Facilities Officer

Allscreens Nationwide Ltd; Bicester; On-site; GBP 40,000 - 56,000; Full time

Job summary

NHS in the United Kingdom is seeking a Facilities Manager to coordinate day-to-day facilities management across PML estates, including GP practices and headquarters.

You will act as the first point of contact for premises issues, arrange maintenance, monitor service contracts, and support building infrastructure and safety compliance.

The role emphasizes governance, quality improvement, and effective communication with clinical teams, contractors, and external stakeholders.

Responsibilities

• 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, lighting, security, fire detection and alarm, CCTV, access control, and 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.
• Coordinate and monitor statutory inspections, testing, and maintenance programmes including fire risk assessments, fire alarm servicing, emergency lighting testing, Legionella monitoring, electrical safety, PAT, gas safety, asbestos management, fixed wiring, lifting equipment, disability access, and 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 (Public Liability Insurance, Employers’ Liability Insurance, Risk Assessments, RAMS, professional accreditation).
• Obtain quotations and support procurement processes. Monitor contractor performance and quality standards. Ensure works are completed within agreed timescales and budgets.
• Support implementation of organisational fire safety arrangements and maintain fire safety records.
• Coordinate fire drills and evacuation exercises and ensure training initiatives relating to fire safety.

Job description

Facilities Management

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.

Health and Safety Management

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.

Contractor and Supplier Compliance

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.

Fire Safety Responsibilities

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.

Governance and Regulatory Compliance

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.

Quality Improvement

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.

Communication and Relationship Management

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.

General Responsibilities

• 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.

Key Performance Indicators (KPIs)

• 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.

PML Values

The post holder will be expected to demonstrate the NHS values of: Working together for patients Respect and dignity Commitment to quality of care Compassion Improving lives Everyone counts