary evidence is available for inspection and audit purposes.

• Coordinate approved contractors and suppliers.
• Verify contractor compliance documentation including: - Public Liability Insurance
• Employer's Liability Insurance
• Risk Assessments
• Method Statements (RAMS)
• Professional accreditation
• Obtain quotations and support procurement processes.
• Monitor contractor performance and quality standards.
• Ensure contractors comply with site Health & Safety procedures.
• Ensure works are completed within agreed timescales and budgets.

• Support implementation of organisational fire safety arrangements.
• Maintain records relating to fire safety compliance.
• Coordinate fire drills and evacuation exercises.
• Ensure fire evacuation procedures remain current.
• Monitor completion of fire risk assessment actions.
• Assist with staff awareness and training initiatives relating to fire safety.

• Support compliance with:
• Health and Safety at Work Act 1974
• Management of Health and Safety at Work Regulations
• Regulatory Reform (Fire Safety) Order
• Control of Asbestos Regulations
• COSHH Regulations
• NHS Premises Assurance requirements
• Care Quality Commission (CQC) requirements
• Prepare compliance reports and performance information.
• Support internal and external audits.
• Maintain records in accordance with organisational governance requirements.

• Identify opportunities to improve facilities and premises management processes.
• Support service development and quality improvement initiatives.
• Contribute to business continuity and emergency planning activities.
• Participate in audits and action planning processes.
• Support environmental and sustainability initiatives.

• Develop effective working relationships with:
• Local facilities management support
• Senior Managers
• Practice Managers
• Clinical Teams
• External Contractors
• NHS Organisations
• Local Authorities
• Landlords and Managing Agents
• Provide advice and guidance on facilities and Health & Safety matters.
• Communicate effectively with stakeholders regarding service disruptions and planned maintenance.

• Maintain confidentiality at all times.
• Comply with organisational policies and procedures.
• Participate in mandatory and statutory training.
• Attend meetings as required.
• Undertake any other duties appropriate to the grade of the role.

• 100% completion of statutory compliance activities within required timescales.
• Completion of premises inspections in accordance with schedule.
• Reduction in outstanding maintenance issues.
• Timely completion of Health & Safety action plans.
• Positive outcomes from CQC inspections and audits.
• Achievement of agreed service level targets.
• Positive feedback from GP practices and stakeholders.
• Accurate maintenance of compliance records and evidence files.

• Working together for patients
• Respect and dignity
• Commitment to quality of care
• Compassion
• Improving lives
• Everyone counts

Essential

• Professional and approachable manner
• Flexible and responsive to operational needs
• Strong customer service focus
• Proactive problem-solving approach
• Commitment to continuous improvement
• Ability to maintain confidentiality and professionalism

Essential

• Experience working in facilities management, estates management or Health and Safety
• Experience coordinating maintenance programmes
• Experience managing contractors and external suppliers
• Experience undertaking workplace inspections and risk assessments
• Experience maintaining compliance records and action plans
• Experience working across multiple sites

Desirable

• Experience within NHS, Primary Care, or healthcare environments
• Experience supporting CQC inspections
• Experience delivering facilities improvement projects
• Experience managing compliance databases

Essential

• NEBOSH General Certificate, IOSH Managing Safely, or equivalent Health and Safety qualification
• Educated to A-Level standard or equivalent
• Full UK driving licence and access to transport

Desirable

• Membership of IOSH, IWFM or equivalent professional body
• Facilities Management qualification
• Project Management qualification
• Fire Safety qualification
• Legionella awareness training

Essential

• Excellent organisational and planning skills
• Ability to manage multiple priorities and deadlines
• Strong communication and interpersonal skills
• Ability to build effective working relationships
• Good report-writing skills
• Competent in Microsoft Office applications
• Excellent attention to detail
• Ability to work independently and use initiative

Desirable

• Experience using compliance management systems
• Data analysis and reporting skills
• Project coordination skills

Essential

• Understanding of Health and Safety legislation
• Knowledge of statutory building compliance requirements
• Understanding of contractor management processes
• Knowledge of risk assessment methodologies
• Understanding of fire safety compliance
• Knowledge of accident and incident reporting processes

Desirable

• Knowledge of NHS estates and facilities guidance
• Knowledge of business continuity planning
• Knowledge of Care Quality Commission requirements
• Knowledge of sustainability and environmental initiatives