To be part of a team that is responsible for the monitoring of the Soft Services Contractor that provides the services cleaning, portering service including car parking, waste streams, security, catering and linen services within the South Warwickshire NHS Foundation Trust. To ensure they are compliant to the agreed contract and associated administrative tasks for the Facilities Department.
Main duties of the job
To be part of a team that is responsible for the monitoring of the Soft ServicesContractor that provides the services cleaning, Portering service including car parking, waste streams, security, catering and linen services within the SouthWarwickshire NHS Foundation Trust. To ensure they are compliant to the agreedcontract and associated administrative tasks for the Facilities Department.
About us
SWFT Clinical Services is a wholly owned subsidiary of the South Warwickshire University NHS Foundation Trust (SWFT). The company provides a number of services such as outpatient pharmacy facilities at Warwick, Stratford upon Avon, George Eliot, University Hospital of Coventry and Warwickshire and St Cross (Rugby) hospitals; estates and facilities management at Warwick, Stratford upon Avon and Ellen Badger hospitals, Acorn House and Lillington Health Hub; private patient service and consultancy services to NHS Trusts.
Subject to the Company and individual's performance, an annual discretionary bonus will be awarded.
There is automatic enrolment to the Company pension scheme, with the Company contributing 5%.
A benefits package is available to the appointed candidate upon successful completion of the six month probationary period. This gives access to benefits such as a car lease scheme; Home & Electronics scheme; discounted leisure and travel; retail discounts and a cycle to work scheme.
There is also access to a 24/7, 365 days a year Employee Assistance Programme to support colleagues who may be facing some tough times or they need extra support with their mental well-being.
Job responsibilities
Communication
To provide and receive routine information which requires tact and persuasive skills and where there may be barriers to understanding e.g. liaising with a diverse range of colleagues Trust wide.
Maintain good communication links with contractors.
Communicate, establish and maintain professional relationships with: External contractors Infection Control Department Heads of Nursing and Matrons Ward Managers Senior Trust staff
Liaise with other departments and services to disseminate information efficiently. Regularly communicate, establishing and reporting baseline responsibility with direct line manager.
Develop, and maintain effective links with Heads of Nursing/ Matrons, and clinical staff across all units Trust wide.
Ability to provide appropriate written information to the Hotel Services Senior Managers and participate in any review of service specifications Ensure that any breach in standards is reported promptly to your line
Liaise with Contract Managers and take appropriate action to advise, resolve and rectify any shortfalls as necessary. Domestic Services In line with the Domestic Cleaning specification:
Monitoring of Ward and departmental areas to an agreed schedule and document as appropriate
Produce action plan for contractor with any shortfalls in cleaning standards with appropriate targets highlighted
If any maintenance/ nursing/equipment issues found raise with relevant department
Spots checks to ensure cleanliness issue have been rectified within the agreed timeframe
Results spread sheet to be updated to Head of Operational Facilities on a weekly basis Linen Services
Monthly stock take of staff uniforms
Monitoring of the Contracted Linen Supplier to ensure compliance with specification Portering
Auditing of specific tasks within portering function such as waste trails, soiled linen process, patient movements in conjunction with the Hotel Service Managers
Participating in the auditing of Patient Food delivery service from main/ward kitchen to patient to include temperature/taste testing. Car Parking
Process parking permit applications and renewals efficiently and accurately
Respond to customer enquiries by phone, e-mail and in person
Provide administrative support to the Parking Team Maintain accurate records of parking usage, payments, and enforcements action
Escalating Parking Charge notices to the nominated car parking management provider for swift resolution
Undertake/arrange and attend team/department meetings on a regular basis and contribute to building effective teamwork in exchanging views and ideas General Duties
Producing and typing up of all audit results in a timely manner
Participation in the Patient Led Assessments for the Care Environment (PLACE) annual programme
Assist with processing of invoices for all sections under Hotel Services Department
Person Specification
Qualifications
* Good standard of education
* Communications and customer relations skills
* Previous experience in administration or customer service
* Professional qualification - Level 3 in Customer Service or equivalent experience
* Microsoft Office including Word, Excel, Power Point and email packages
Experience
* Experience of using own initiative and prioritising workload
* Experience of monitoring/auditing of standard and procedure
* Office Experience of at least 1 year gained preferably within the NHS
* Experience of dealing with internal and external clients both face to face and via telephone.
Skills
* Good verbal and written communication skills
* Good organisational skills
* Ability to plan workload and work under pressure
* Good working knowledge of confidentiality
* Able to deal, liaise and communicate with all levels of staff
* Knowledge of departmental/staffing structures within NHS
Personal
* Articulate and polite
* Responsible and reliable
* Co-operative and flexible
* Able to rationalise and deal with moderate issues/problems
* Good organisational skills
Others
* Willingness to work additional hours if required
* Appropriate independent means of transport
* Passes Occupational Health Screening
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
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