Job Description

Main purpose of the job:

• To effectively manage the full facilities portfolio including maintaining, arranging repairs and developing infrastructure and to facilitate the procurement of equipment, stock and other resources

Location:

• Chris Hani Baragwanath Academic Hospital, Soweto and Rahima Moosa Mother and Child Hospital, Coronationville - Johannesburg

Key performance areas:Operations Coordination:Buildings and Maintenance

• Oversee maintenance requirements and staff (Maintenance & Security Assistants)
• Supervise all maintenance staff and external contractors
• Assist management in identifying and managing operational and maintenance requirements, including the management of repairs to fixtures, fittings and equipment throughout the building
• Maintain a schedule of maintenance works required for the facility including preventative maintenance and testing of building systems (e.g.: fire, alarms, generator testing, etc.)
• Create a facilities checklist to enable the team to track facilities upkeep and ensure the facilities team is equipped to collate the same
• Work closely with external contractors, including sourcing items, getting quotations, and supervising works in accordance with legislative requirements. Supervision of all external contractors
• Purchase goods for maintenance or repairs within budgetary guidelines
• Control and manage facilities consumables stock
• Inspect building structures to determine the need for repairs or renovations
• Attend to breakdowns or repairs (where possible) or take corrective action
• Prepare, implement and monitor SLA for ongoing maintenance and repairs
• Oversee activities like parking space allocation, waste disposal, building security, etc.
• Provide information to all staff, users and stakeholders regarding works that are being carried out that may affect their working environment or conditions
• Manage the upkeep of equipment and supplies to meet health and safety standards
• Oversee the installation, service and maintenance of various plumbing and piping, pumping systems and equipment
• Report any site/facilities issues to management as and when required
• Conducting Monthly inspections, assessments and evaluations of PHRU sites and identifying any corrective action required to maintain minimum standards of facilities and assets

Power Management

• Plan and coordinate all installations (heat, electricity, etc.)
• Ensure all required electrical repairs are carried out and relevant documents (COC)
• Coordinate and oversee the services of UPS, generators, air conditioners and freezers (HVAC)

OHAS

• Liaise with Operations Manager to integrate SHE requirements with the facilities portfolio
• Reinforce adherence of SHE requirements for contractors and suppliers
• Investigate and provide reports of Injuries on Duty
• Dispose of medical and other waste according to relevant policies and procedures
• Collate and report identified Health & Safety issues to management
• Coordinate training & review SOPs as required
• Participate in the OHAS Management, Sub Committees, and ensure legal requirement compliance of the same

Security

• Coordinate security requirements including alarm systems, armed response, cameras and access control

Administration:Office administration

• Assist department managers, finance coordinator and administrators to keep track of assets and equipment including logs, servicing & maintenance
• Assist with ensuring division compliance across all elements of finance, procurement, asset management, stock control, SOPs, OHAS, and any other relevant areas
• Support the finance team where required with reconciliations, budgeting and reporting
• Support with general unit operations including administrative or project set-up as required, including potential out-of-hours or off-site duties

• Act as the first point of contact in assisting employees and managers with facilities, related queries and, if applicable, redirect it accordingly
• Preparation of service level agreements for ongoing maintenance and repairs, and implementation and monitoring of SLAs
• Conducting Monthly inspections, assessments and evaluations of Vida sites and identifying any corrective action required to maintain minimum standards of facilities and assets

Customer Service:

• Ensure all customer interaction (Both internal and external customers) is of the highest professional level, E.g., Respond on emails/queries within two days
• Build and maintain authentic relationships with all stakeholders ensuring that all interactions are professional
• Effectively manage work processes in order to maintain high levels of productivity

Staff Management:

• Provide sound coaching and empowerment of direct line reports as skills needs and/or deficiencies are noted
• Supervise and manage the duties of subordinates to ensure optimal staff utilisation and maintenance of sound labour relations
• Mentor, coach and support subordinates; create an environment that promotes talent recognition and development
• Facilitate staff development both personal and professional; ensure all employees are developed to their full potential
• Ensure direct reports comply with the timesheet requirements
• Ensure that leave is managed in accordance with the WHC leave policies
• Ensure that documented staff performance discussions take place regularly for all direct reports
• Ensure that Performance Appraisal discussions are concluded annually
• Ensure that Corrective action is issued in line with the code of conduct and in consultation with the HR department
• Supervise and manage the duties of subordinates and support management with resource planning
• Perform and facilitate performance development and assessments

Effective self-management and performance ownership:

• Take ownership and accountability for tasks and demonstrate effective self-management
• Take ownership of driving own career development (e.g. participate in on-going training and development activities such as workshops, forums, conferences, etc.)
• Apply knowledge of the organisational systems, structures, policies and procedures to achieve results
• Provide appropriate solutions for resolving tasks or deadlines not met
• Support and drive the organisations core values
• Maintain a positive attitude and respond openly to feedback

Required minimum education and training:

• Matric
• Relevant Trade/Diploma in facilities/property management
• Electrical qualification will be an added qualification
• Proficient in the use of MS Office Software

Required minimum work experience:

• 2-3 years of work experience in facility and/or operational capacity

Professional body registration:

• If required by Trade Qualification

Desirable additional education, work experience and personal abilities:

• Good organisational skills are required
• Must be pro-active, able to exercise discretion and independent decision-making
• Able to prioritise own workload and meet deadlines
• Assertive, confident and adaptable
• Self-motivated, able to work independently and work as part of a diverse and ultidisciplinary team
• Proficient in MS Office (Excel, Word and PowerPoint)
• Experience in basic plumbing, carpentry, electrical work would be advantageous

Demands of the job:

• Able to work in a demanding and culturally diverse environment and adapt to changes
• Ability to prioritize, work under pressure and meet strict deadlines
• May be required to travel to sites from time to time and work overtime
• Requires weekend and evening availability and commitment to early mornings
• Sometimes requires heavy lifting
• Strong project coordination skills are a must
• Must have own drivers license and be willing and able to drive as needed

Communications and relationships:

• Maintain effective working relationships with all relevant staff at various levels
• Liaise and maintain effective working relationships with suppliers, contractors and relevant stakeholders
• Able to communicate at all levels within the organization
• Must be a strong team player, hard-working and able to lead multiple small teams

TO APPLY:

• Only if you do meet the minimum job requirements and experience as mentioned above, you may submit a detailed updated CV.
• Please Apply Online and complete your registration on Ditto Hire (our application tracking system) to enable and protect you as a candidate to accept the new POPIA terms and conditions. This will then create your permanent profile with which you can apply for all jobs as advertised by AJ PERSONNEL. However, you may remove your profile from AJ PERSONNEL when you are no longer in the job market.
• Please take note that the applicants who do not adhere to the above criteria will not be considered for the respective position.
• The closing date for all applications: 07 November 2024.
• Note WHC, in accordance with their Employment Equity goals and plan, will give preference to suitable applicants from designated groups as defined in the Employment Equity Act 55 of 1998 and subsequent amendments thereto.

Please note:

• AJ PERSONNEL is only responsible for the advertising of the advertisement on behalf of their client Wits Health Consortium.
• Wits Health Consortium will only respond to shortlisted candidates.
• Candidates who have not been contacted within two weeks of the closing date can consider their applications to be unsuccessful.
• AJ Personnel does not have any salary or other information regarding the position.

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