Job Description:
Deputy Site Co-ordinator

Department / Finance, ICT & Site Services
Responsible to / Director of Finance, ICT & Site Services
Reports to / Site Co-ordinator
Responsible for
Key working relationships: / Not applicable
All hospice staff and volunteers, contractors and suppliers
Salary grade / NN3a-c
Hours of work / 37.5 hours per week, including weekend working

Our Vision

A world where everyone can face death informed, supported and pain free.

Our Mission

Pioneering standards in expert support and care, for anyone facing death and bereavement.

Our Values

Our values define who we are and how we act. We are:

Human: We treat people with understanding, patience, respect and above all dignity. We are the welcoming smile, the talk over a cup of tea, the human touch.

Courageous: We stand firm, we do not flinch in the face of hard news, but always with humanity, sensitivity and respect for our community.

Energetic: Whether we're out running a fun run or at the hospice greeting our patients, we bring the energy and optimism to make the most of every day.

Connected: We are not an island, we thrive on partnerships and working with others, we believe we are better and stronger together.

Expert: We are looked up to by our community and our peers as the organisation to go to for knowledge, training, best practice and latest techniques.

JOB PURPOSE

The Deputy Site Co-ordinator is responsible for assisting the Site Co-ordinator with all aspects of the maintenance and upkeep of Hospice equipment, ensuring safe condition and operation of hospice premises andgrounds, equipment (including vehicles), systems and services, as directed. The Deputy Site Co-ordinator will deputise for the Site Co-ordinator in his absence.

MAIN DUTIES AND KEY RESPONSIBILITIES

Hospice grounds

To support the Site Co-ordinator in ensuring the safety, upkeep and general appearance of all the Hospice’s grounds, including:

  • Supervising a part-time garden contractor and providing ongoing maintenance to ensure that the grounds are kept tidy.
  • Ensuring that the physical fabric of paths, roads, car park fences and boundaries are maintained and that policies around usage are up to date.
  • To be responsible for ensuring clear and safe pedestrian access to the buildings particularly in adverse weather conditions (e.g. clearing snow, gritting etc.).
  • Liaising with the Volunteer Co-ordinator in the engagement of and overseeing a team of volunteer gardeners

Hospice buildings

To provide a service for the provision of day to day maintenance to buildings and general equipment so that all buildings remain safe and operational.

  • The general upkeep of all interiors, including all décor, and day to day repairs as and when required within Hospice buildings.
  • Upkeep of the external décor, repair as and when required, and general upkeep of all hospice buildings.
  • Keeping accurate and up-to-date records including risk assessments.
  • Support procedures to ensure security of the building.
  • Ensure effective liaison and communication with service users.
  • To support the smooth running of the maintenance workshop, ensuring workshop is kept tidy, tools kept in good repair and safely stored.
  • Carry out day-to-day repairs and maintenance as required.
  • Manage and prioritise tasks, under direction by theSite Co-ordinator.
  • General Maintenance: In line with agreed inspection and cleaning rotation timetables, carry out inspections, cleaning and maintenance of equipment, vents/filters, buildings, grounds and drainage systems. Highlight any issues or action to be taken to the Site Co-ordinator.
  • To action minor repairs to the above. Minor repairs mean those repairs which do not involve tools or equipment other than those held or hired by the Hospice . Minor repairs on electrical equipment is restricted to changing plugs, fuses etc.
  • Together with the Site Co-ordinator oversee the maintenance and care of boiler, boiler house, hot water and heating systems in liaison with service representatives.
  • As directed to test and maintain regularly alarm systems, fire extinguishers, emergency lights, smoke alarms (Mynthurst) and panic systems, water temperatures, shower heads and PAT-testing.
  • To participate in small project work, such as painting and decorating, office refurbishments and alterations etc.
  • In the absence of the Site Co-ordinator to report emergencies in the case of faults with gas, electric and water supply to the Director of Finance and the Contracts Officer, or where not immediately available technical services or regular contractors. Report minor faults on site to the Contracts Officer.
  • Under supervision from Site Co-ordinator, liaise with external service representation and suppliers for major repairs.
  • As required, assist in the moving of furniture, stores and equipment as requested by the Hospice staff or by the Site Co-ordinator

Waste

  • To ensure that clinical waste and general waste is disposed of regularly, efficiently and properly.
  • To support a general recycling project within the Hospice.

Transport

  • Driving of company van for collection and delivery purposes within the local area (including: blood tests to and from the hospital, equipment for home care patients and Fundraising Department requirements).
  • Report to the Site Co-ordinator any maintenance issues relating to company vehicles.

Team/Self Management .

  • To participate in the “on-call” duty, to provide Maintenance advice and “call out” cover on a rota basis, including evenings and weekends.
  • To support the Site Co-ordinator in ensuring that site services staff and volunteers are properly trained and supported to undertake their duties.
  • To monitor stock levels of consumable items such as fuel, grit, light bulbs/tubes and arrange to replenish supplies in accordance with current procedures.
  • To follow hospice procedures for incident/accident reporting, including escalation.
  • To work collaboratively with immediate colleagues and members of other disciplines.
  • To attend and participate in team meetings.
  • To ensure that adequate supplies of stock and equipment are ordered and maintained.
  • To support Site Co-ordinator and leads in the event of an emergency.
  • To engage with and contribute to the performance development process.

