Facilities Coordinator

St. Patrick's Mental Health Services; Dublin; Presencial; EUR 37 000 - 55 000; Tempo integral

Vantagens oferecidas por esta oferta de emprego

24 days annual leave

Pension scheme

Ongoing training

Paid study leave and funding for进一步教育

Support for career advancement and专业发展

Subsidised canteen and onsite gym

Central locations with free onsite ×停车

Bike to Work and TaxSaver Commuter-T票

Resumo da oferta

St Patrick's Mental Health Services in Dublin is seeking a Facilities Coordinator to oversee the coordination, maintenance, and compliance of hospital facilities, reporting to the Facilities Manager. The role is full-time and permanent, with a 35-hour week, Monday to Friday 7.30am–3.30pm, and responsibilities spanning CMMS, contractor management, budget monitoring, and regulatory audits.

Competitive benefits include 24 days annual leave, a pension scheme, ongoing training, study leave, and

Qualificações

• Advanced Microsoft Office skills are required.
• Experience managing multiple contractors and services.
• Knowledge of planned preventative maintenance (PPM) programmes and contractor SLAs.
• Familiarity with statutory compliance requirements and inspections.
• Experience with budget monitoring and cost control.
• Experience using CAFM/CMMS systems.
• Ability to multitask in a busy environment.
• Well organised with the ability to prioritise tasks.
• Excellent written and verbal communication skills.

Responsabilidades

• Complete departmental salary returns and payroll documentation.
• Maintain annual leave and attendance tracker.
• Maintain training records and compliance monitoring.
• Prepare fortnightly departmental update reports for Facilities Manager.
• Maintain share drive filing systems and document control.
• Coordinate meetings, take minutes, and track actions.
• Represent Facilities at committees, audits, inspections, and external meetings.
• Manage Garda Vetting administration for contractors and staff.
• Utilise advanced Microsoft Office applications (Excel, Word, Outlook, SharePoint, Teams).
• Maintain the Art Register and room/office registers.

Conhecimentos

Advanced MS Office

Contractor management

PPM knowledge

Compliance awareness

Budget monitoring

CMMS/CAFM experience

Organised / prioritisation

Communication skills

Ferramentas

CMMS/CAFM systems

Descrição da oferta de emprego

Facilities Coordinator

Working 5 days: Monday – Friday 7:30am-15:30pm.

1.0WTE Full time, Permanent Contract

St Patrick's Mental Health Services is seeking applications from suitably qualified candidates to fill a permanent vacancy in the Facilities department:

• Must have advanced level of Microsoft Office skill
• Must have previous experience managing multiple contractors and services
• Must have knowledge of planned preventative maintenance (PPM) programmes and contractor SLAs
• Must be familiar with statutory compliance requirements and inspections
• Must have experience with budget monitoring and cost control
• Must have experience using CAFM/CMMS systems
• Must be able to multitask in a busy environment
• Must be well organised and have the ability to prioritise tasks
• Must possess excellent written and verbal communication skills

St Patrick's Mental Health Services is an equal opportunities employer.

Job Description

About the organisation

St Patrick's Mental Health Services (SPMHS) is Ireland's largest independent, not-for-profit mental health service. We are dedicated to providing the highest quality mental healthcare, to promoting mental health awareness, and to advocating for the rights of those experiencing mental health difficulties.

We now employ over 700 staff across our services. We hold our staff in high esteem and regard them as our most important asset, enabling us to fulfil our mission. We strive to create and maintain a forward-looking environment where our staff can be innovative and experience satisfaction in their work. We are committed to ensuring the ongoing development of our staff.

SPMHS core values

• Human Rights – supporting dignity, choice and voice
• Quality Care – excellence in service delivery and collaboration
• Innovation – encouraging improvement and new ideas

The role

Facilities Coordinator

Full Time, Permanent Contract

The main purpose of the Facilities Coordinator is to ensure the effective coordination, administration, compliance, maintenance, and continuous improvement of facilities and building services across St. Patrick's Mental Health Services, ensuring adherence to all regulatory, statutory, operational, life safety, and organisational requirements.

The Facilities Coordinator will report to the Facilities Manager.

The standard working week applying to the post is 35 hours. Monday to Friday 7.30am – 3.30pm, although this is subject to change at the request of the Facilities Manager.

The benefits

By joining us, you become part of Ireland’s largest independent, not-for-profit mental health service provider, bringing lots of opportunities for your career. We offer you many employee benefits, including:

• A competitive salary range: €37,277 - €55,398
• 24 days annual leave
• Pension scheme
• Ongoing training
• Paid study leave and funding for further education
• Support for career advancement and professional development
• Subsidised canteen and onsite gym
• Central locations with free onsite parking or Bike to Work and TaxSaver Commuter Ticket schemes.

Location

St Patrick’s Hospital, James’s Street, Dublin 8, incorporating St Patricks Hospital Lucan and all SPMHS Dean Clinics.

