Western Isles Nhs Board

WESTERN ISLES NHS BOARD

JOB DESCRIPTION

1 JOB IDENTIFICATION

JOB TITLE: Environmental & Statutory Compliance Officer

DEPARTMENT: Estates Department

JOB HOLDER REFERENCE:

NO OF JOB HOLDERS: 1

2. PURPOSE

·  To coordinate, develop and disseminate Energy and Climate Change information to ensure compliance with statute and Government reporting requirements.

·  To implement and refine the environmental management systems and demonstrate NHS Western Isles commitment to sustainability and the appropriate management of environmental issues.

·  Coordinate and update statutory compliance and compliance with HFS guidance, this includes but is not limited to control of asbestos, COSHH control of Legionella, heating and ventilation systems, electrical systems and medical gas pipeline systems etc.

·  Manage and coordinate the day to day clinical and domestic waste disposal service across the NHS Western Isles Estate, including the implementation and management of the Board’s recycling requirements.

·  Manage the day to day running of the Board’s Porter service.

·  Update and maintain the Board’s SCART system (Statutory Compliance and Risk Toolkit).

3 ORGANISATIONAL CHART

4 MAIN DUTIES AND RESPONSIBILITIES OF THE POST

·  Regularly review and update the SCART system (Statutory Compliance and Risk Toolkit). Coordinate, update and implement policy and procedures to ensure the Estates Department is fully compliant with statute and HFS guidance at all times.

·  Implement and continually update the Corporate Greencode Environmental Management System across all sites. Develop and update all related environmental management documentation.

·  Work with Estates Managers and various staff groups to implement and take forward projects and initiatives aimed at improving environmental performance including energy, waste and water efficiency.

·  Maintain & update computer based systems to monitor the use of energy, water, waste and all estates related statutory compliance issues.

·  Agree a protocol for setting targets and produce monthly and annual KPI’s.

·  Prepare internal reports on actual energy and utility performance against targets, quarterly and annual reports/returns to Health Facilities Scotland and an annual report to the Scottish Government.

·  Run regular energy and environmental awareness campaigns making use of external agencies as required.

·  Prepare and implement an annual programme of site audits of buildings, plant and systems to explore opportunities for energy saving projects

·  Work in partnership with external bodies such as SEPA, EA, HFS and utility providers etc. to ensure compliance with current regulations.

·  Implement the Good Corporate Citizenship Assessment Model (GCCAM) review, and redevelopment/update;

·  Implement the Sustainable Development Action Plan, review, update monitor progress and feedback through the sustainability management group.

·  Develop and update Climate Change risk assessments and adaptation planning information to the Board’s Risk Manager and Emergency Planning Officer.

·  Manage the day to day running of the Board’s wider environmental and waste management service including attendance at HFS (Health Facilities Scotland) quarterly Waste Management Group meetings held on the mainland.

·  Coordination, collation, review, and update of sustainability performance monitoring and reporting requirements and the tools associated with all of the above.

·  Manage the day to day operation of the Board’s Porter services, including the management of Porters, setting of work rotas, and all staff management and HR related issues.

·  Develop & implement health and safety procedures for estates works to ensure compliance with guidance and statute including but not limited to preparation and proper use of procedures, checklists, risk assessment, method statements and permit to work systems.

·  Any other duties that could be reasonably related to the requirements of this post, the Estates Department and the services provided by NHS Western Isles.

5. ANALYTICAL AND JUDGEMENTAL SKILLS:

·  First contact point for waste and porter services covering a wide variety of problems and responsible for initiating an appropriate response, this requires analysis of situations and deciding upon the best course of action to take.

·  The post holder is required to act on his/her own initiative to meet the parameters set by the Estates Manager. The post holder is required to allocate work to himself and his staff in order to meet the required time-scales and performance standards.

·  The post holder is required to develop an annual action plan identifying areas which he/she believes can produce realistic efficiency/carbon savings. Progress against this plan is reviewed on a monthly basis.

·  Prioritise own workload and that of Porter Staff.

