CHESTERFIELD ROYAL HOSPITAL NHS FOUNDATION TRUST JOB DESCRIPTION. Facilities Policy & Compliance Auditor. Chesterfield Royal Hospital

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1 CHESTERFIELD ROYAL HOSPITAL NHS FOUNDATION TRUST JOB DESCRIPTION POST: BASE: Facilities Policy & Compliance Auditor Chesterfield Royal Hospital SALARY RANGE: 18,838-22,016 per annum (Band 4) REPORTS TO: ACCOUNTABLE TO: Deputy Head of Estates Head of Estates and Capital Projects JOB PURPOSE To support the Senior Estates Management team by: Developing, reviewing and undertaking audits of the estates systems, policies and procedures to ensure that systems are fit for purpose and meet the requirements necessary to ensure statutory compliance is achieved. To support the Performance and Service Improvement Manager in ensuring: The facilities helpdesk team and system (Backtraq) functions are delivered using the most appropriate efficient and effective methods for optimal service delivery. KEY RESULT AREAS: Policy and Compliance 1) Review departmental policies in conjunction with service managers, updating as required. 2) Carry out service audits to ensure working practices and information management are carried out in line with departmental policies and procedures. 3) Systematically review risk assessments, method statements and advice notes against statutory requirements and approved codes of practice, updating as required. 4) Survey, label and record on backtraq all plant and equipment assets in an approved format. 5) Carry out condition surveys of building, plant and equipment to develop life cycle replacement programmes for all key assets. 6) Carry out customer satisfaction surveys and quality checks on shop floor and contractors work, feeding back to customers, management and staff, fully documenting results. 7) Carry out stores audits and stock checks to ensure stores systems are being managed effectively. 8) Carry out procurement of estates and facilities equipment and services as required using Trust procurement systems.

2 9) Attend statutory working groups producing and presenting reports on compliance issues. 10) Produce permits to work for estates and contractors across a range of estates specialities in line with departmental policies and procedures. 11) Carrybbbbbbbbbbbbbbb out PPM reviews in line with departmental procedures to ensure compliance and efficient working practices. Information Management 1) Ensure safe working practices are adhered to by production of method statements, risk assessments, inductions and permit to work systems. 2) Monitor and update asset information using the computer based information system (Backtraq). 3) Produce IT based reports for management and staff, utilising spreadsheets from current estates systems and by using Microsoft Excel and Word. 4) Ensure customer satisfaction is monitored and recorded on a computerised information system. 5) Audit the Computer Aided Design (CAD) system to ensure all developments are updated in a timely manner in keeping with CAD standards. Run off CAD drawings as required. Facilities Helpdesk 1) To act as the System Manager for the system/s (Backtraq) associated with the Facilities helpdesk function. 2) To be responsible for the effective implementation of appropriate arrangements for the helpdesk system/s (Backtraq) to manage user access control and security in line with the Trusts IM&T security policy. 3) Consistently review the service requirements, frequencies and methods for proactive service delivery. 4) To have responsibility for grievances, discipline, appraisal, allocation of work and training and development as appropriate for staff associated with the helpdesk function. General Responsibilities 1) To maintain patient confidentiality at all times 2) 3) 4) To actively participate in the staff appraisal process. To be familiar with relevant Operational, Personnel, Health and Safety Policies and procedures, including Fire, COSHH, No Smoking and Alcohol. It is the responsibility of every employee to actively help the Trust prevent and control infection by washing their hands effectively carrying out their duties in a way which minimises infection, attending appropriate training and maintaining up to date knowledge and skills in infection control and prevention as relevant to their post. This job description acts as a guideline to the responsibilities of the post holder and will be reviewed in consultation with the post holder and amended to meet changing professional and service needs.

