Facilities Co-ordinator

Operations Department

Job Purpose

The main purpose of the job is to ensure effective, efficient, and timely completion of all projects and the day-to-day running of the operations of the organization while working closely within a multidisciplinary team.

   

JOB REQUIREMENTS

Key Performance Areas

  • Performance management of supervisors 
  • Training and development of staff (approx. 16 staff members)
  • Occupational Health and safety  
  • SLA management of outsourced services
    • Security
    • Fencing 
    • Pest control
    • Cleaning 
  • Management of water, electricity and consumables  
  • Expense management 
  • Risk management 
  • Physical asset management 
  • Project management of capital /maintenance projects
  • Information management
  • Systems design and implementation 
  • Inventory control relating to consumables, tools and assets

 

CORE COMPETENCIES 

  • Interpersonal, relationship-building and networking skills;
  • Procurement and negotiation skills;
  • The ability to multi-task and prioritise your workload;
  • Time management skills;
  • Project management skills;
  • Research skills and the ability to draw information from various sources, including people;
  • Clear and concise writing skills and the ability to handle long and complex documents;
  • Teamwork skills and the ability to lead and motivate others;
  • IT skills;
  • A practical, flexible and innovative approach to work.
  • Labour relations – Leave administration, disciplinary processes etc.
  • Technical – Maintenance.
  • Inventory control.
  • Health and safety qualifications.
  • Grounds management experience.
  • Reporting skills.
  • Vehicle and transport management experience.
  • Workman’s Compensation Act
  • Understanding of OHASA
  • Administration of WCA claims in conjunction with HR
  • Disposal assessment and facilitation thereof within organisational systems for all redundant equipment and damaged clothing

 

ADMINISTRATIVE FUNCTION

  • Monthly Reports with statistical information
  • Daily and Weekly written and verbal information referring to facilities regarding issues, concerns and completion of projects/tasks, etc.
  • Development Monitoring and implementation of policies, procedures, compliance and other relevant procedures as per legislative requirements.

 

SERVICES QUALITY AND COMPLIANCE

  • Understand the importance of quality in relation to every day work
  • Participate in correct measures to ensure that the service is provided at high quality
  • Uphold the vision, mission and values of the Home.
  • Ethical compliance and professional practice.
  • Monitor evaluate and coordinate provision timeously to ensure that the organization is safe, effective, efficient, and patient -centered.
  • Facilitate communication to all stakeholders to ensure that compliance and awareness.
  • To monitor records and administrative tasks to evaluate if it is up to date and meet the standards of the organization in line with professional guidelines and requirements.

 

STRATEGIC ROLE AND FUNCTION

  • Implement effective strategies for control, and evaluate and report on the standards of service delivery and make recommendations.
  • Take responsibility for the effectiveness of service delivery.

 

BEHAVIORAL COMPETENCIES

  • Demonstrate effective communication with direct manager, supervisors and other team members.
  • Work as part of the multidisciplinary team to ensure good overall operational care.
  • To be able to work with and have an understanding of diversity in order to work and communicate with persons of diverse backgrounds.
  • Able to plan and organize own work and mentor personnel to ensure proper operational outputs.
  • Display and create awareness of values mission and vision of the organization in conduct and engagements.
  • Ability to form sound interpersonal relations internally and externally.
  • Confidentiality adherence; POPIA

Qualifications

  • Degree or Diploma in Facilities Management/Health and Safety
  • Understanding of scope of practice of discipline categories according to job description.
  • Understanding of legislation and ethical requirements and how these impacts on service delivery.
  • To be technically sound /knowledgeable to be able to judge and facilitate appropriate service delivery.
  • Have excellent written and verbal communication skills
  • Problem solving skills, critical thinking and ability to multi-task
  • Compassionate
  • Teamwork skills
  • Computer literacy MS Excel; MS Office; MS PowerPoint

Required Experience

  • At least 10 years’ experience in a Facilities/Health and Safety role, in a similar environment or health care setting.
  • Experience dealing with children an added advantage.
  • Computer literacy

 

Personality, Attributes, Skills and Abilities

  • Driver’s Licence. (Code 10/PDP an added advantage).
  • Work both independently and as an active team member.
  • Excellent interpersonal, oral, and written communication skills.
  • Proficiency in English and Afrikaans. Proficiency in isiXhosa an added advantage.
  • Maturity and sensitivity to cultural and individual differences.
  • Maintain professional demeanour while exercising judgment and discretion in work.
  • Must be able to work well with children.
  • Must be energetic
  • Must demonstrate initiative
  • Commitment to the mission, values and goals of the organisation.
  • Ability to relate to and willingness to engage in fun, sporting and creative activities with children and youth. 
  • Good administration, report writing.
  • Flexibility
  • Clear criminal record

 

PLEASE NOTE:

  • Closing date for all applications is Friday, 22 March 2024
  • Interviewing of shortlisted candidates will take place soon after closing date
  • Relocation costs will NOT be covered by the employer
  • Reference checks will be conducted
  • The employer reserves the right to not appoint
  • Candidates must be able to commence employment as soon as is reasonably possible

Please email your CV, with certificates, and a 1-page motivational cover letter by Friday, 22 March 2024 to recruitment@stjosephsipc.org.za

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