·  Develop policies and procedures related to improving Estates statutory compliance, energy efficiency, carbon reduction, sustainability and waste management.

·  Investigate technical and procedural changes that could lead to savings in the utilities budgets. Obtaining costs from suppliers and developing business case based proposals if appropriate.

·  Liaise with external authorities including utilities suppliers; regulatory bodies such as DEFRA, SEPA, the Environment Agency, OFGEM, OFCOM, and other energy efficiency related organisations.

6. PLANNING AND ORGANISATIONAL SKILLS

·  Organise own work under the direction of the Estates Manager. Where appropriate work at the direction of the Technical Services Manager in relation to Engineering and Energy related compliance.

·  Maintain links with national bodies such as HFS and professional institutes that influence decisions in the interest of NHS Scotland.

·  The post requires planning and analytical skills to ensure appropriate and timely action to ensure compliance with national guidance and statutory requirements

·  The post holder will need to review and disseminate information from a wide variety of sources, including national guidance; this information must be assessed, judged and used to form operational policy and procedures for the Estates Department to follow.

7. PHYSICAL SKILLS:

·  Driving light commercial vehicles with or without trailer

·  The post holder will be required to make regular visits to plant rooms to assess procedural practices and compliance with Estates policy.

·  As the organisation has properties across a wide geographic area the post holder will be required to drive to and from hospitals and health centres remote from base on an occasional basis.

8. RESPONSIBILITY FOR PATIENT /CLIENT CARE

·  Ensure that all Estates statutory and environmental requirements are being implemented.

·  Ensure that porter services are properly managed in compliance with health care and infection control procedures.

9 COMMUNICATION AND RELATIONSHIP SKILLS

·  The post requires good oral and written communication skills. The post holder must communicate information to managers, other staff groups and members of the public where appropriate.

·  Communication can be by oral, written or visual means and may involve subjects requiring great sensitivity and a detailed understanding of national and local policy, guidance and regulations.

10. RESPONSIBILITY FOR POLICIES/SERVICE DEVELOPMENT

·  Develop and implement departmental policy under the direction of the Estates Manager ensuring that national guidance and policies are implemented and procedures for their compliance are followed.

·  Responsibility for offering support and guidance to staff as appropriate.

·  Under the direction of the Estates Manager formulate, implement and update department policy procedures and guidance in relation to sustainability, environmental, statutory compliance and waste.

11. RESPONSIBILITY FOR FINANCIAL AND PHYSICAL RESOURCES

·  Careful use of all vehicles, equipment, plant, machinery, tools, fixtures and fittings used within own scope of work.

·  Work within departmental budgets under the direction of the Estates Manager.

12. RESPONSIBILITY FOR HUMAN RESOURCES

·  Provide advice and demonstrate methods and working practices to less experienced colleagues and porter staff.

·  Undertake the day to day management of the porter staff at WIH including but not limited to: organising staff rotas, absence management, performance monitoring planning work load and general day to day staff duties. Ensure staff are complying with policy, guidance and procedural requirements.

13. RESPONSIBILITY FOR INFORMATION AND RESOURCES

·  Responsibility for updating and maintaining the SCART system.

·  Record daily/weekly/monthly energy and waste information on the relevant database systems.

·  Update, review and implement requirements in relation to the Green-code Environmental Management System.

·  Update and review Government reporting templates relating to property, assets, sustainability, and environmental management, carbon reduction waste and recycling.

14. RESPONSIBILITY FOR RESEARCH AND DEVELOPMENT

·  Participate in audits and surveys as required.

15. FREEDOM TO ACT

·  Undertake work on own initiative and act independently as required.

·  Follow departmental procedures and carry out duties independently without routine supervision.

16. PHYSICIAL DEMANDS OF THE JOB

·  Physically, the job is primarily office-, desk- and computer-based, however access to equipment areas and inaccessible spaces is sometimes necessary. Travel for HFS meetings to the mainland will be required, sometimes requiring overnight stays.

·  Physical skills needed include the ability to drive, the accurate use of a keyboard and other IT equipment, and general office skills. Use of some specialist environmental monitoring equipment may also be required, with adequate training and appropriate personal protective equipment (PPE).

