Estates & Facilities Support Officer

We want talented and enthusiastic people from all backgrounds to join #TeamMWL, with us you can learn, grow and develop yourself and your career, realising your true ambitions and aspirations. Whatever you’re looking for in your career, you’ll find it here at MWL.

Main area: Estates and Ancillary

Grade: NHS AfC: Band 3

Contract: Permanent

Hours: Part time - 35 hours per week (Split shifts working Monday to Friday and key holder responsibility.)

Job ref: 409-7292271

Site: Jubilee Court

Town: St Helens

Salary: £24,937 - £26,598 Per Annum, Pro Rata

Salary period: Yearly

Closing: 09/11/2025 23:59

Interview date: 20/11/2025

The post will support Mersey and West Lancashire Teaching Hospitals NHS Trust, its partners and other services as part of the NHS Strategic Transformation Plans and property management services, to deliver professional estates services in support of estates strategy, operations and environmental initiatives whilst determining and delivering positive quality standards but with particular focus on the service user environment.

An exciting opportunity has arisen for an Estates & Facilities Support Officer to join our E+F Department on a permanent, part time basis. The role of the Estates and Facilities department is to ensure the provision of an appropriate, safe, secure and high-quality environment which meets the needs and expectations of our patients, staff, visitors and provider partners.

Main duties of the job:

• A key member of the Estates and Facilities team supporting estates requirements at the base site.
• Provide an effective Estates and Facilities service to various community sites within the locality to support the delivery of MWL clinical and non-clinical services.
• To provide a high-quality administration service to the Estates and Facilities department.
• To deliver an effective and competent level of administration support and consistently deliver a ‘patient-focused’ service.
• To prioritise, organise own workload and co-ordinate activities with other team members, providers, partners and staff accordingly.
• To form professional and effective relationships with colleagues in the Estates and Facilities Department, staff of all levels throughout the Trust and our service providers.

Working for our organisation:

Mersey and West Lancashire Teaching Hospitals NHS Trust serves a population of over 600,000 with a workforce of over 10,500 dedicated and skilled staff across 21 sites. We strongly believe that the communities we serve should all have access to Five Star Patient Care.

Detailed job description and main responsibilities:

• The post holder should be able to work on their own initiative and with limited supervision and have a flexible approach to their work to deal with conflicting demands and tight deadlines.
• Good interpersonal skills are important for dealing with colleagues and external visitors, as is the ability to work effectively as part of a team.
• To co-ordinate the operation of your base site which will involve duties such as opening / closing the site, facilitating planned and reactive maintenance visits; fulfilling fire warden and incident support roles; providing porterage support, car park administrative duties and continuity of service.
• Undertaking site or service audits.
• Co-ordinating requests for information from service providers; accurately creating and collating additional works requests, small works requests, variation orders and capital bids for approval by the management team.
• To use the Trust’s Oracle system to raise purchase orders, to receipt invoices for payment and act as a point of contact for suppliers as necessary.
• To maintain a record of goods and services ordered and received.
• To manage central Estates and facilities e‑mail inboxes, responding to requests and co‑ordinating actions.
• Organise and co‑ordinate meetings / events, making administrative arrangements (e.g., Catering, room booking, seating arrangements, etc), preparing agendas and any other meeting documentation in advance.
• Type and receive confidential information, reports, memos, etc.
• Participate in scheduled and ad hoc environmental audits on a regular basis, following the relevant Trust requirements, including the National Standards of Cleanliness 2021 / PLACE.
• On request, the post holder will be asked to carry out additional duties equal to their role and level of responsibility.
• As the role will cover all the Trusts community sites, the post holder must be able to travel across sites by car or assisted driver.

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 service partner NewHospitals and associated contractors.

ADMINISTRATIVE RESPONSIBILITIES:

• Logging and progress chasing maintenance calls, liaising with contractors and other partners as appropriate.
• To respond to telephone enquiries, including occasional contact with distressed persons, dealing with calls in a professional and courteous manner, whilst maintaining confidentiality.
• Taking and forwarding accurate messages to the appropriate team/individual in a timely manner.
• Organise and co‑ordinate meetings/ events, making administrative arrangements (e.g., catering, room booking, seating arrangements etc.) preparing agendas and any other meeting documentation in advance.
• A good working knowledge of Microsoft (MS) packages (particularly MS Outlook, Word, Teams, Excel and PowerPoint) is required to provide essential administrative with development and preparation of documents including letter, spreadsheets, slides and reports.