Responsibilities

• Complete departmental salary returns and associated payroll documentation.
• Maintain the department annual leave and attendance tracker.
• Maintain all departmental training records and ensure training compliance requirements are monitored and recorded.
• Prepare fortnightly departmental update reports and issue to the Facilities Manager.
• Maintain departmental share drive filing systems and document control.
• Coordinate meetings, take minutes, prepare agendas, record actions, and track completion.
• Represent the Facilities Department at internal committees, project meetings, audits, inspections, and external stakeholder meetings.
• Manage Garda Vetting administration for contractors and staff.
• Utilise Microsoft Office applications at an advanced level including Excel, Word, Outlook, SharePoint, and Teams.
• Maintain the Art Register, repairs and storage system.
• Maintain the room and office register ensuring all space allocations and access permissions remain current.
• Support estate reconfiguration projects ensuring maintenance of statutory compliance throughout construction and refurbishment works.
• Administer and maintain the Computerised Maintenance Management System (CMMS), ensuring all work orders, asset information, compliance records, and maintenance schedules are accurately maintained.
• Monitor maintenance requests and ensure timely completion in accordance with agreed service levels.
• Coordinate and monitor planned preventative maintenance (PPM) and reactive maintenance activities
• Conduct and coordinate environmental, facilities, quality, compliance, and hospital environment audits.
• Coordinate compliance documentation and evidence for internal and external audits.
• Support the implementation and monitoring of corrective actions arising from audits, inspections, and risk assessments.
• Implement, maintain, and review all departmental Standard Operating Procedures (SOPs), policies, and procedures.
• Monitor compliance with healthcare standards, Mental Health Commission (MHC) requirements.
• Maintain and manage the Fixed Asset Register and support the wider asset management programme.
• Monitor compliance with healthcare standards, Mental Health Commission (MHC) requirements, fire safety regulations, and health and safety legislation.
• Maintain records relating to fire doors, compartmentation, fire stopping, emergency lighting, and fire detection systems.
• Maintain life safety documentation, testing schedules, inspection records, and compliance registers.
• Coordinate inspections and remedial works associated with fire safety improvement projects.
• Coordinate compliance documentation and evidence for internal and external audits.
• Support space reconfiguration projects ensuring maintenance of statutory compliance throughout construction and refurbishment works.
• Coordinate contractor works across all hospital sites.
• Review Risk Assessments and Method Statements (RAMS) to ensure suitability and compliance prior to health and safety review and commencement of works.
• Coordinate contractor and supplier onboarding and ensure compliance with organisational policies.
• Maintain contractor insurance records, permits, licenses, certifications, and statutory documentation Coordinate contractor and supplier onboarding and ensure compliance with organisational policies.
• Monitor contractor performance against Service Level Agreements (SLAs).
• Schedule contractor maintenance visits and ensure completion of works in line with contractual obligations.
• Analyse all contractor service reports ensuring any recommendations are quoted for and tracked.
• Coordinate facilities related projects and minor works programmes.
• Ensure any project documentation is maintained and archived appropriately.
• Engage with all stakeholders during construction, refurbishment, and upgrade projects.
• Coordinate and record critical service testing and maintain all associated compliance documentation.
• Administer the hospital access control system, (SALTO)
• Coordinate issue, replacement, and recovery of access cards, fobs, and parking access.
• Administer the ANPR carpark system ensuring the system is up to date and audited frequently.
• Maintain and arrange the update of all CAD drawings, and as-built building records.
• Manage departmental budgets including OpEx and CapEx expenditure.
• Monitor departmental spending against approved budgets.
• Ensure purchase requisitions are raised in a timely manner.
• Ensure all purchase orders are issued to suppliers, reconciled against budgets, tracked to completion, and filed in the appropriate folders.
• Monitor supplier invoices and support the approval process.
• Support procurement activities in accordance with hospital procurement policy.
• Record, monitor, and maintain all water testing results and associated statutory compliance records.
• Investigate comment cards, incidents, complaints, and facilities related issues, preparing reports for submission to Clinical Governance
• Collate, record, and analyse utility meter readings and consumption data.
• Operate hospital vehicles when required.
• Undertake any other duties appropriate to the department.

This job description is not intended to be a comprehensive list of all duties. The person appointed may be required to perform other duties as appropriate which may be assigned to him/her from time to time and to contribute to the development of the position. The person appointed will be assigned specific targets in terms of tasks and revenue.

Terms and Conditions

Tenure: 1.0wte Full time, Permanent contract, pensionable as below.

Working Week: Thestandard hours applying to this position is 35 hours per week.

Salary: The salary for the position is based on the SPMHS 2026 Facilities Coordinator scale (€37,277 - €55,398). This is a ten-point salary scale with the last two points being long service increments.

Annual Leave: The annual leave associated with this position is 24 days.

Pension: All pensionable staff become members of the pension scheme after upon commencement of employment. The scheme is a defined contribution scheme with a deduction from the salary of the employee of 4%. In respect of an internal appointment being made the individuals existing pension arrangements will continue.

Probation: The appointee will be appointed in a probationary capacity for the first six months during which time the job holder’s performance will be subject to ongoing review. Any extension to or suspension of the period of probation will be in line with the European Union (Transparent and Predictable Working Conditions) 2022.

Health: The appointee must be fully competent and capable of undertaking the duties attached to the position and be in a state of health such as would indicate a reasonable prospect of ability to render regular and efficient service.

Character: The appointee must be of good character.

Retirement Age: Normal retirement age for employees is 66 years which at present is also normal pension age.