3 Pre-employment checks Right to work and Verification of identity checks All applicants must provide evidence to prove their right to work in the UK and their identity. Below is some guidance as to the documents which are acceptable for these purposes. Right to Work documents One of the list below is required: UK passport (in date) Full UK Birth Certificate and proof of National Insurance number and name. Full UK Adoption Certificate and proof of National Insurance number and name. Adoption or Birth Certificate issued in the Channel Islands, Isle of Man or Ireland and proof of National Insurance number and name. Non-UK Passport (in date) with visa/work permit if appropriate. Non-UK citizens can provide other forms of documentation. Please seek guidance from the recruitment team or the NHS Employers website. Verification of I.D. documents Applicants must provide documents that satisfy one of the following options: Two forms of photo I.D. + one document confirming current address (dated within last 3 months) One form of photo I.D. + two documents confirming current address (dated within last 3 months) Two forms of non-photo I.D. + two documents confirming current address (dated within last 3 months) + a passport sized photo of self with a letter from a person of standing who can confirm they have known you for at least 3 years and in what capacity. The following lists are not exhaustive but give examples of what documents constitute photo I.D., proof of address and non-photo I.D. Photo I.D. UK, Channel Islands, Isle of Man, Irish or EU passport Non EU passport with immigration status UK full or provisional photocard driving licence (MUST include paper counterpart) Non-Photo I.D. Full UK birth certificate Full UK (old style) paper driving licence Adoption certificate Marriage/civil partnership certificate Divorce/annulment/civil partnership dissolution papers Deed poll certificate HM Revenue and Customs correspondence (dated within last 12 months) P45 or P60 are not acceptable Grant letter or student loan agreement from a Local Education Authority Benefit statement, book or card (dated within last 12 months) Address Utility bill (dated within last 3 months) Council Tax bill (dated within last 12 months) Old style non-photo driving licence HM Revenue and Customs correspondence (dated within last 12 months) P45 or P60 are not acceptable Financial statement e.g. bank/credit/store card statement (dated within last 3 months) - Online printouts are not acceptable. Mortgage statement (dated within last 12 months) Insurance certificate (dated within last 12 months) TV licence (dated within last 12 months) Benefit statement, book or card (dated within last 12 months) PLEASE NOTE IF YOU ARE REQUIRED TO COMPLETE A DBS APPLICATION, THE DOCUMENTS REQUIRED TO VERIFY YOUR IDENTITY MAY BE DIFFERENT TO THE ABOVE. PLEASE REFER TO THE DBS GUIDANCE

4 CHESTERFIELD ROYAL HOSPITAL NHS FOUNDATION TRUST PERSON SPECIFICATION & SHORTLISTING CRITERIA Please indicate below the criteria you would expect for effective performance of this post, this should reflect realistic job requirements in terms of skills, ability, qualifications and persona attributes. You should also indicate how you intend to identify/measure the specified criteria. POST TITLE: Facilities Policy & Compliance Auditor REQUIREMENTS CATEGORY ESSENTIAL IDENTIFICATION DESIRABLE IDENTIFICATION Qualifications & Training Relevant specialist qualification Good standard of education, i.e. A level, BTEC, NVQ3 or equivalent qualification of comparable specialist knowledge gained through experience Management qualification (i.e. ILM) Application form Certificates Working Experience Skills & Knowledge Experience of compliance management Proven experience of working in FM or general administration in large organisation Proven experience of effective collaboration with staff of different professional and managerial backgrounds in managing specific projects Proven experience of compliance administration and management Experience of estates and facilities systems and working practices Experience of utilising estates and facilities computer aided information systems Experience in developing policies and procedures. Proven experience of managing staff and / or a service Effective written and spoken communication and presentation skills Ability to problem solve Ability to either write, plan or deliver complex activities, documents or processes to deadlines, managing any competing priorities Application Form CPP Certificates Application Form Experience in auditing Experience of utilising CAD Previous experience of working with NHS professionals and technical specialist Ability to assimilate complex data received from a number of sources Understanding of the internal and external context within which a foundation trust operates

5 Other factors e.g. appearance, speech, personality Proficient in IT (eg , Word, PowerPoint, Excel, Access) Understanding of the administrative systems and processes supporting compliance in an NHS organisation Ability to liaise and communicate at all levels effectively Ability to be self motivated and self directed, using own initiative and working with minimal supervision Ability to manage competing priorities, adapting to change and manage a number of different activities at the same time Ability to carry out quantitative and qualitative surveys and present findings in a appropriate format for the recipient Ability to produce formal agendas and take accurate concise minutes of formal compliance meetings Ability to actively participate in meetings Sound understanding of Health and Safety including risk management processes. Knowledge of service and quality improvement initiatives Able to systematically review systems and procedures Effective interpersonal skills with positive influencing style Self motivating with the ability to use own initiative Team Worker Adaptable to meet service needs Professional appearance Ability to exercise confidentiality at all times Extensive knowledge of NHS Policies and procedures Knowledge of HTM s Is innovative and able to actively progress business and service developments