Role description
Job summary
The Facilities Officer will support PML estates including its GP practices in maintaining safe, compliant, functional, and patient-focused healthcare environments. The post holder will coordinate facilities management activities and provide operational support for Health & Safety, premises compliance, and statutory requirements across multiple practice sites.
The role is responsible for ensuring that all premises meet the requirements of relevant legislation, NHS guidance, and Care Quality Commission (CQC) standards. Working closely with Practice Managers, clinical teams, contractors, and external agencies, the Facilities Officer will support with ensuring buildings and infrastructure remain safe, efficient, and fit for purpose.
The post holder will support the development and maintenance of robust Health & Safety systems, compliance monitoring programmes, risk management processes, and facilities-related projects
Main duties of the job
Facilities Management
Health and Safety Management
Statutory Compliance
Contractor and Supplier Compliance
Fire Safety
Governance and Regulatory Compliance
Quality Improvement
Communication and Relationship Management
About us
PML is a successful not-for-profit, GP-led organisation providing various NHS community and primary care clinical services to patients across Oxfordshire and Northamptonshire. We have evolved as a NHS healthcare provider since 2004 and in the last few years have grown significantly, now employing around 300 staff with a turnover of circa £16m. PML holds GMS contracts, as well as being a GP Federation representing circa 50 GP practices covering approximately 650,000 patients.
We welcome applicants from a diverse range of backgrounds and circumstances and people with protected characteristics under the Equality Act 2010
Job description
Job responsibilities
Facilities Management
Fire Safety Responsibilities
- Support implementation of organisational fire safety arrangements.
- Maintain records relating to fire safety compliance.
- Coordinate fire drills and evacuation exercises.
- Ensure fire evacuation procedures remain current.
- Monitor completion of fire risk assessment actions.
- Assist with staff awareness and training initiatives relating to fire safety.
Governance and Regulatory Compliance
- Support compliance with:
- Health and Safety at Work Act 1974
- Management of Health and Safety at Work Regulations
- Regulatory Reform (Fire Safety) Order
- Control of Asbestos Regulations
- COSHH Regulations
- NHS Premises Assurance requirements
- Care Quality Commission (CQC) requirements
- Prepare compliance reports and performance information.
- Support internal and external audits.
- Maintain records in accordance with organisational governance requirements.
Quality Improvement
- Identify opportunities to improve facilities and premises management processes.
- Support service development and quality improvement initiatives.
- Contribute to business continuity and emergency planning activities.
- Participate in audits and action planning processes.
- Support environmental and sustainability initiatives.
Communication and Relationship Management
- Develop effective working relationships with:
- Local facilities management support
- Senior Managers
- Practice Managers
- Clinical Teams
- External Contractors
- NHS Organisations
- Local Authorities
- Landlords and Managing Agents
- Provide advice and guidance on facilities and Health & Safety matters.
- Communicate effectively with stakeholders regarding service disruptions and planned maintenance.
General Responsibilities
The post holder will:
- Maintain confidentiality at all times.
- Comply with organisational policies and procedures.
- Participate in mandatory and statutory training.
- Attend meetings as required.
- Undertake any other duties appropriate to the grade of the role.
Key Performance Indicators (KPIs)
- 100% completion of statutory compliance activities within required timescales.
- Completion of premises inspections in accordance with schedule.
- Reduction in outstanding maintenance issues.
- Timely completion of Health & Safety action plans.
- Positive outcomes from CQC inspections and audits.
- Achievement of agreed service level targets.
- Positive feedback from GP practices and stakeholders.
- Accurate maintenance of compliance records and evidence files.
PML Values
The post holder will be expected to demonstrate the NHS values of:
- Working together for patients
- Respect and dignity
- Commitment to quality of care
- Compassion
- Improving lives
- Everyone counts
Person Specification
Personal Attributes
Essential
- Professional and approachable manner
- Flexible and responsive to operational needs
- Strong customer service focus
- Proactive problem-solving approach
- Commitment to continuous improvement
- Ability to maintain confidentiality and professionalism
Experience
Essential
- Experience working in facilities management, estates management or Health and Safety
- Experience coordinating maintenance programmes
- Experience managing contractors and external suppliers
- Experience undertaking workplace inspections and risk assessments
- Experience maintaining compliance records and action plans
- Experience working across multiple sites
Desirable
- Experience within NHS, Primary Care, or healthcare environments
- Experience supporting CQC inspections
- Experience delivering facilities improvement projects
- Experience managing compliance databases
Qualifications
Essential
- NEBOSH General Certificate, IOSH Managing Safely, or equivalent Health and Safety qualification
- Educated to A-Level standard or equivalent
- Full UK driving licence and access to transport
Desirable
- Membership of IOSH, IWFM or equivalent professional body
- Facilities Management qualification
- Project Management qualification
- Fire Safety qualification
- Legionella awareness training
Skills and Abilities
Essential
- Excellent organisational and planning skills
- Ability to manage multiple priorities and deadlines
- Strong communication and interpersonal skills
- Ability to build effective working relationships
- Good report-writing skills
- Competent in Microsoft Office applications
- Excellent attention to detail
- Ability to work independently and use initiative
Desirable
- Experience using compliance management systems
- Data analysis and reporting skills
- Project coordination skills
Knowledge
Essential
- Understanding of Health and Safety legislation
- Knowledge of statutory building compliance requirements
- Understanding of contractor management processes
- Knowledge of risk assessment methodologies
- Understanding of fire safety compliance
- Knowledge of accident and incident reporting processes
Desirable
- Knowledge of NHS estates and facilities guidance
- Knowledge of business continuity planning
- Knowledge of Care Quality Commission requirements
- Knowledge of sustainability and environmental initiatives
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.
Employer details
Employer name
Principal Medical Limited
Address
Principal Medical Ltd
3 Barberry Place
Bicester
Oxfordshire
OX26 3HA
United Kingdom
Employer's website
https://www.principal-medical.co.uk
