Team Co-ordinator – Estates, Sustainability and Health & Safety

Team Co-ordinator – Estates, Sustainability and Health & Safety

The Team Coordinator delivers comprehensive administrative and governance support across Estates, Sustainability and Health & Safety, ensuring statutory compliance, environmental management (ISO 14001), sustainability, and robust coordination of audits, reporting, and governance processes to maintain the safe, legal, and effective operation of the Trust's estate.

• The Team Co-ordinator provides high-quality administrative, governance, and business support across the Estates & Facilities department, covering health and safety, statutory estates compliance, environmental management (ISO 14001), sustainability, facilities management and infrastructure risk. The role ensures efficient coordination and reporting of statutory and regulatory responsibilities, robust support for internal and external audits, and effective management of governance meetings, documentation and data systems.
• This role underpins the safe, legal and effective functioning of the Trust's estate and is essential to delivering statutory obligations, ensuring compliance with external inspection frameworks (e.g. NWSSP, HSE), and aligning operations with the Trust's Estates Strategy and ISO 14001-certified Environmental Management System.

The ability to speak Welsh is desirable for this post;
Welsh and/or English speakers are equally welcome to apply.

Here at Velindre University NHS Trust we are extremely proud of the specialist services we provide across the whole of Wales in our cutting-edge
Velindre Cancer Centre and ouraward-winning Welsh Blood Service
, as well as the expertise of our corporate functions that bring the two divisions together. We are also fortunate to host the NHS Wales Shared Services Partnership and Health Technology Wales and have developed strong partnership working with these expert services.

Formed in 1994, the Trust has a dedicated workforce that continuously strives to apply the key principles of value based healthcare through a wide array of roles. We play a vital role in the communities we support and have ambitious plans for the future to continue to improve the services we deliver. We strive to maintain our core values in everything we do by being;

accountable, bold, caring and dynamic, and ensuring the best possible care for our patients and donors.

If you want to work for an organisation that prides itself on making a real difference and offers exciting career opportunities then Velindre University NHS Trust is the place for you.

Visit our website to find out more (Use the "Apply for this Job" box below)./

You will be able to find a full Job description and Person Specification attached within the supporting documents or please click "Apply now" to view in Trac

Governance, Compliance and Audit Support

• Maintain up-to-date and auditable logs of statutory estates and health and safety compliance activities, including:
  
  - Fire safety (risk assessments, PPMs, fire door surveys)- Water safety (legionella testing, TMV servicing)- Asbestos (register, management plan)- Medical gas, lifting equipment, pressure systems and electrical systems
  - Emergency planning and response
• Collate and coordinate evidence for internal and external audits including:
  
  - NWSSP assurance audits (fire, medical gas, estates statutory compliance)- Internal audit actions
  - Daily Management of CAFm system
  - Producing Compliance reports CAFm.
  
  - Health & Safety Executive or HIW inspections
• Log audit recommendations, assign actions, chase updates, escalate delays, and ensure evidence is collected to close actions.
• Support the Trust Estates Manager in producing regular assurance reports on compliance gaps, progress and risks.
• Monitor and manage contractor management system

Meeting and Committee Administration

• Provide full administrative and governance support for a portfolio of estates-related groups, including:
  
  - All relevant safety groups
  - Health, Safety & Fire Committee
  - Environmental Management System (ISO) Group
  - Sustainability Management Board
  - Capital Projects Risk and Compliance Forums
• Duties include:
  
  - Preparing and circulating agendas, reports and highlight summaries.
  
  - Accurately taking minutes and technical notes, including regulatory issues, risk discussions, and escalation points.
  
  - Maintaining detailed action logs and tracking responses from multiple departments.
  
  - Drafting post-meeting highlight reports for senior management and board committees.
  
  - Monitoring terms of reference and meeting effectiveness to support good governance.

Operational Business Support

• Provide high-level business support to the Estates Senior Team, including the Head of Estates and Capital VUNHST.
• Manage shared inboxes and communication flows relating to estates compliance, contractor appointments, access arrangements and statutory returns.
• Prepare briefings and summary reports for senior leaders and committees on estates risk, compliance performance, and business-critical issues.
• Provide diary…