Estates and Facilities Caretaker

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Communication and Relationship Responsibilities
• Ability to effectively communicate complex, technical issues with the YAS Estates Helpdesk Team, contractor engineers and a variety of different stakeholders. 
• Build strong relationships within the Facilities Management, Capital Projects/Property teams and stakeholders across YAS. 
• Attend and contribute to all estates related meetings. For example, weekly team briefs/updates, contractor inductions and project meetings. 
• Support with the development of a contractor induction presentation, ensuring new contractor partners joining the approved YAS framework are provided with all the information to compliantly work for YAS. 
• Liaise and direct contractors to ensure the effective and efficient completion of all minor remedials. 
• Establish and develop professional working relationships with colleagues, contractors and stakeholders. 
• Convey a personal commitment to embrace the YAS values as detailed in the YAS behavioural framework.
• Must possess a reasonable level of IT skills and experience of Microsoft packages and job management applications. 
• To support new team members within the soft and hard FM teams as required through coaching and mentoring. 
• Provide technical guidance and advice to estates colleagues as required over the phone relating to your specialist field. 
Analytical and Judgemental Responsibilities
• Ability to identify and escalate any onsite risks that could potentially impact YAS frontline operations and service to patients. 
• Ability to analyse workstream trends, identify root cause and preventative actions to building users. 
• Support the facilities manager in development of a suitable van stock to maximise first time fix performance. 
• Develop a strong understanding of the Estates property management system, ensuring work is progressed and completed accurately. 
• The ability to apply a high level of problem-solving skills to fault find, diagnose and resolve a variety of job types, whilst analysing and utilising the most cost effective and efficient option. 
• Possess excellent decision-making skills and the ability to engage contractors or specialist engineers when the work requires it. 
Planning and Organisational Responsibilities 
• Liaise closely with the Estates Helpdesk Team to effectively manage your workstream and to ensure work is planned and completed in a timely manner. 
• Support the Facilities Management team in executing business continuity exercises relating to your area, ensuring adherence to BC plans and requirements. 
• Support with the development and delivery of YAS contractor inductions.
• Support Regional Facilities Supervisors with the planning of minor works / refurbishment projects and effective communication with stakeholders. 
• Deputise as required for the Regional Facilities Supervisors, supporting with first level line management responsibilities for premise cleaning operatives.
• Provide IP&C cleaning support and outbreak resilience as required on our sites to ensure business continuity and minimise risk. 
Policy and Service Development Responsibilities 
• Take an active role in developing and implementing department policies and standard operating procedures. 
• To always ensure 100% adherence to YAS safe working practices and policies. 
• Support in the development and implementation of risk assessments/dynamic risk assessments for your specific workstream. 
Financial, Physical and Information Resource Responsibilities 
• To be an authorised signatory of timesheets for supervised staff when deputising as Regional Facilities Supervisor.
• Effectively managing your team resources, ensuring service is maintained during periods of annual leave or staff absence. 
• Effective management of van stock consumables, ensuring cost efficiency whilst maintaining sufficient stock levels to support service delivery. 
• Supporting Estates management in the recruitment process, shortlisting and interviewing new operatives.
Research and Audit Responsibilities
• Completion of monthly premise cleanliness quality checks, identifying performance against KPIs and communicating opportunities for improvement.
• Accurately updating excel audit trackers with findings. 
• Ensuring a high standard of cleanliness for all areas that are AVP responsibility, ensuring C-logs are dated and signed accurately in line with NHS cleaning standards.
• Updating the relevant estates compliance risk registers following job completion. 
• Completing site safety inspections and planned/reactive jobs using the Estates CAFM system.
• Quality checking and evaluating planned and reactive work completed by contractors and maintenance staff.
• Escalating any poor works identified to the Facilities Manager. 
Leadership, Management, Training and Supervision Responsibilities
• Deputised responsibility for the day-to-day supervision of a team of cleaning operatives. 
• Responsible for delivering a high-quality, customer focussed estates remedial, repair and logistics service across the Trust.
• Supporting the Ancillary training team with various aspects of their training programmes. For example, buddying/mentoring new starters to the premise cleaning teams. 
• During any deputised period, you will be required to support a variety of people management processes, for example, conducting effective monthly 121s with team members taking an active approach to supporting and developing your team through performance management against departmental objectives, utilising YAS training resources, individual coaching and early intervention regarding potential conflict. 
• Supporting the department with informal investigations and fact finds in relation to employee relations issues. 
• Completing ‘Train the Trainer’ sessions delivered by the Trust to deliver useful training sessions as required to your team members. For example, Say Yes to Respect, Moving and Handling Loads etc. 
• Attend and successfully complete relevant Trust training, taking a proactive approach to continued professional development. 
• Escalating any issues identified on your sites, informing the YAS/contractor helpdesk.
• Supporting the creation and delivery of contractor inductions and site training. 
• Supporting operational performance of your site by, where possible, and adequately trained, reconnecting vehicle charging points. 
• Ensuring all relevant Trust software systems are kept up to date in relation to absence management, risk management. 
• Supporting the Estates Helpdesk as required triaging calls, raising jobs and always ensuring an excellent level of customer service.
• Embracing our trust values and leading by example. 
• Provide regular advice, guidance and coaching to new starters and support team members on performance improvement plans as required by the regional facilities supervisors. 
• Undertaking the day-to-day supervision of contractors and maintenance engineers completing minor works. 
Corporate Responsibilities
• It is the responsibility of each member of staff to ensure that they maintain the confidentiality and security of all information in accordance with the requirements of the General Data Protection Regulation (GDPR), Data Protection Act 2018, the common law duty of confidentiality and, for the protection of patient confidentiality, the principles of 
Caldicott. 
• Managers should also ensure that their staff are aware of their obligations under legislation such as the Freedom of Information Act 2000; Computer Misuse Act 1990, and that staff are updated with any changes or additions relevant to legislation.
• Staff must be aware of and adhere to the provisions of the Health and Safety at Work Act and to ensure their own safety and the safety of colleagues and patients. 
• Mandatory training requirements that are relevant to the post must be decided during Personal Development Review and a training plan developed. 
• Staff should be aware of their individual responsibilities under the Equal Opportunities Policy and ensure that they adhere to the provisions of the policy. 
• Individuals are also required to comply with the policies, procedures, and protocols in place within the Trust. 
• This job description is not meant to be exhaustive. It describes the main duties and responsibilities of the post. It may be subject to change in the light of developing organisational and service needs and wherever possible change will follow consultation with the post-holder. 
Safeguarding Children
• To recognise and report to the appropriate authorities any concerns regarding Child Protection issues to include possible child abuse.
• Under section 11 of the Children Act 2004 all NHS staff must ensure that their functions are discharged with regard to the need to safeguard and promote the welfare of children (Working Together to Safeguard Children 2015). http://www.workingtogetheronline.co.uk/index.html
Safeguarding Adults
• To recognise and report to the appropriate authorities any concerns regarding Vulnerable Adult issues to include social care and mental health.
• All staff must comply with mandatory training requirements and ensure that adult safeguarding is embedded as an essential part of their daily practice.