Facilities Co-ordinator

Purpose of the Post

The primary responsibility for this position will be to work as a member of Network Operational Services to support local SJRON/BRON Facilities resources and to ensure the smooth co-ordination of all facilities/project work-related tasks across the SLROC BC and SLROC SJC sites. Some time will also be spent at the site in Rathgar. This will also include managing our Helpdesk and maintaining our service software.

Principal Duties and Responsibilities

• The post holder shall provide a range of services and process information, assist in the management of contractors to ensure the provision of high-quality and efficient facilities co-ordination services to meet the needs of the two sites as follows:

• Liaise with contractors in relation to prioritising and delegating work to contracted service providers and/or the SLRON Craftsman:

• Schedule on-site activities of the SLRON Craftsman (as agreed with the maintenance manager) updating Service Desk on completion and liaising with stakeholders.

• Allocation/collection of work dockets on occasion from contracted service providers.

• Liaise with contracted vendors to ensure that Planned Preventative Maintenance (PPM) records are up to date, including:

  • Burner Management System

  • Energy and Utilities

  • Electrical portable appliance testing

  • Emergency lighting system

  • Nurse call alarm system

  • DECT system

  • CCTV

  • Plumbing

  • Water treatment plant

  • Ventilation and air conditioning

  • Generator set / UPS

  • Lifts

  • Water dispensers

  • Legionella – sampling

  • Fire Alarm System

  • Fire-fighting equipment

  • Ward / Department equipment under FM service level agreement / contract

  • Beds / Couches / Hoists / TBC

  • Wheelchairs

  • Medical Gas Pipeline System & Cylinders

  • Statutory Records

• Further develop a database system to monitor and assess the PPM service contracts including callouts; carry out audit trails as necessary. Regularly liaise with contract managers to review outstanding work order dockets and resolve any issues with quotations and invoices.

• Liaise with the various stakeholders in relation to planned projects.

• Liaise with external contractors, assist with obtaining quotes, obtain programme of works/method statements, and co-ordinate on-site project-related activities.

• Manage the facilities administrative support.

• Be part of the SLRON facilities on-call service/rota.

• Lead out on fire safety in both centres.

• Participate in departmental meetings and various committees.

• Assist in ensuring environmental conditions are maintained and all waste records are kept up to date.

• Participate in the Hygiene Services Team on each site, when required.

• Creation of asset numbers database for all new equipment, fixtures, and fittings.

• Work flexibly and carry out other duties as necessary including letters and reports.

• Safeguard all hospital assets and devices used in the course of your duties.

• Attend periodic training courses, on or off-site.

• Adhere to Health & Safety procedures at all times.

• The above duties relate to the St. Luke’s Radiation Oncology Centres at Beaumont Hospital and St. James’s Hospital. You will be required to travel on occasion to our centre at St. Luke’s Hospital.

• Other assigned operational tasks as may typically be expected of a Facilities Officer.

• Always conduct yourself appropriately on-site. Ensure that members of the public and client representatives are treated with courtesy and that the SLRON’s best interests are met in any dealings with them.

• Participate in staff development and in-service training relevant to the post as may be organised from time to time.

• Participate in committees and other activities within the hospital as may be requested, e.g. work on in-service committees or project teams.

• Respect and operate within the framework of the tradition, character, and ethos of SLRON.

• Ensure that all departmental reports and centre records are confidential to the service and maintain confidentiality in respect of matters that come to your knowledge in the course of your official duties.

• Have an active role in all related Climate Action Plan initiatives across the Network.

Health and Safety

• Be fully familiar with the terms of the Safety, Health and Welfare at Work Act 2005 (and its implications for your daily work), and all relevant policy documents of SLRON, i.e. Employee Handbook, Safety Statement.

• Identify the hazards you may encounter on any particular task and inform the maintenance manager/building services engineer of the problem who will advise accordingly.

• Be aware of SLRON’s Infection Control Programme and assist in promoting and maintaining a clean and healthy environment for patients, visitors, and staff.

• Conduct your day-to-day work in a safe manner and bring to the attention of the maintenance manager/building service engineer any hazards in the working environment that may constitute a risk to staff safety.