Quality and Service improvement

  • To participate in inter-disciplinary audit projects and research as required.
  • To be a role model and expert practice resource for all colleagues.
  • To participate in the hospice Governance procedures.
  • To adhere to hospice and professional policies and procedures.
  • To participate in service development initiatives as required.

Development

  • To ensure personal compliance with hospice compulsory training requirements.
  • To participate in personal development initiatives as appropriate.
  • To assist in orientation of new colleagues, volunteers and visitors.
  • Through the performance development process, to plan your continuing professional and self-development, attending in-house study days and courses as appropriate.
  • To proactively maintain the appropriate level of competence as identified within the hospice's competency framework.

This is an outline job description designed to give an overview of the responsibilities of the role. We expect the job holder willwork flexibly, responding to organisational need and changes as they occur. You will also contribute to the wider corporate and organisation needs of St Catherine's such as supporting our fundraising efforts.

Policies and Procedures

In addition to your professional code of conduct, you must familiarise themselves with, and adhere to St Catherine's policies and procedures as listed in your team induction schedule, including the following:

  • Information Governance
  • Data Protection
  • Risk Management
  • Raising a Concern
  • Complaints
  • Safeguarding
  • Mental Capacity
  • Health and Safety at Work
  • Equal Opportunities
  • Infection Control
  • HR Management
  • Incident Management

You have a duty to undertake the relevant e-learning modules as detailed in the Compulsory Training programme.

If you manage staff and/or volunteers it is your responsibility to ensure that your team are made aware of and understand the policies and procedures relevant to their work.

Information governance and confidentiality

Employment by St Catherine's often involves access to personal information relating to patients, carers, staff, volunteers and supporters.This information is confidential andmust not be disclosed to anybody, other than when acting in a official capacity. Non authorised use, access of records or disclosure of personal or confidential information is a dismissible offence, andin the case of computerised information could result in prosecution for an offence or action for civil damages under the Data Protection Act 1998.

Safeguarding and Mental Capacity Act

All employees have a responsibility to safeguard and promote the welfare of adults, children and young adults. It is essential that all safeguarding concerns are recognised and acted on appropriately in line with the policies and training. You must ensure you always act in the best interests of any person lacking mental capacity.

Health and Safety at Work Act

You have personalresponsibility to take care of your own health and safety and that of others who may be affected by your actions at work. Ensure you observe the Health and Safety procedures, and carry out your work as instructed.

Infection control

All employees have personal responsibility for Infection Prevention and Control practice. You should ensure you are familiar with, and comply with, all relevant Infection Control policies and training for minimising the risk of avoidable ‘Health Care Associated Infection’.

Conduct

Employees are ambassadors for St Catherine's, each responsible for promoting, maintaining and upholding the reputation of St Catherine's at all times in line with our values.

Person Specification - Deputy Site Co-ordinator

Education, Qualification and Training
Essential / Desirable
  • General good level of literacy and numeracy
  • Full, clean, current driving licence
/
  • Advanced driving qualification or training
  • Grade C GCSE or above (or equivalent) in English and Maths

Knowledge, Skills, Ability and Experience
Essential / Desirable
  • Proven track record within a maintenance environment
  • Previous working knowledge of general maintenance work including woodworking, plumbing and electrics.
  • Experience of driving a variety of vehicles
  • Basic computer literacy
  • Strong interpersonal skills with the ability to communicate effectively and diplomatically (in person and by telephone) with public, staff and volunteers
  • Proficient written skills with the ability to keep accurate records
  • Personal organisational skills
  • Excellent customer service skills and experience.
  • Ability to prioritise and manage own and others' time.
  • Methodical and organised approach to maintain standards
  • Ability to show stamina and enthusiasm for physical work.
  • Ability to work confidently and have a methodical, problem solving approach.
/
  • An understanding of customer care
  • An understanding of Health & Safety at Work and COSHH regulations.
  • Experience of working with volunteers
  • Ability to empathise with volunteers
  • Experience in similar role.
  • Experience of carrying out project work.
  • Vehicle maintenance knowledge/experience
  • Word processing and spreadsheet skills
  • Creative approach to problem solving
  • Some knowledge of St Catherine's Hospice work in the community.

Attitude and Behaviours
Essential / Desirable
  • Stamina and enthusiasm for hands on physical work
  • Ability to work on own initiative
  • Ability to use tact and diplomacy
  • Positive attitude to change and ability to work under pressure
  • Flexibility and willingness to work varying hours and participate in the on call rota.
  • High standard of integrity and reliability.
  • Willingness and desire to work in accordance with hospice values
/
  • A positive assertive attitude to all aspects of work.