Facilities Coordinator

Job title: Facilities Coordinator

Reports to: Finance Manager

Hours: 25 hours per week (working pattern to be agreed)

Base: Fakenham Medical Practice — site-based

Salary: £12.86 per hour

Job purpose

The Facilities Coordinator keeps the practice premises safe, compliant and in good working order. The role combines administration — the asset register, the maintenance schedule, contractor coordination and compliance records — with a practical element: routine checks around the building and minor repairs carried out in person.

The practice operates from a busy clinical building used by patients and staff every working day. When the building works properly, clinical care runs properly. That is the point of the role.

Key responsibilities

1. Premises and asset management

• Maintain the practice asset register — equipment, location, serial numbers, purchase and warranty dates, service history and expected replacement dates.
• Track equipment through its life cycle and flag items approaching end of life, so replacements can be planned and budgeted rather than dealt with as emergencies.
• Maintain records relating to keys, access fobs and building security in line with practice procedure.

2. Planned and reactive maintenance

• Maintain the planned preventative maintenance schedule, and make sure servicing, testing and calibration are booked and completed on time.
• Log reactive maintenance requests, prioritise them by urgency and clinical impact, arrange attendance and follow them through to completion.
• Keep a complete record of work carried out, including certificates, service reports and warranty documentation.

3. Contractors, suppliers and quotations

• Obtain and compare quotations for works, services and equipment, and present the options with costs to the Finance Manager for a decision.
• Book, meet and oversee contractors on site — signing in, briefing them on site rules, and checking required documentation such as insurance and risk assessments before work begins.
• Schedule work in clinical areas to minimise disruption, and check that areas are clean, safe and ready before they are handed back into use.
• Progress chase outstanding work, and challenge missed appointments or work below standard.
• Maintain supplier and contract records, including contract renewal and review dates.

4. Health, safety and compliance

• Carry out and record routine premises checks to the agreed schedule — for example fire alarm and emergency lighting tests, water temperature and legionella controls.
• Complete regular health and safety walkrounds, record what is found, and track the resulting actions through to closure.
• Support premises and environmental audits, including the environmental elements of infection prevention and control audit, working alongside the IPC Lead who retains responsibility for clinical IPC audit.
• Record and act on estates and equipment safety alerts.
• Maintain COSHH records and safe storage arrangements, and support waste management arrangements including clinical waste documentation.
• Report accidents, incidents and near misses through practice systems, and support investigation and remedial action.
• Escalate promptly, to the Finance Manager, any risk that cannot be resolved locally.

5. Practical tasks and minor repairs

• Carry out minor repairs and practical tasks within the postholder’s competence — for example replacing lamps and batteries, adjusting door closers, tightening fixings, replacing handles and signage, putting up noticeboards, and assembling or moving furniture.
• Assist with room set-ups, small internal moves and deliveries.

6. Records, guidance and administration

• Maintain facilities documentation on practice systems so that records are current, accurate and retrievable at short notice for inspection or audit.
• Develop and maintain facilities checklists, user guides and templates.
• Identify and document better ways of working and propose improvements.
• Provide general administrative support to the management team as required.

Scope of the role

The postholder maintains the systems, schedules and records through which the practice manages its premises. Statutory accountability for the safety of the premises rests with the partnership, and professional judgements on clinical and infection control matters rest with the relevant clinical leads. The postholder holds no delegated budget; expenditure is authorised by the Finance Manager.

This job description outlines the main duties of the post. It is not exhaustive and will be reviewed with the postholder as the needs of the practice change.

Person specification

Qualifications

Essential

• Educated to GCSE level or equivalent.
• GCSE Mathematics and English at grade 4 / C or above, or equivalent.

Desirable

• IOSH Working Safely, or equivalent workplace health and safety training.
• Level 3 qualification in business administration, facilities or a practical trade.

Experience

Essential

• Experience in an administrative or coordination role involving accurate record keeping.
• Experience of dealing with external suppliers or contractors — booking work, chasing progress and following it through to completion.
• Experience of working to a schedule of recurring tasks and deadlines.

Desirable

• Facilities, estates, premises or maintenance experience.
• Experience in healthcare or another regulated environment.
• Experience of obtaining and comparing quotations.

Desirable

Knowledge and skills

Essential

• Competent with Microsoft 365 — Outlook, Word, Teams and SharePoint — and able to build and maintain a tracker or register in Excel.
• Clear written and verbal communication; able to write a plain, accurate record of what was done.
• Well organised, able to hold several jobs open at once and see each one through.
• Confident dealing with contractors and suppliers, including chasing and challenging when work is late or below standard.
• Practical aptitude and willingness to take on minor repairs personally.
• Able to follow policy and procedure, and to recognise when a task should be referred to someone competent.

Desirable

• Working knowledge of workplace health and safety legislation.
• Understanding of statutory premises compliance — fire, legionella, electrical testing, equipment servicing.
• Basic understanding of infection prevention and control in a healthcare setting.

Personal attributes

• Practical, thorough and self-starting — notices what needs doing without being told.
• Reliable and consistent; the records can be trusted because the checks were actually done.
• Works comfortably alone and as part of a team.
• Discreet, with daily access to clinical areas and confidential information.
• Calm and considerate in a building where patients may be unwell or distressed.
• High level of personal integrity. —

Other requirements

Essential

• Site-based role — it cannot be carried out remotely.
• Able to undertake practical tasks including the safe use of low-level steps and the light lifting and moving of equipment and furniture. Reasonable adjustments will be considered.
• Satisfactory DBS check at the level required by the practice.

Desirable

• Full driving licence and access to a vehicle.
• Flexibility to occasionally attend outside normal working hours for contractor access.

Pay: £16,763.97 per year

Benefits:

• Company events
• Company pension
• Cycle to work scheme
• Free flu jabs
• Free parking
• Health & wellbeing programme
• On-site parking
• Sick pay

Work Location: In person