Job Title, Grade Code

Maintenance Officer

(Grade Code 5071)

Campaign Reference

CHW051-MOCHW-2023

Closing Date

Monday 29th May 2023 at 12 noon

Proposed Interview Date (s)

Proposed interview dates will be indicated at a later stage. Please note you may be called forward for interview at short notice.

Taking up Appointment

A start date will be indicated at job offer stage.

Location of Post

There are currently 2 permanent vacant posts

1 for Galway and South Roscommon - Office base is in Galway City.

1 for Mayo and North Roscommon - Office base is in Castlebar Co. Mayo

A panel may be formed as a result of this campaign for Community Healthcare West from which current and future, permanent and specified purpose vacancies of full or part-time duration may be filled.

Informal Enquiries

Name: Michael McDonagh

Email:

Phone: 0862636419

Details of Service

The Maintenance Department for CHO 2 provides maintenance services to Galway, Mayo and Roscommon, Community Healthcare... West Services.

The post holders will be working with a Maintenance Team in counties Galway, Mayo and Roscommon in the areas of Primary Care, Mental Health, Social Care and Health & Wellbeing.

The Maintenance Team is headed up by the Building and Maintenance Manager who works with a maintenance team of Maintenance Managers, Supervisors, Foremen, Assistant Foremen, Chargehands and Trades. The department covers counties Galway, Mayo and Roscommon with links to Estates department.

Reporting Relationship

The post holder will report to the Maintenance Manager.

Purpose of the Post

The overall purpose and objectives of the post of Maintenance Officer (Procurement) will be to work with the Maintenance Department to prepare, evaluate and tender projects on E-Tenders, prepare Bills of Quantities and CAD drawings for same, the management and co-ordination of all maintenance matters in an effective, efficient and timely manner. The post holder will be a team leader with a proactive approach in meeting deadlines and ensuring the highest customer satisfaction is delivered.

The post holder will work closely with:

Area Managers in Mental Health Services

Local Administrators in Community Care

Hospital Manager

Directors of Nursing

Estate Manager

Project Manager(s)

Estates Staff

Principle Duties and Responsibilities

Professional/Technical

The Maintenance Officer (Procurement) will:

· Work with the Maintenance Managers in preparing building projects for submission on e-tenders.

· Track and evaluate along with the Maintenance Manager returned tenders in line with National Financial Regulations.

· Liaise with Successful and unsuccessful contractors on tender returns.

· Draw up Bills of Quantities and CAD drawings for tender on e-tenders.

· Liaise with the OGP Office Of government procurement re tendering of national and local projects.

· Ensure these buildings are kept in compliance with fire alarm, emergency lighting, passive fire prevention and firefighting equipment standards and best practice.

o Highlight areas that are non-compliant.

o Assist in developing and implementing plans to improve compliance in consultation in the Technical Services Manager and HSE Fire Officer.

· Ensure compliance with health and safety at work legislation with regards to maintenance staff and contract staff. To eliminate, control and minimise risks associated with the buildings, plant, equipment and grounds to patients, staff and members of the public using HSE property.

o Arrange for specific safety training and the maintenance of training records for maintenance and contract staff. Ensuring all training requirements are kept up to date for each staff member.

o Update safety statements and risk assessments in relation the maintenance department operations on an annual basis.

o Perform the role of PSCS (project supervisor construction stage) and PSDS (project supervisor development design stage), as required.

o Ensure external contractors comply with agreed health and safety procedures which shall include method statements and risk assessments for all works.

o Carry out site safety inductions and toolbox talks to staff and contractors.

· Ensure compliance with Legionella prevention precautions and development of water management plans.

· Ensure compliance with the prevention of Aspergillus precautions.

· Ensure the physical environment for patients/public 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 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 Maintenance Manager.

· Manage and supervise external contractors.

· Manage and schedule service contracts.

· Operate and maintain the controls systems for the electrical and mechanical services including the building management system.

· Create and implement a preventative maintenance program for the building, mechanical and electrical services.

· Manage and operate job request/scheduling system as required.

· Arrange for periodical electrical testing on electrical distribution systems.

· Develop management systems for the performance of maintenance on the electrical and mechanical services incorporating best practice and quality control procedures.

· Maintain a computerised asset register of equipment and plant items for the electrical and mechanical services.

· Develop and implement an energy conservation program associated with the electrical and mechanical services.

· Develop and implement a leak detection program for water conservation.

· Participate in the management of new development projects as required.

· Arrange for maintenance of the electrical/mechanical systems, the building fabric and the grounds, as required.

· Manage the operation and maintenance of the hospital's specialised ventilation systems and to fulfil the role of Responsible Person in accordance with HTM 03 and the Hospital Ventilation System Management Policy.

· Manage the operation and maintenance of the medical gas systems and to fulfil the role of Authorised Person in accordance with Health Technical Memorandum 02 for medical gases.

· Manage the Legionella Control Program for water systems and to fulfil the role of Responsible Person in accordance with HSE Guidelines and the Hospital Water Management Policy.

Management Responsibilities

· Manage staff, materials, equipment, finances and contractors associated with the Technical services and Maintenance Department as required.

