Job Purpose
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.
Key Duties and 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.
Person Specification
Qualifications
NEBOSH General Certificate, IOSH Managing Safely, or equivalent Health and Safety qualification Essential
Educated to A-Level standard or equivalent Essential
Full UK driving licence and access to transport Essential
Membership of IOSH, IWFM or equivalent professional body Desirable
Facilities Management qualification Desirable
Project Management qualification Desirable
Fire Safety qualification Desirable
Legionella awareness training Desirable
Experience
Experience working in facilities management, estates management or Health and Safety Essential
Experience coordinating maintenance programmes Essential
Experience managing contractors and external suppliers Essential
Experience undertaking workplace inspections and risk assessments Essential
Experience maintaining compliance records and action plans Essential
Experience working across multiple sites Essential
Experience within NHS, Primary Care, or healthcare environments Desirable
Experience supporting CQC inspections Desirable
Experience delivering facilities improvement projects Desirable
Experience managing compliance databases Desirable
Knowledge
Understanding of Health and Safety legislation Essential
Knowledge of statutory building compliance requirements Essential
Understanding of contractor management processes Essential
Knowledge of risk assessment methodologies Essential
Understanding of fire safety compliance Essential
Knowledge of accident and incident reporting processes Essential
Knowledge of NHS estates and facilities guidance Desirable
Knowledge of business continuity planning Desirable
Knowledge of Care Quality Commission requirements Desirable
Knowledge of sustainability and environmental initiatives Desirable
Skills & Abilities
Excellent organisational and planning skills Essential
Ability to manage multiple priorities and deadlines Essential
Strong communication and interpersonal skills Essential
Ability to build effective working relationships Essential
Good report-writing skills Essential
Competent in Microsoft Office applications Essential
Excellent attention to detail Essential
Ability to work independently and use initiative Essential
Experience using compliance management systems Desirable
Data analysis and reporting skills Desirable
Project coordination skills Desirable
Personal Attributes
Professional and approachable manner Essential
Flexible and responsive to operational needs Essential
Strong customer service focus Essential
Proactive problem-solving approach Essential
Commitment to continuous improvement Essential
Ability to maintain confidentiality and professionalism Essential
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
Pay: £32,000.00-£37,000.00 per year
Benefits:
- Company pension
- Cycle to work scheme
- Free parking
- On-site parking
Work Location: In person