• Be familiar with and adhere to all SLRON Health and Safety policies.

• Attend all occupationally organised safety courses/seminars/meetings where applicable, online and in person.

• Ensure venues are made ready for staff training (manual handling, fire, hand hygiene, etc.).

• Use appropriate technology to ensure work is completed to a high standard (PDA for HST, etc.).

• Ensure that archives and records are accurate and readily available (water sampling, etc.).

• Maintain confidentiality of documentation, records, invoices, etc.

• Ensure consistent adherence to procedures within area of responsibility.

• Promote and maintain a patient-focused environment at all times.

The above duties are not to be considered a complete list and, as the service needs of SLRON change, they will be subject to change and flexibility. Therefore, the job description will be reviewed in light of experience and/or changing circumstances and will include other duties appropriate to the post as may be determined by the SLH Maintenance Manager or designated nominee.

Eligibility Criteria

Qualifications and/or Experience (a) Eligible applicants will be those who on the closing date for the competition:

• Have satisfactory experience as a Clerical Officer in the HSE, TUSLA, other statutory health agencies, or a body which provides services on behalf of the HSE under Section 38 of the Health Act 2004. OR

• Have obtained a pass (Grade D) in at least five subjects from the approved list of subjects in the Department of Education Leaving Certificate Examination, including Mathematics and English or Irish. Candidates should have obtained at least Grade C on higher-level papers in three subjects in that examination. OR

• Have completed a relevant examination at a comparable standard in any equivalent examination in another jurisdiction. OR

• Hold a comparable and relevant third-level qualification of at least level 6 on the National Qualifications Framework maintained by Qualifications and Quality Ireland (QQI).

Note: Candidates must achieve a pass in Ordinary or Higher-level papers. A pass in a foundation-level paper is not acceptable. Candidates must have achieved these grades on the Leaving Certificate Established programme or the Leaving Certificate Vocational programme. The Leaving Certificate Applied Programme does not fulfil the eligibility criteria.

(b) Candidates must possess the requisite knowledge and ability, including a high standard of suitability, for the proper discharge of the office.

Age

Age restriction shall only apply to a candidate where he/she is not classified as a new entrant (within the meaning of the Public Service Superannuation (Miscellaneous Provisions) Act 2004). A candidate who is not classified as a new entrant must be under 65 years of age on the first day of the month in which the latest date for receiving completed application forms for the office occurs.

Health

Candidates for and any person holding the office must be fully competent and capable of undertaking the duties attached to the office and be in a state of health such as would indicate a reasonable prospect of ability to render regular and efficient service.

Character Each candidate for and any person holding the office must be of good character.

Post Specific Requirements

• Experience in a similar role with at least 2 years’ experience is essential.

• Experience working in multidisciplinary teams is essential.

• Excellent communication skills – oral and written (electronic) – are essential.

• Excellent IT skills: Helpdesk, BMS, MS Package, SAP, FM Software.

• Experience in contractor/staff management – essential.

Other Requirements Specific to the Post

• Experience maintaining and issuing POs – SAP preferred.

• Experience in healthcare is also preferred.

• Qualified in an FM qualification – preferred.

The Candidate Must Be Able To:

• Demonstrate planning and organising skills, including using computer software effectively.

• Demonstrate problem-solving and initiative skills, including the ability to adapt to change.

• Display leadership potential and strong management/team skills.

• Demonstrate a commitment to maintaining work standards and delivering quality service to service users (customer service skills).

• Demonstrate good communication and interpersonal skills.

• Demonstrate knowledge of the FM function.

• Demonstrate budget/financial skills including cost savings and governance.

Campaign Specific Selection Process: Ranking/Shortlisting/Interview A ranking and/or shortlisting exercise may be carried out based on information supplied in your application form. The criteria for ranking and/or shortlisting are based on the requirements of the post as outlined in the eligibility criteria and skills, competencies, and/or knowledge section of this job specification. Therefore, it is very important that you think about your experience in light of those requirements. Failure to include information regarding these requirements may result in you not being called forward to the next stage of the selection process. Those successful at the ranking stage of this process (where applied) will be placed on an order of merit and will be called to interview in bands depending on the service needs of the organisation.

