UHWM Maintenance Officer

**********PLEASE COMPLETE THE APPLICATION FORM FULLY, CV'S ARE NOT ACCEPTED************

Principal Duties and Responsibilities

Management

The Maintenance Officer will:

Construction Quality Assurance & Compliance

• Monitor all construction, refurbishment, maintenance and minor capital works across University Hospital Waterford (UHW) and associated HSE sites, ensuring full compliance with:
• HSE technical standards
• Health Technical Memorandums (HTMs)
• National and European engineering standards
• Building Regulations
• Fire Safety Codes
• Infection Prevention & Control (IPC) requirements
• National guidelines for the Control of Legionella
• Inspect materials, workmanship and installation practices to ensure they meet the required specifications and contract documentation.

Identify deviations from approved designs or specifications and escalate concerns promptly to the Technical Services Manager, Estates personnel, or the relevant project/design teams

Site Monitoring & Reporting

• Conduct daily site inspections to monitor progress, quality, safety, contract compliance and adherence to agreed programmes of work.
• Prepare written site reports, safety observations, non-compliance notifications, and progress updates for project meetings and management review.
• Maintain comprehensive site diaries including photographs, test certificates, permits, method statements, and work permits.
• Verify that contractors’ work aligns with tender documents, specifications, and technical drawings; highlight defects or incomplete work at the earliest opportunity.

Health & Safety Oversight

• Ensure that all contractors and subcontractors comply with statutory health and safety legislation including:
• Safety, Health & Welfare at Work Act 2005
• Construction Regulations
• Risk assessments, method statements (RAMS), safe systems of work
• Conduct site inductions, issue safety briefings, and monitor compliance with safe work practices.
• Verify that works are carried out without compromising patient/public safety, clinical operations or infection control safeguards.
• Support the Technical Services Department in maintaining and updating the Departmental Safety Statement and Risk Registers.

Mechanical, Electrical & Building Fabric Oversight

• Support inspection and monitoring of mechanical, electrical and building fabric works including:
• Ventilation systems (HTM 03 compliance)
• Medical gases (HTM 02 compliance)
• Electrical systems and periodic testing
• Plumbing, water systems, and Legionella controls
• Passive and active fire protection systems
• Building envelope, finishes, drainage and grounds infrastructure
• Validate test certificates, commissioning reports, and compliance documents for all building services completed by contractors.
• Liaise with specialist Authorised/Responsible Persons for medical gases, ventilation and water management.

Contractor Coordination & Supervision

• Monitor contractor attendance, performance, quality of work and compliance with contractual obligations.
• Confirm that contractors hold appropriate insurance, tax clearance, competencies and training records.
• Participate in site meetings, design reviews, technical workshops and handover processes.
• Oversee snagging, defect rectification, commissioning, validation, and project close-out documentation.

Documentation, Records & Asset Information

• Ensure contractors provide accurate as-built drawings, O&M manuals, commissioning reports, warranties and certificates.
• Support the maintenance of the hospital’s asset register by verifying equipment location, installation and commissioning details.
• Ensure all statutory and mandatory documents are collected, filed, and available for internal and external audits (HIQA, HSA, EPA, Fire Officer, etc.).

Communication & Stakeholder Management

• Liaise effectively with hospital management, Estates/Technical Services, clinical departments, designers, fire officers, infection control teams, and external agencies.
• Provide clear communication regarding planned works, access needs, shutdowns, safety impacts and operational constraints.
• Act as an impartial representative of the hospital ensuring works protect the interests of the client, users and the public.
• Ensure compliance with Legionella prevention precautions, development of water management plans and continuous risk assessment.
• Ensure compliance with the prevention of Aspergillus precautions and developing strategies to ensure compliance while during maintenance and construction works.
• Ensure the physical environment for patients and staff is maintained fit for purpose. To include floor covering, walls, ceilings, stair wells, roads, pathways, gardens, patient equipment, beds, tables, lockers.
• Ensure light, heat, power, communication and sanitary services are available as and when required.
• Ensure that all buildings are managed in an energy efficient manner. Manage the collection of energy data.
• Develop and monitor Building management systems to reduce energy consumption.
• Monitor and report on water consumption and waste disposal.
• Renew effluent discharge licences, arrange for discharge samples to be taken for analysis.
• Instruct hospital staff on energy and sustainability best practice.
• Monitor and report on electricity, gas, oil, water, waste water and telephone services.
• Manage and supervise minor capital works programs in association with the Technical Service Manager.
• Manage and supervise external contractors.
• Manage and schedule service contracts.
• Create and implement a preventative maintenance program for the building/Roof maintenance.
• Manage, develop and operate job request/scheduling system.
• Develop management systems for the performance of maintenance on the electrical and mechanical services incorporating best practice and quality control procedures.
• Arrange for maintenance of the building fabric and Education & Training

The Maintenance Officer will:

• Prepare training recommendations to upgrade the skills and applications of the HSE’s maintenance staff and contribute to the training and induction of other categories of staff, as requested.
• Ensure staff participate in training and courses as may be necessary / mandatory, in the performance of their duties.
• Ensure that services adequately meet the needs of the service on an on-going basis.

Administrative

The Maintenance Officer will:

• Maintain records associated with staff, timesheets, verify travel & subsistence claims, work requisitions, work in progress etc.
• Be involved in the development of safety statements and the administration of files.
• Ensure all policies, procedures, protocols and guidelines in addition to risk assessments, are updated and reviewed as required.
• Write up purchase orders and verify invoices.
• Process approval for payments.
• Ensure value for money in purchasing of materials and awarding of contracts in line with HSE NFR procurement policy.

Health & Safety

The Maintenance Officer will:

• Ensure that all requirements, statutory and recommended, needed to maintain a safe environment, for patients, staff and others are met and the provisions of the Safety, Health and Welfare at Work Act 1989 are fully complied with and act as Project Officer Design/Construction stage where required.
• Have a working knowledge of Health & Safety Legislation, including the Safety, Health & Welfare at Work Act (2005), Safety, Health & Welfare at Work (General Application) Regulations (2007) and a good level of knowledge regarding all other health and safety legislation.
• Have a working knowledge of the 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 etcand comply with associated HSE protocols for implementing and maintaining these standards.
• Support, promote and actively participate in sustainable energy, water and waste initiatives to create a more sustainable, low carbon and efficient health service.
• 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).

The above Job Specification is not intended to be a comprehensive list of all duties involved and consequently, the post holder may be required to perform other duties as appropriate to the post which may be assigned to them from time to time and to contribute to the development of the post while in office.