Facilities Officer Job Profile

Transcription

1 Facilities Officer Job Profile About the HCPC The Health and Care Professions Council (HCPC) is the regulator of 16 different health and care professions. Our primary function is to protect the public. To do this, we keep a Register of health and care professionals who meet our standards for their training, professional skills, and behaviour. The organisation has around 260 employees, who work in a variety of departments across four main buildings in close proximately see for further information. The Facilities Team operates within the Office Services Department Office Services Manager The Office Service Manager reports to the Director of Operations and is responsible for providing effective overall management of HCPC s office services which included the Facilities (FM) function across the estates based in Kennington and Reception (Front of House) comprising of administrative and related support services. Facilities Manager The Facilities Manager reports to the Office Service Manager and is responsible for managing and proactively maintaining the facilities, refurbishments and health and safety at the HCPC supporting the Office Service Manager ensuring smooth day-today operation of associated FM services at HCPC. Vacancy - Facilities Officer (12 months fixed term) The Facilities Officer reports to the Facilities Manager and supports the day to day operations within the FM function at the HCPC proactively ensuring building maintenance is undertaken in a timely and safe manner and providing administrative support to the Facilities Manager and Office Service Department which includes the Reception Team Receptionists Receptionists report to the Reception Manager within the Office Services Department. Key responsibilities include providing a welcoming, professional and secure front-of-house service for the reception areas of HCPC and to support the administration and organisation of the Office Services Department.

2 Application & Selection Process Applicants for the Facilities Officer role must complete the HCPC application form in full. Please note: any CVs submitted will not be seen by the panel for the purposes of shortlisting, but will be provided to them if you are selected for interview. Applicants for the role will be shortlisted by a panel from w/c 17 April 2017 Successful candidates will be invited for an interview on w/c 24 April 2017 Please try to ensure your availability on this day, as it may not be possible for the panel to see you at another time. Applications should be submitted through the recruitment portal link below =1&p_internal_external=E Alternatively they can be posted to: Human Resources HCPC Park House 184 Kennington Park Road London SE11 4BU Enquiries should be directed to: HR The closing date for applications is Monday 17 April at midnight.

3 Job Description Facilities Officer Department: Reports To: Salary Band: Office Services Facilities Manager Band F Scope of Job To support the day-to-day running of the facilities, building refurbishments, building maintenance and Health & Safety on behalf of the EMT for properties owned or leased by the HCPC. Main Duties and Key Responsibilities Your principal duties and key responsibilities will be those set out below. In addition to those duties, the HCPC reserves the right to require you to undertake additional or other duties within your capacity as may from time to time be reasonably required and necessary to meet the needs of the organisation. Maintain the building to a safe standard by ensuring all health and safety procedures are followed, standards are met, legislation complied with, hazards identified and remedied in a timely manner. Ensure all HCPC buildings meet HCPC s standard look and feel and are always kept to a high level of cleanliness and availability Engage with approved contractors to deliver contracted services including but not limited to of security, maintenance, mail, cleaning, catering, waste disposal and recycling across all HCPC premises, as agreed by the office Services Manager or Facilities Manager Carry out the proactive maintenance schedule of all departmental services including but not limited to air-conditioning, smoke detection, security detection, boilers, heating, building fabric, office interior, office exterior, carpeting, furniture fabric and furnishings, as agreed by the Facilities Manager or Office Services Manager To make good or carry out repairs and maintenance to HCPC premises as required

4 Meet agreed formal performance standards to monitor and agreed service levels and to support the implementation of improvements Support the operational plan to ensure best allocation and utilisation of space and resources for all buildings and meeting areas Manage and support departmental changes whilst ensuring minimum disruption to core activities. Organise the furniture layouts for all meeting rooms as required by the organisation and as requested by colleagues through the Facilities booking system. To liaise with colleagues at the HCPC on issues relating to the operation of the Facilities function by responding to queries and communicating proposed course of action Continuous improvement of Facilities team by making suggestions for improvement to process and services. Able to order goods or services from existing suppliers to a value defined by the Office Services Manager, Facilities Manager and HCPC Financial Policy. Be a key holder and open up the HCPC buildings, as required by the Facilities Manager or Office Services Manager Be available out of business hours if there are building problems e.g. break in, building damage/malfunction, power or electrical problems to core services such a IT rooms or similar Manage the incoming and outgoing mail as required, assisted by the Receptionists. Consults with the Facilities Manager for guidance on any complex issues and refers matters as appropriate. Liaises with the Reception team to provide a joined up service across the office Services department Provide Reception team cover when requested. Understand the information security requirements for information accessed or processed in carrying out the duties of the role, treating the information with appropriate care as set out in the Information Classification and Handling Policy. Carry out the responsibilities of the post with due regard to the HCPC's Equality and Diversity Policy and to treat colleagues and other HCPC stakeholders with respect and dignity at all times.

5 Person Specification Essential Knowledge and demonstrable skills in building maintenance and dealing with maintenance issues. Knowledge, understanding and skills to source quotes, trades suppliers and trades people and to be able to supervise and evaluate their services. A customer service focus and the ability to liaise with customers and people from all backgrounds and levels. Excellent oral and written communications skills including the ability to communicate with employees and suppliers at all levels. A strong customer focus, attention to detail and a track record of enhancing service delivery Efficient and organised, with the ability to make decisions and use initiative where required. The ability to follow processes and procedures, including the ability to seek advice where appropriate. A team player including flexibility and willingness to assist with peak workloads in the facilities team on an as-needs basis. Sound working knowledge of Windows based software packages, including word processing, spread sheets, databases, electronic mail, and the internet. Desirable Holds a trades qualification in a relevant field or equivalent knowledge and understanding. Specialist knowledge of a manual trade e.g. carpentry / electrical skills. Previous exposure to performance management of suppliers via Service Level Agreements (SLAs) and/ or Key Performance Indicators (KPIs).

6 Values Based Competencies The following behaviours are based on the HCPC s values. Employees are encouraged to display them during the completion of their duties. Transparency Contribute constructively to discussion, listening to others perspectives. Keep others informed of issues that affect them or their work, providing relevant and timely information. Communicate clearly, accurately and concisely. Collaboration Play an active role in the team, making a positive contribution. Build supportive, professional and co- operative working relationships with all colleagues, respecting diversity. Understand where their own work fits into overall department and team aims and collaborate in delivery of these objectives. Responsiveness Take personal responsibility for making things happen, recognising when to seek help or involve others. Honour commitments, showing a professional approach, flexibility and a positive attitude. Be proactive in achieving goals. High Quality Service Show commitment to delivering high quality work, checking their own work against objectives and expectations. Accept and act on constructive feedback to improve own performance. Show initiative to make or suggest improvements which improve service quality or resolve problems. Value For Money Manage their own time and workload effectively, focusing efforts on agreed targets and deadlines. Organise allocated resources to ensure that their own work is delivered efficiently and effectively. Identify ways to work more effectively or efficiently and propose suggestions.