Tenure

The current vacancy is a full-time, permanent post. These posts are pensionable. A panel may be created from which permanent and specified-purpose vacancies of full or part-time duration may be filled. The tenure of these posts will be indicated at the expression of interest stage. Appointment as an employee of the Health Service Executive is governed by the Health Act 2004 and the Public Service Management (Recruitment and Appointments) Act 2004 and Public Service Management (Recruitment and Appointments) Amendment Act 2013.

Remuneration

The salary scale for the post is (as at 01/08/2025): €51,718, €53,265, €54,843, €56,456, €58,078, €59,969, €61,866 LSIs. New appointees to any grade start at the minimum point of the scale. Incremental credit will be applied for recognised relevant service in Ireland and abroad (Department of Health Circular 2/2011). Incremental credit is normally granted on appointment, in respect of previous experience in the Civil Service, Local Authorities, Health Service, and other Public Service Bodies and Statutory Agencies.

Working Week

The standard working week applying to the post is to be confirmed at the job offer stage. HSE Circular 003-2009 “Matching Working Patterns to Service Needs (Extended Working Day/Week Arrangements); Framework for Implementation of Clause 30.4 of Towards 2016” applies. Under the terms of this circular, all new entrants and staff appointed to promotional posts from December 16th, 2008 will be required to work agreed roster/on-call arrangements as advised by their line manager. Contracted hours of work are liable to change between the hours of 8am–8pm over seven days to meet the requirements for extended day services in accordance with the terms of the Framework Agreement.

Annual Leave

The annual leave associated with the post is 30 days pro rata.

Superannuation This is a pensionable position with the HSE. The successful candidate will, upon appointment, become a member of the appropriate pension scheme. Pension scheme membership will be notified within the contract of employment. Members of pre-existing pension schemes who transferred to the HSE on 1st January 2005 pursuant to Section 60 of the Health Act 2004 are entitled to superannuation benefit terms under the HSE Scheme no less favourable than those to which they were entitled on 31st December 2004.

Probation Every appointment of a person who is not already a permanent officer of the Health Service Executive or of a Local Authority shall be subject to a probationary period of 12 months as stipulated in the Department of Health Circular No.10/71.

Protection for Persons Reporting Child Abuse Act 1998

As this post is designated under the Protection for Persons Reporting Child Abuse Act 1998, appointment to this post appoints one as a designated officer in accordance with Section 2 of the Act. You will remain a designated officer for the duration of your appointment to your current post or for the duration of your appointment to such other designated post. You will receive full information on your responsibilities under the Act upon appointment.

Infection Control

Have a working knowledge of Health Information and Quality Authority (HIQA) Standards as they apply to the role — for example, Standards for Healthcare, National Standards for the Prevention and Control of Healthcare Associated Infections, Hygiene Standards, etc. — and comply with associated HSE protocols for implementing and maintaining these standards as appropriate to the role.

Health & Safety

It is the responsibility of line managers to ensure that the management of safety, health, and welfare is successfully integrated into all activities undertaken within their area of responsibility, so far as is reasonably practicable. Line managers are named, and roles and responsibilities detailed in the relevant Site Specific Safety Statement (SSSS).

Key responsibilities include:

• Developing an SSSS for the department/service, as applicable, based on the identification of hazards and assessment of risks, and reviewing/updating it regularly (at least annually) and after significant changes in work activity or workplace.

• Ensuring that Occupational Safety and Health (OSH) is integrated into day-to-day business, providing Systems of Work (SOW) that are planned, organised, maintained, and revised as appropriate, and ensuring all safety-related records are maintained and available for inspection.

• Consulting and communicating with staff and safety representatives on OSH matters.

• Ensuring a training needs assessment (TNA) is undertaken for employees, facilitating attendance at statutory OSH training, and maintaining records for each employee.

• Ensuring all incidents occurring within the department/service are appropriately managed and investigated in accordance with HSE procedures.

• Seeking advice from health and safety professionals through the National Health and Safety Function Helpdesk as appropriate.

• Reviewing the health and safety performance of the ward/department/service and staff through local audits and performance meetings.

Note: Detailed roles and responsibilities of line managers are outlined in the local SSSS.