· Develop technical specifications for tender as required.

· Ensure external contractors have the required insurance cover and tax clearance certificates.

· Manage staff with regards to absenteeism, attendances/ time returns and disciplinary procedures in accordance HSE guidelines and protocols.

· Foster and develop harmonious working relationships between staff.

· Ensure compliance with financial and procurement regulations.

· Manage the maintenance service within allocated budgetary constraints.

· Plan, organise and control the work such that a continuous and quality service is provided to the Hospital or area assigned.

· Compile and record maintenance reports associated with the work consistent with best practice and quality control measures.

· Manage and report on the computerised job scheduling system.

· Maintain good outward communications with medical personnel, patients, senior management and committees.

· Motivate maintenance Department staff and develop good staff relations.

· Promote a quality working environment within the Maintenance Department.

· Undertake line management responsibility for personnel in accordance with HSE Policies on Managing Attendances and Disciplinary Procedures.

· Fulfil membership requirements as required for the department on hospital committees to include: Environmental Committee, Hygiene Committee, Decontamination Committee, Health and Safety Committee, Fire Safety Committee, Capital Project Committees, Equipment Committee.

Administration

· Process invoices in relation to maintenance works and contracts in timely manner... Raise purchase orders.

· Ensure compliance with the Prompt Payments Act in relation to invoicing.

· Record all maintenance activities in a professional manner.

· Manage asset register system.

· Manage and operate the maintenance requisition system. Provide reports as required to department heads.

Health & Safety, Environmental

· 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)(SI 299), construction regulations 2013(SI 291) and a good level of knowledge regarding all other health and safety legislation.

· Have a working knowledge of the purpose and function of the Health & Safety Authority (HSA). The post holder may be asked to participate in inspections as appropriate.

· Support and promote a safe working environment at all times, to include participation in the development of the annual maintenance safety statement.

· Have a working knowledge of
• Fire Services Act 1981 and 2003.
• Building Control Act 1990 and 2007 and Technical Guidance Documents.
• Current Fire Alarm and Emergency Standards IS 3218 and IS 3219

· 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 etc.

· Actively support, promote and participate in sustainable energy, water and waste initiatives to create a more sustainable, low carbon and efficient health service.

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 him/her from time to time and to contribute to the development of the post while in office.

Eligibility Criteria

Qualifications and/ or experience

Candidates must at the latest date of application:

1. Professional Qualifications, Experience, etc.

(a)

(I)

Possess a third level qualification to a minimum standard of Level 7 in Mechanical, Electrical or Civil Services on the National Framework of Qualifications (NFQ) maintained by Quality and Qualifications Ireland (QQI)

OR

(ii)

Possess the National Craft Certificate issued by FETAC

OR

(iii)

Possess the Senior Trades Certificate issued by Department of Education.

OR

(iv)

Possess a Level 3 Technical/Trade qualification or equivalent issued by City & Guilds, London.

OR

(v)

Have successfully served a Craftsman apprenticeship of not less than four years and qualified as a Craftsman (Electrical/Carpentry/Plumbing/Fitting) as recognised by the Irish Standards Authority ETB (Education and Training Board)

OR

(vi)

Possess an equivalent qualification

AND

(vii)

Have a minimum 5 years post qualification experience in the management and supervision of staff, in the control and supervision of contract work, in a role relating to the maintenance of large scale and complex buildings and associated engineering services and plant.

AND

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

NB: Please note that eligible applicants will be those who have achieved a major award in the above listed professional qualifications.

Health

A candidate 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

Demonstrate depth and breadth of experience in drawing up specifications , procurement, and maintenance/commissioning of Building projects, in a healthcare setting, as relevant to the role.

Demonstrate depth and breadth of experience of producing and reading of CAD drawings for new projects and the installation of new equipment as relevant to the role.

Demonstrate depth and breadth of experience in the management of a small maintenance team, as relevant to the role

Other requirements specific to the post

· Have access to appropriate transport to fulfil the requirements of the role

· Participate in an on-call rota

Skills, competencies and/or knowledge

Candidates must demonstrate:

Technical / Professional

· Demonstrate sufficient technical knowledge to carry out the duties and responsibilities of the post.

· Demonstrate experience in managing building services.

· Demonstrate evidence of managing staff and contractors.

· Demonstrate evidence of previous experience and technical knowledge of building fabric and their electrical and mechanical installations.

· Demonstrate knowledge and experience of air-conditioning systems, Air handing Units and clean room air technology and controls.

· Demonstrate knowledge and experience of fire alarm systems and emergency lighting systems standards and commissioning.

· Demonstrate a knowledge and experience in producing and reading of CAD type construction drawings.

· Demonstrate knowledge and experience of water services within buildings including LPHW/LTHW heating systems, DHWS hot water and CWS cold water systems, maintenance and commissioning, water hygiene contracts

· Demonstrate knowledge and experience of maintenance and commissioning of medical gas systems within healthcare settings.

· Demonstrate knowledge of building operations.

· Demonstrate knowledge of national and European standards for mechanical engineering systems and NHS HTMs for hospital engineering systems.