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 Estates & Facilities Performance Manager in identifying cost improvement opportunities in support of the Trust’s Financial Strategy.
• To procure goods and services in accordance with the Trusts standing financial autonomy limits.
• Appropriate management of delegated schemes and bodies of work.

Person specification:

• Qualifications: Educated to GCSE grade C level or equivalent including Maths and English. Educated to NVQ Level 3 in IT or equivalent level of qualification or significant previous experience.
• Knowledge & Experience: Experience of working in a facilities-related role. Basic understanding of the NHS and the PFI contract partnership. Knowledge of Trust computer systems.
• Skills: Excellent Organisational Skills. Ability to communicate professionally at all levels. Excellent keyboard skills. Ability to organise workload effectively and prioritise. Use of all Microsoft Office software (Word, Excel, PowerPoint). Ability to use initiative to problem solve. Ability to work as part of a team. Ability to use own initiative and work independently. Capability to adapt to most situations. Reliable and conscientious. Able to work the hours and undertake duties required. Highly developed interpersonal skills. Ability to maintain control of stressful situations.
• Other: 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. Maintain confidentiality at all times.

Thank you for considering an application to work for Mersey West Lancashire NHS Trust. MWL is an exciting and forward‑thinking NHS Trust who are one of the best places to work for in England.

Given sometimes we receive a high volume of applications to work for us, please be aware, that we may close a vacancy earlier than stated should a sufficient number of applications be received from which a shortlist can be confirmed. Therefore, you are advised to apply at your earliest convenience.

The Trust may contact you during the recruitment process for your feedback on your experience. We always aim for continuous improvement in our practice.

Equality, Diversity, and Inclusion:

We actively cultivate a professional environment of fairness, equality, dignity, and respect for all individuals. We welcome individuals from all backgrounds and value the unique skills, perspective and experience you bring. We are grounded in the belief that diversity enhances our collective strength, fostering innovation and excellence within our workforce. We welcome all applications irrespective of people’s race, disability, gender, sexual orientation, religion/belief, age, gender identity, marriage and civil partnership, pregnancy/maternity and in particular those from under–represented groups.

As a Disability Confident Leader, we commit to offering an interview to all disabled applicants who meet the minimum criteria for the job (the essential criteria) listed in the personal specification. If you wish to apply under this Guaranteed Interview Scheme, please indicate this on the online application form.

If you are having difficulty completing an online application, or require any disability reasonable adjustments, to the application process, please contact Recruitment@merseywestlancs.nhs.uk.

We also commit to offering an interview to all armed forces veterans who meet the minimum criteria for the job (the essential criteria) listed in the personal specification. If you wish to apply under this Guaranteed Interview Scheme, please indicate this on the online application form.

The Trust operates anonymous shortlisting where no personal information about you, including your name or personal details are shared with the recruiting manager. No equality information is shared at any time during the recruitment process with the recruiting manager or other people involved in the decision-making process.

Following the recent update on UK immigration policy for those on a Health and Care Visa or Skilled Worker Visa, please check your eligibility before applying for this post as we may be unable to provide sponsorship.

Flexible Working:

All employees have the right to request flexible working from day one of employment. There is no limit on the number of requests they can make. Employees have the right to make requests, have them considered, regardless of the reason. At Mersey and West Lancashire Teaching Hospitals NHS Trust, we will consider requests for flexible working. We would also encourage you to also discuss flexible working options at interview stage.

Working for Team MWL:

Staff recognition is especially important to us; as well as performance reviews and appraisals, we recognise staff through Employee of the month. Along with supporting you to achieve your career goals we offer a generous pension scheme, unsocial hours payments (where applicable), 27 days annual leave on commencement (pro rata) and access to a range of NHS discounts. Our Staff Health and Wellbeing programme offer a variety of services.

The Trust is a non-smoking across all our sites. Failure to follow this rule could lead to disciplinary action.