Facilities Officer

Job summary

The Facilities Officer will support PML estates including its GP practices in maintaining safe, compliant, functional, and patient-focused healthcare environments.

The post holder will coordinate facilities management activities and provide operational support for Health & Safety, premises compliance, and statutory requirements across multiple practice sites.

The role is responsible for ensuring that all premises meet the requirements of relevant legislation, NHS guidance, and Care Quality Commission (CQC) standards.

Working closely with Practice Managers, clinical teams, contractors, and external agencies, the Facilities Officer will support with ensuring buildings and infrastructure remain safe, efficient, and fit for purpose.

The post holder will support the development and maintenance of robust Health & Safety systems, compliance monitoring programmes, risk management processes, and facilities-related projects Main duties of the job Facilities Management Health and Safety Management Statutory Compliance Contractor and Supplier Compliance Fire Safety Governance and Regulatory Compliance Quality Improvement Communication and Relationship Management

About us

PML is a successful not-for-profit, GP-led organisation providing various NHS community and primary care clinical services to patients across Oxfordshire and Northamptonshire.

We have evolved as a NHS healthcare provider since 2004 and in the last few years have grown significantly, now employing around 300 staff with a turnover of circa £16m. PML holds GMS contracts, as well as being a GP Federation representing circa 50 GP practices covering approximately 650,000 patients.

We welcome applicants from a diverse range of backgrounds and circumstances and people with protected characteristics under the Equality Act 2010

Job description

Job

responsibilities

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

The post holder will: 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

Person Specification

Personal Attributes 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 Experience 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

Qualifications

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 Skills and Abilities 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 Knowledge 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 Disclosure and Barring Service Check This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.