Estates and Facilities Monitoring Officer
Mersey and West Lancashire Teaching Hospitals NHS Trust
The closing date is 22 April 2026.
Main Duties
The role of the Estates and Facilities Monitoring Officer is to carry out audits to ensure the PFI contract provides value for money to the Trust and the best services to patients, visitors and staff, by independent and joint audit monitoring of facilities services.
Carrying out regular audits of the hospital environment in clinical and non-clinical areas. The post-holder will create verbal and written reports on the above.
Job Responsibilities
* Conducting scheduled and ad hoc, independent and joint audits in line with the PFI performance monitoring system. Completing all relevant documentation, keeping files and monitoring systems up to date on a daily basis.
* Conduct scheduled and ad hoc audits of the environment in line with National Standards of Cleanliness 2021 and PLACE.
* Producing, reviewing and modifying standard documentation, patient questionnaires, etc. to provide audit information in relation to the standards of facilities services provided.
* The production of statistical performance monitoring returns and reports for the issue to the Trust board, Trust managers, etc.
* Assisting the Estates and Facilities Management Team in the production and implementation of Action plans to achieve compliance with National Standards of Cleanliness 2021 / PLACE standards and recommendations, including the management of small schemes and initiatives throughout the Trust.
* The collection, collation and submission of statistical and financial records to NHS bodies (eg. NHS Estates).
* Project management of delegated schemes and bodies of work including specification, procurement, contract and site management, budgets, financial control and payment of accounts.
* Representing the Estates & Facilities Management team at meetings and committees.
* Administration of department systems, collating additional works requests, small improvement requests and variations to contract for approval by the management team.
* Communicating with Patients, staff and Visitors on a daily basis, including briefings to Matrons and Ward staff and conducting patient surveys.
* Participating in joint site health and safety audits with multidisciplinary team, pursue outstanding defects/working practices with PFI partners and report progress back to the Estates management team.
* On request, the post holder will be asked to carry out additional duties equal to their role and level of responsibility.
* To participate in the annual appraisal process and attendance at mandatory training and comply with the organisations policies and procedures.
* A good sound knowledge of all Microsoft packages is needed.
Clinical & Professional Responsibilities
* Ensure continued compliance with current legislation, Codes of Practice and best practice standards.
* The post holder must form professional and effective relationships with colleagues, staff at all levels throughout the Trust and the Trusts PFI providers and associated contractors.
* The post holder must form professional and effective relationships with colleagues in the Estates & Facilities Department, staff at all levels throughout the Trust and the Trusts service partner New Hospitals, up to and including Board level, and with outside bodies and organisations.
Administrative Responsibilities
* Ensure all audit findings are reported in an accurate and timely manner.
* Develop and maintain systems to conduct schedules and adhoc independent audits.
* Produce, review and modify standard documentation.
* Logging and progress chasing maintenance calls, liaising with PFI and other partners as appropriate.
* Dealing with patients, visitors, staff and external bodies in a professional and courteous manner, whilst maintaining confidentiality.
* Taking and forwarding accurate messages to the appropriate team/individual in a timely manner.
* To set up for meetings/events including equipment and hospitality and provide additional support as required.
Teaching & Training Responsibilities
* Take responsibility for Personal Continuing Professional Development including mandatory training, attendance on courses and seminars and via technical publications.
* Participate in the performance appraisal system.
* Assist other staff at all levels in the use and development of office machinery and equipment and the use of IT applications to support their work and the development of their skill set.
Financial Responsibility
* Although no direct budgetary management is required for this post, a good budgetary awareness and ability to balance practicable solutions v costs is essential.
* To report to and assist the Assistant Estates & Facilities Manager in identifying cost improvement opportunities in support of the Trusts Financial Strategy.
* To procure goods and services in accordance with the Trusts standing financial autonomy limits.
* Project management of delegated schemes and bodies of work.
Person Specification
Qualifications
* Educated to GCSE grade C or equivalent including English and Maths
* NVQ 4 or equivalent level of qualification or experience in project/facilities management, quality systems, or alternative relevant area
* Evidence of continuous professional development
Knowledge and Experience
* An understanding of performance/quality auditing systems and processes
* Contract procurement, invoicing, financial systems administration and budgetary control
* Fluency with Microsoft office applications
* Experience of face-to-face customer liaison
* Experience of working in a facilities-related role
* Basic understand of the NHS and the PFI contract partnership
* Experience of working within a health service environment
* Experience of working in a facilities-related role
Skills
* Excellent organisational skills
* Ability to communicate professionally at all levels
* Ability to organise own workload effectively and prioritise
* The ability to initiate and manage projects from conception to completion, within tight deadlines
* The ability to liaise and interact with patients, visitors and managers at all levels
* Effective negotiation and influencing skills
* Have the ability to work under pressure and to react rapidly to changing requirements
* A positive attitude to change, innovative approach to problem solving
* Good communication, motivational, presentation and interpersonal skills
* Excellent organisational skills
* Ability to communicate professionally at all levels
Other
* Possess a friendly and approachable personality
* Ability to show understanding and appreciation
* Comply with Trust policies and procedures at all times
* Ability and willingness to undergo further training for the post
* Understanding of confidentiality and data protection
* Experience of dealing with matters of a highly sensitive nature in and competent and aware manner
* Ability to work flexibly and undertake duties required
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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