Facilities Officer

The post holder will manage front of house delivery and proactively monitor and manage the office services and environment in Leeds.
  • Leeds, with occasional travel to other NHS Confederation offices

  • Permanent, Part time - 18.25 hours, 2.5 days per week - these days can be flexible

  • £10,362.50 (£20,725 FTE)

Job Details

  • Would you like to support the transition back to office working?
  • Are you able to build and retain strong working relationships with external stakeholders?
  • Would you like to be a key point of contact for both internal and external stakeholders?

About the role

As Facilities Officer you will be a key point of contact for our contractors and suppliers. You will provide support on multiple projects including contract negotiations and the management of health and safety in the workplace.

Your role will include.

  • Maintaining a clean and professional office environment at our Leeds site
  • Build and retain strong working relationships with our contractors and suppliers
  • Support the Facilities and Venue Operations Manager to maintain a safe place of work
  • Provide adhoc operational support in the organisations commercial venue Horizon Leeds

About you

We are looking for a well organised and personable individual to join our office management function, the postholder should;

  • Possess strong personal skills and have the ability to communicate with multiple stakeholder groups
  • Have the ability to negotiate when dealing with new and existing suppliers
  • Basic knowledge of office health and safety.
  • Be able to work autonomously and on various projects simultaneously

About us

The NHS Confederation is committed to promoting a diverse and inclusive environment for our staff. A place where we can all be ourselves and succeed on merit. We offer a range of inclusive employment policies including family friendly policies and flexible working and we have range of channels to support staff from different backgrounds including our staff networks and a staff forum.

The NHS Confederation is committed to being a flexible employer. We understand the value and benefit to our employees being able to work flexibly to respond to changing circumstances and we want to ensure we do as much as possible to help support a work life balance and take care of employee health and wellbeing.

You will receive an excellent benefits package, including 30 days’ annual leave (pro rata), pension scheme, flexible working, salary sacrifice schemes and travel season ticket loans. 

    • Co-ordinate the organisation’s general enquiries phone system, ensuring that all messages forwarded to the appropriate departments within 4 working hours in line with the Office Management SLA.
    • Ensure a clean and professional office environment in Leeds, dealing proactively with any issues identified and liaising as appropriate with staff, suppliers, and landlords as appropriate to get problems identified effectively and efficiently resolved.
    • Support the Facilities and Venue Operations Manager to monitor office management suppliers.
    • Arrange maintenance and repairs with landlord (shared areas) and our own contractors (NHSC domain) as required. Maintain a log of reported jobs.
    • Ensure all external storage records up to date.
    • Ensure the office maintains a consistent and adequate supply of stationery and other provisions, including carrying out regular stock takes and providing analysis.
    • Manage the meeting room calendars, ensuring that appropriate booking arrangements are in place and supporting staff with any issues or specific meeting room requirements (room swaps, cancellations, etc).
    • Provide advice to staff as required, e.g., on use of office equipment, reception training, introductory meetings for new starters, etc.
    • Support the Facilities & Venue Manager to maintain a safe workplace for staff in the Leeds offices, ensuring that the appropriate health and safety procedures and emergency procedures are delivered and regularly reviewed. This will include
    • appropriate health and safety procedures, emergency procedures and security protocols are followed, escalating issues where required
    • delivery of regular health and safety risk assessments
    • a timely schedule for health and safety testing including PAT safety testing, emergency lighting testing, Fire Risk Assessment, and fire extinguisher testing
    • arranging office maintenance and repairs as required
    • delivery of health and safety inductions and display screen equipment assessments for staff
    • oversee the take up of H&S training, including ensuring that there are enough Fire Wardens and First Aiders and updating the Fire Wardens and First Aiders rotas.

    The post holder is required to be a First Aider and Fire Marshall (full training will be provided).

    • Demonstrable experience of working in an Office Management/Facilities related role
    • Managing supplier relationships/contracts
    • Implementing new systems/office procedures
    • Knowledge or standard office health and safety checks
    • Proficiency in MS Office
    • Excellent verbal interpersonal skills
    • Good written communication
    • Ability to work independently, with very little supervision
    • Strong organisational skills and attention to detail
    • Ability to work under pressure and a flexible approach
    • Project Management
    • Customer service
    • IOSH Managing Safely Accreditation
    • Current First Aid at Work and Fire Warden Certificates
    • Delivering training
    • Budget management
    • Project Management

To apply

Please complete the application form 

Please note we do not accept CVs. If you require the application form in another format please contact us.

Completed application forms should be emailed to job applications

For an informal discussion about the post before applying please contact John O'Brien 

Application deadline: 11.59pm on 10th October 2021

Interview date: w/c 25th October 2021

All applications must be received by 11.59pm on the day of the closing date unless specified. If your application is late, for whatever reason, there is no guarantee that we will be able to consider it.

Due to the high volume of applications we receive we are unable to respond to each applicant in person. Therefore, if you have not heard from us within three week of the closing date, your application has not been successful.