· Demonstrate knowledge of health & safety regulations and risk management, as relevant to the role.

· Demonstrate knowledge and experience of managing budgets.

· Demonstrate an ability to develop and write technical engineering reports.

· Demonstrate evidence of computer skills including the use of Microsoft Word, Excel, PowerPoint, e-mail and the internet.

· Demonstrate evidence of experience and ability to perform hands-on maintenance repair work on equipment with tools, if required.

· Demonstrate evidence of experience of energy management and energy saving programmes.

· Demonstrate a knowledge and experience of specifying building projects.

· Demonstrate a knowledge and experience in procurement of Construction projects

Building and Maintaining Relationships (including Team Skills and Leadership Skills)

· Demonstrate leadership and team working skills within a multi-disciplinary team.

· Demonstrate the ability to work on own initiative; without close supervision.

Planning and Managing Resources

· Demonstrate the ability to manage deadlines and effectively handle multiple tasks.

· Demonstrate evidence of effective planning and organising skills including awareness of resource management and the importance of value for money in the performance of work.

· Demonstrate experience of the development of work schedules for personnel and contractors.

· Demonstrate experience of the development of planned maintenance programs and method safety statements.

Communication / Interpersonal skills

· Demonstrate effective communication skills including the ability to present information in a clear and concise manner.

· Demonstrate the ability to receive and implement instructions in an effective and efficient manner.

· Demonstrate the ability to facilitate and manage groups through the learning process and the ability to give constructive feedback to encourage learning.

Problem Solving & Decision Making

· Demonstrate the ability to evaluate information, solve problems and make decisions in a timely manner.

· Demonstrate the ability to work within a multi-disciplinary team to resolve problems and implement solutions.

Commitment to Providing a Quality Service

· Demonstrate a commitment to providing a quality service including an awareness and appreciation of the service user such as patients, general public, medical and non-medical staff.

· Demonstrate the ability to contribute to the development of the service.

· Give examples on how you have implemented a quality improvement system in previous roles.

Campaign Specific Selection Process

Ranking/Shortlisting / Interview

A ranking and or shortlisting exercise may be carried out on the basis of 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.

Code of Practice

The Health Service Executive will run this campaign in compliance with the Code of Practice prepared by the Commission for Public Service Appointments (CPSA). The Code of Practice sets out how the core principles of probity, merit, equity and fairness might be applied on a principle basis. The Code also specifies the responsibilities placed on candidates, facilities for feedback to applicants on matters relating to their application when requested, and outlines procedures in relation to requests for a review of the recruitment and selection process and review in relation to allegations of a breach of the Code of Practice. Additional information on the HSE's review process is available in the document posted with each vacancy entitled "Code of Practice, Information for Candidates".

Codes of practice are published by the CPSA and are available on in the document posted with each vacancy entitled "Code of Practice, Information for Candidates" or on .

The reform programme outlined for the Health Services may impact on this role and as structures change the Job Specification may be reviewed.

This Job Specification is a guide to the general range of duties assigned to the post holder. It is intended to be neither definitive nor restrictive and is subject to periodic review with the employee concerned.

Maintenance Officer

Terms and Conditions of Employment

Tenure

The current vacancies available are permanent and whole time.

The 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 "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: 01/03/2023

€52,559-€53,812-€55,341-€58,212-€59,929-€62,067-€64,212 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 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 Dec 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 (Implementation of Clause 30.4 of Towards 2016).

Annual Leave

The annual leave associated with the post will be confirmed at Contracting stage.

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 the 01st January 2005 pursuant to Section 60 of the Health Act 2004 are entitled to superannuation benefit terms under the HSE Scheme which are no less favourable to those which they were entitled to at 31st December 2004

Age

The Public Service Superannuation (Age of Retirement) Act, 2018* set 70 years as the compulsory retirement age for public servants.
• Public Servants not affected by this legislation:

Public servants joining the public service or re-joining the public service with a 26 week break in service, between 1 April 2004 and 31 December 2012 (new entrants) have no compulsory retirement age.

Public servants, joining the public service or re-joining the public service after a 26 week break, after 1 January 2013 are members of the Single Pension Scheme and have a compulsory retirement age of 70.

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.

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 a SSSS for the department/service [1] , as applicable, based on the identification of hazards and the assessment of risks, and reviewing/updating same on a regular basis (at least annually) and in the event of any significant change in the work activity or place of work.

· Ensuring that Occupational Safety and Health (OSH) is integrated into day-to-day business, providing Systems Of Work (SOW) that are planned, organised, performed, maintained, and revised as appropriate, and ensuring that 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 their attendance at statutory OSH training, and ensuring records are maintained for each employee.

· Ensuring that all incidents occurring within the relevant department/service are appropriately managed and investigated in accordance with HSE procedures [2] .

· 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, respectively, local audit and performance achievement meetings for example.

Note : Detailed roles and responsibilities of Line Managers are outlined in local SSSS.

[1] A template SSSS and guidelines are available on the National Health and Safety Function, here:

2 See link on health and safety web-pages to latest Incident Management Policy
Galway Ireland

Salary Criteria