HNHB Local Health Integration Network

Permanent Full Time Facilities Assistant

Competition Number
U.20/21.261-E
Branch
Multiple Branches - See posting for details
Site
NIAGARA - Office
Position Group
OPSEU
Type
Permanent
Closing Date
4/25/2021
Length of Term
n/a
Hours of Work
Monday to Friday, 8:30am to 4:30pm
Wage
OPSEU - C: $25.90 - $27.77 per hour

Position Summary

Responsible for assisting the Facilities Manager with day to day functions of 5 branch offices and other offsite locations.  

Required to participate in the On-Call rotation with other Facilities Assistants.

Based in Niagara however travel to other branches within HNHB may be required.

Core Duties - Responsibilities

Office Services:

  • Ensures sufficient quantity of office supplies are available
  • Monitors & takes action to resolve Facility Support lines
  • Actions staff requests for supplies via Facility support line
  • Verifies supplies received and stocks shelves
  • Reconciles purchase orders with packing and back orders
  • Assist in the maintenance of Facilities assigned assets in HNHB asset management system
  • Ensures office supply area is clean and tidy
  • Ensures hospital offices /Nursing Care Centers receive required supplies
  • Maintains master keys list for each branch office of all workstations and lateral cabinets
  • Communicate with coffee/snack vendor as necessary
  • Maintains toner cartridge inventory and arranges for recycling of used cartridges
  • Creates ID badges for staff and guests (including photographing staff for badges)
  • Assists with year-end preparation of client records for off-premise storage
  • Maintain the Facilities shared drive and the files on the drive to ensure all information is up-to-date and organized for easy use, and appropriate files published to HNHB Intranet
  • Provide electronic PO# after proper procurement process has been completed based on support line request
  • Arrange for Handyman for general office maintenance and repairs as required
  • Provides assistance with larger meeting setup and take down

Building Services:

  • Communicates with cleaning staff as requested
  • Communicates with cleaners to ensure sufficient quantity of supplies
  • Maintains supplies and equipment in conference rooms
  • Ensures supplies and equipment are operational in the main office washrooms
  • Removes boxes and debris from building when necessary and prepares for disposal
  • Ensures that weekly recyclable waste is prepared for pick up
  • Assists shredding company with pick up of shredding
  • Maintains MSDS binder
  • Maintains office storage space, ensures temperature control due to sensitive equipment, cleanliness, space availability and safety measures followed.
  • Assists Supervisor, Facilities and maintenance contractors with plumbing, heating, and electrical issues
  • Checks thermostat temperature and responds to employee concerns re temperature fluctuations via support line process
  • Arranges for movement of furniture and equipment as requested
  • Maintains parking permit and allocation lists for the Branch or the hospital sites
  • Respond to and complete support line tickets in a timely manner – escalate when required
  • Perform Generator checks and ensure PM are completed by outside contracted company and notify fuel company when needed.
  • Ensure regular scheduled services (i.e. pest control, mat changes, shredding, Fitness den equipment PM’s, First Aid Kits replenishment, building PM’s) are completed
  • Ensure Monthly Fire Safety Inspections are kept in the appropriate log book

Other Related Activities:

  • Required to be on call as per current on call roster with other facility assistants on a rotation of one week every 3 to 4 weeks
  • Travel to HNHB-LHIN offices and satellites within the HNHB LHIN geographic area.
  • May be required to work at different office location within the HNHB LHIN
  • Reliable transportation required
  • Encourage staff to follow proper procedures for request – support line ticket, Facilities Change request forms or request they talk to their Manager directly
  • Provide vacation coverage for facilities co-workers vacations when required
  • Initiates purchases and authorizes emergency maintenance activities in absence of Supervisor, Facilities
  • Assists HNHB Assistants in setup of meeting rooms as requested and ensures meeting rooms have required facilities equipment
  • Arranges delivers equipment and/or office supplies as required
  • Leads and/or participates in and demonstrates an understanding of quality, risk and client safety principles and practices. 
  • Follows all safe work practices and procedures and immediately communicates any activity or action which may constitute a risk to quality, and client safety.
  • Other duties as assigned

Qualifications

Educational Qualifications

  • Completion of Secondary School or equivalent

Experience

  • Minimum of 1 year previous experience in a similar or related position
  • Knowledge of building and security rounds and all after hours building contacts
  • Must have facilities experience and familiarity with HNHB

Skills & Abilities

  • Basic computer and keyboarding skills
  • Problem-solving and decision-making skills
  • Negotiation skills
  • Flexibility
  • Creativity
  • Strong organizational and time management skills
  • Ability to recognize and meet deadlines
  • Excellent customer service and interpersonal skills
  • Verbal and written communication skills
  • Accuracy and attention to detail
  • Self directed and the ability to work independently and in a team sitting

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