32226
32234
GP/E8-6
Facilities Officer
Facilities Officer
Director of Estates, Facilities & Capital Services
01 February 2008
30 September 2019
01 October 2022
3

 

1. FUNCTION

1.1

The purpose to this procedure is to ensure that there is a formalised process to maintain the landscaped environment to a good quality by pre-planned maintenance (PPM) and ad hoc work, both during and out of normal working hours.

1.2

All work is carried out to meet Health & Safety requirements.

1.3

Service is provided by the In-house team based at Lynebank Hospital covering West Fife locality, Kirkcaldy/Levenmouth and Glenrothes locality. The Stratheden/N.E. Fife locality is serviced by an outside contractor.

1.4

Current ground maintenance works are performed as per the pre-arranged schedule.

1.5

Ad hoc works are commissioned as required.

2. LOCATION

2.1

All NHS Fife properties with grounds and/or gardens.

3. RESPONSIBILITY

3.1

The Facilities Departments Fife Wide is responsible for the management of the grounds and gardens within individual sites in their relevant area.

3.2

The Facilities Officer or Designated Estates Officer sited within each designated geographical area will be responsible for oversight and ensuring that all areas are maintained to the agreed standard and that all works are carried out timeously.

4. OPERATIONAL SYSTEM

4.1

Work practices vary according to the season (Winter/Summer periods). A basic schedule of work listing services, frequencies and seasonal requirements for sites are drawn up. A programme of works is provided by in-house team/contractor identifying how the specification is to be met Fife wide.

4.2

Storage will be provided on the larger hospital sites for machinery, equipment and chemicals etc. Smaller properties, vehicles must be used for storage for all equipment.

4.3

The following planned main duties have been identified:

4.3.1

Grassed Areas, HedgeCutting and Pruning, Cultivation and Weed Control are carried out following a detailed ground maintenance work schedule.

4.3.2

Litter Clearance/Emptying of bins

All hospital sites and Health Centres have frequency uplifts. 

Ad Hoc requests to remove broken glass from car parks will be attended to as soon as conveniently possible.

4.3.3

Snow Clearing/Gritting

Snow clearing/gritting at Fife NHS premises is either carried out by the In-house gardening team and an outside contractor during the winter months (November-March). 

Related Publications

Appendix 1 – Snow Clearing, Gritting Standard Operating Procedure

Appendix 2- Guidance for staff involved in Gritting and Snow Clearing Operations

4.3.4

The ice clear pellets are to be used by health service staff initially until the ground maintenance team is available to carry out full gritting/snow clearing duties. Each Health Centre/Clinic is supplied with ice clear pellets  and snow shovel for staff to spread at doorways/entrances in the first instance (priority will be given to hospital sites and then Health Centres/Clinics by in-house ground maintenance team).

Full COSHH details are supplied with the pellets.

Appendix 3 – COSHH Ice Pick

4.4

For more information on any of the above please contact your local Facilities Department. For more information on your local contact please read:

Appendix 4– List of Contacts

4.5

During normal working hours contact your local Facilities Team. Contact your local Estates Team out of hours if there is an impact on services, such as:  power, water and anything that may impact on clinical services. The Estates Team on call rota and contact number is available from the main hospital switchboards.

5. RISK MANAGEMENT

5.1

There is a requirement that the following tasks are carried out to manage safe practices of work by the Manager of this service:

  • Method statements.

  • Risk Assessments.
  • COSHH Assessments on all chemicals used.
  • Training on the use of machinery.
  • Control measures for equipment.

6. RELATED DOCUMENTS

6.1

Snow Clearing, Gritting Standard Operating Procedure

Guidance for staff involved in Gritting and Snow Clearing Operations

COSHH Ice Pick

List of Contacts

7. REFERENCES

7.1

None 

Related Publications

  • GPE8-6 - Appendix 1 – Snow Clearing, Gritting Standard Operating Procedure
  • GPE8-6 - Appendix 2 – Guidance for Staff involved in Gritting and Snow Clearing Operations
  • GPE8-6 - Appendix 3 – COSHH ice-pick
  • GPE8-6 - Appendix 4 – List of Contacts