A Vacancy at Tameside and Glossop Integrated Care NHS Foundation Trust.Facilities Business Compliance Team LeaderBand 4 - 37.5 h.....
A Vacancy at Tameside and Glossop Integrated Care NHS Foundation Trust.
Facilities Business Compliance Team Leader
Band 4 - 37.5 hours per week
To be part of the Facilities Management team responsible for the safe and efficient provision of our services.
The post holder is responsible for the day-to-day running and organisation of the business administration function to provide support for services within the directorate.
The post holder must be able to manage the demonstrate a high level of administrative processes and have experience in a similar role, and provide management and leadership to the administrative team within the service and ensure cross cover for other team members when required.
The post holder will act as the lead for ensuring training and compliance across the directorate.
The post holder will have a flexible approach to work and actively support staff through hands-on working.The post holder will also need to have a friendly and helpful manner and have a sensitive approach when dealing with sensitive and confidential information.
KNOWLEDGE AND SKILLS
• Work in accordance with Trust Policies and Procedures.
• Work on own initiative within well established procedures and practices, works with little supervision, refers to Business & Performance Manager when necessary.
• Ability to problem solve, make decisions and act independently within the service.
• Maintain effective levels of communication within the team/service/divisional team(s).
• Participate in team meetings.
• To be effective, clear and accurate when using all forms of communication.
• To comply with Trust policy on confidentiality and data protection.
• Attend mandatory Training.
• Good written and verbal communication skills and helpful manner.
• Good presentation skills and attention to detail.
• Knowledge of computer software packages including internal ordering systems, Microsoft Word, Excel, Teams, Access and PowerPoint.
Tameside and Glossop Integrated Care NHS Foundation Trust serves a community of 250,000 people across Tameside & Glossop. We provide a range of services both within the hospital and across our community for both adults and children. Our vision is to improve health outcomes for our population and influence wider determinants of health through collaboration with our health & care partners.
We have a clear set of values & behaviours which we expect all of our staff to demonstrate:
• Safety
• Care
• Respect
• Communication
• Learning
We believe that the best organisations are those that reflect the communities they serve. We are therefore seeking to improve the diversity of our workforce to make it truly representative of our local population.
We actively encourage applications irrespective of race, age, disability, sex, gender reassignment, gender identity or expression, sexual orientation, religion or belief, marriage & civil partnership, or pregnancy or maternity. Recognising those communities that are underrepresented within our workforce, we would particularly welcome applications from Black, Asian & minority ethnic candidates, LGBTQ+ & Disabled people.
Benefits include; flexible working, 27-33 days annual leave plus bank holidays, sick pay, NHS Pension Scheme, free eye tests and health checks, gym discount, free bicycle loan scheme, salary sacrifice car scheme, support with stress, bereavement, relationships, finance, and much more.
Staff Management
· To line manage the business administration team so that they are motivated, appropriately trained and developed to deliver a professional approach and empowered with the responsibility of managing their services.
· Maintain a systemfor ensuring all facilities staff are trained to a high level and that this is monitored on a regular basis.
· Maintain systems that support any staff management including training, performance data, absence and finance.
· Manage and monitor recruitment to meet staffing level requirements, escalating delays when necessary.
· To undertake appraisals with the business admin team and monitor adherence to set objectives.
· Hold regular team meetings and routinely communicate all information about any relevant admin changes to staff within the facilities service.
· Manage the day to day coordination of the admin service in accordance with agreed policies and procedures, ensuring appropriate and adequate service is provided.
· To undertake performance monitoring of the facilities teams against key performance indicators and report this information as required.
· To ensure there is a high level of customer service within the department.
· Manage and control of risk register and ensure risk register is up to date.
· Undertakes investigations of complaints, incidents and service problems and implements changes where required.
• Maintains Facilities equipment register and ensure systems are in place for repairs and updating equipment information ready to support capital submissions.
• Support facilities management with internal and external communication and ensure team notice boards are up to date with relevant information.
· To manage and maintain office administrative procedures and standards.
· Ensure that all safe systems of work/method statements are available and kept up to date.
· To make decisions on a day to day basis in accordance with agreed policies and procedures and to escalate to the Facilities Business & Performance Manager where required.
· Ensure the completion of departmental administrative documentation e.g. annual leave monitoring, sickness absence monitoring and audit reports.
· Any other duties required to provide effective and efficient management and administration to the facilities management team.
General
• Supports the Facilities Business and Performance Manager to develop, implement and review working practices. Review, analyse and initiate changes to current systems and procedures to improve service delivery.
• Ability to investigate a variety of issues and propose solutions.
• Deal with complex enquiries.
• Identify and promote best practice and innovation to improve efficiency and productivity.
• Ensure all information held is kept up to date.
• Ensure that filing is undertaken in a timely manner and delegate tasks as appropriate.
• Investigates problems/issues and finds solutions e.g. Day to day operational decisions, delegation of work.
• Plans work schedules including coordinating contractors, suppliers.
• Determines own work within established parameters, refers to manager when necessary / Works within broad occupational parameters to manage work area.
• Provide flexible administrative and clerical cover as required.
Budget Management
• Cost control with regard to staffing levels and experience of budget management.
• All orders are made in accordance with the Trust’s standing financial instructions.
• The creation of orders, receiving of delivery notes/invoices, processing orders and authorising orders for payment in accordance with Trust policy and procedures.
• To assist management in the achievement of the annual trust efficiency programme target for the department.
• Ongoingmanagement of all external contracts including regular meetings with suppliers and ongoing monitoring.
• Authorises payments; monitors project budgets; maintain and repairs property and equipment / holds department budget.
Quality and Performance Management
• Maintain a system for retaining personnel files with all relevant staff information for the directorate.
• Maintain a system for all ordering/stock control and receipt and distribution of supplies and record centrally to assist with budget reconciliation.
• Manage a budget for stationery supplies for the team.
• Completion of risk assessments as identified.
• To be responsible for the promoting and overseeing the training matrix for all facilities staff, highlighting areas for improvement and developing action plans.
• To be responsible for the promoting and overseeing the performance activity data for all facilities services, highlighting areas for improvement and developing action plans.
Communication
· Ensure strong leadership and communication, in order to motivate and maintain morale.
· Maintain effective channels of communication in the department to ensure the efficient supervision and delivery of services and to be responsive to patients, staff and visitors views and needs.
· Regular communication to internal departments around service changes and improvement ideas.
• Liaising with all departments on tasking and planning activities, support close working relationships with areas of need.
· Communicate work procedures, motivating staff to achieve objectives
• Attend admin team / departmental meetings on a regular basis and contribute to building effective teamwork in exchanging views and ideas and communicating effectively.
This advert closes on Sunday 11 Aug 2024