17. MENTAL EFFORT

·  The complexity of the policies, procedures and operational standards associated with this post will require some considerable periods of concentration.

18. EMOTIONAL EFFORT

·  Occasionally deal with difficult staffing situations where sensitivity and consideration may be required.

19. WORKING CONDITIONS

·  There is an occasional need for travel to all the Board sites throughout the Western isles and to mainland based meetings. This may involve the use of public transport and occasionally driving significant distances, with occasional overnight stays, and attendance at all day meetings

·  There is an occasional need to access plant rooms, machinery spaces or confined spaces with loud noise and elevated temperatures. Local health and safety requirements should be adhered too in these instances and appropriate PPE worn.

·  The job is predominantly office-based, with frequent use of PC or laptop, telephone/mobile, and other standard office equipment such as photocopier/printer.

20. STANDARD ELEMENTS

Confidentiality

All personal health information is held under strict legal and ethical obligations of confidentiality. NHS Staff must follow guidance (NHS Code of Practice on Protecting Patient Confidentiality) before disclosing any patient information. All staff must respect confidentiality of all matters that they may learn relating to their employment, other members of staff, patients and their families.

Health and Safety:

Assist in maintaining own and others’ health, safety and security.

This involves:

a) Complying with NHS Western Isles’ health and safety policies, procedures and participating in mandatory training.

b) Maintaining a safe working environment and reporting any issues of concern as appropriate.

NHS Western Isles attaches the greatest importance to the health and safety of its employees. It is the Board policy to do all that is reasonable to prevent personal injury and hazard to health by protecting staff and others including the public from foreseeable hazards compatible with the provision of proper services to patients. The Board expects its entire staff to take reasonable care of their own health and safety and that of others who may be affected by their acts or omissions at work. More detailed information is given in departmental safety policies where appropriate.

Supporting equality, diversity and rights.

This involves:

(a) Acting in ways consistent with the Board’s policies and procedures.

(b) Treating those you come into contact with equitably and with respect.

(c) Recognising the need for aids or adaptations.

JOB DESCRIPTION AGREEMENT

I, (Print Name)…………………………………………………….. confirm that the job description(s) /person specification(s) attached have been discussed with me and are an accurate and up-to-date account of the duties and responsibilities and skills/qualifications required to undertake the post.

Job Holder’s Signature: Date

Head of Department Signature: Date

Person Specification

Job Title:

/ Environmental & Statutory Compliance Officer /

Grade:

/

Department:

/ Works Estates /

Location:

/

WIH

Specification Headings / Essential / Desirable
Experience
(Duration, type of level or experience) / ·  Providing operational guidance and support on a broad range of statutory and guidance compliance issues, including but not limited to control of asbestos, carbon management, health & Safety, sustainability, environmental & waste. / ·  Experience of working in an acute hospital environment.
Qualifications
(Specific to post/profession) / ·  HND level in an engineering, administration, environmental or compliance related subject / ·  Demonstrate suitable qualification or experience with MS Word, Excel and data collection and analysis and the ability to develop reports from data sets.
Skills, knowledge and aptitude
(Relevant to the post) / ·  Good communication skills.
·  Ability to work at times without supervision.
·  Adaptable to change
Personal Qualities
(Social skills necessary, disposition) / ·  Capable of working in a demand driven service.
·  Working to deadlines.
Constraints
(Un-social hours, heavy duties) / ·  Availability for undertaking overtime.
·  Ability to work in confined spaces.
Other factors / ·  Able and willing to undertake hazardous practices.
·  Driving Licence.

WESTERN ISLES NHS BOARD

STAFF GROUP:

Job Title:

POST REFERENCE NUMBER:

(To be completed by Human Resources)

Date:

The undersigned confirm that the job description(s) and/or person specification(s) attached have been discussed with us and they are an accurate and up-to-date account of the duties and responsibilities and skills/qualifications required to undertake the post.

Name of Job Holder / Payroll Number / Signed / Date