Job Summary
- The Facility and Operations Officer is responsible for overseeing the smooth day-to-day operations of the clinic by managing facilities, maintenance activities, utilities, assets, inventory, vendors, safety compliance, and operational support functions.
- The role ensures that the clinic environment remains safe, functional, clean, professionally maintained, and operationally ready at all times.
- The Facility and Operations Officer supervises Maintenance Officers and other facility support personnel to ensure the highest standards of facility management and operational excellence.
Key Responsibilities
Facility Management:
- Oversee the maintenance and upkeep of all clinic facilities, infrastructure, furniture, and fittings.
- Conduct routine facility inspections and ensure identified issues are resolved promptly.
- Ensure treatment rooms, reception areas, offices, restrooms, and common areas remain clean, functional, and presentable at all times.
- Supervise Maintenance Officers and ensure facility maintenance schedules are executed effectively.
- Coordinate preventive and corrective maintenance activities.
- Maintain records of repairs, maintenance activities, and facility-related incidents.
- Recommend facility improvements and upgrades where necessary.
Operations Management:
- Support the efficient day-to-day operation of the clinic.
- Ensure all operational areas are adequately prepared and functional before service delivery.
- Monitor operational processes and recommend improvements to enhance efficiency and client experience.
- Ensure adherence to established operational procedures and service standards.
- Support the execution of clinic campaigns, projects, events, and operational initiatives.
- Identify operational challenges and implement corrective actions where necessary.
Equipment and Asset Management:
- Maintain an up-to-date register of clinic assets and equipment.
- Coordinate servicing, repairs, and preventive maintenance of equipment.
- Monitor equipment performance and minimise downtime.
- Track warranties, maintenance agreements, and service contracts.
- Support the procurement, installation, and commissioning of equipment and facility assets.
Inventory and Supplies Management:
- Monitor stock levels of facility consumables and operational supplies.
- Ensure the availability of cleaning materials, office supplies, PPE, and maintenance consumables.
- Conduct inventory checks and maintain accurate inventory records.
- Coordinate replenishment requests and support inventory planning.
- Monitor usage trends and minimise stock shortages.
Vendor and Contractor Management:
- Source and recommend qualified vendors and service providers.
- Obtain quotations and support procurement activities.
- Monitor vendor performance and ensure service delivery meets agreed standards.
- Maintain vendor records, contracts, and service agreements.
- Coordinate facility-related contractors and external service providers.
Utilities and Infrastructure Management:
- Oversee the effective management of electricity, water supply, internet services, generator operations, fuel usage, and other utilities.
- Ensure uninterrupted utility services to support clinic operations.
- Monitor utility consumption and identify opportunities for cost optimisation.
- Escalate and coordinate resolution of utility-related issues.
Health, Safety and Compliance:
- Ensure compliance with workplace health, safety, and operational standards.
- Conduct routine safety inspections and risk assessments.
- Ensure emergency exits, fire extinguishers, first aid kits, and safety equipment remain functional and accessible.
- Maintain safety records and incident reports.
- Support regulatory compliance and implementation of safety policies.
Security and Environmental Management:
- Supervise security personnel and facility support teams.
- Ensure clinic premises remain secure, safe, and professionally maintained.
- Monitor access control procedures and security systems.
- Ensure environmental cleanliness standards are consistently maintained.
