Support Facilities Coordinator
Job Description
Job summary
The Support Facilities Coordinator is responsible for the coordination of non-clinical and indirect facilities services across the Hospice.
They coordinate cross-functionally, integrating people, place and process to ensure within the wider hospice environment to ensure safe, welcoming, efficient and well-managed non-clinical spaces that support staff, volunteers, patients, families and supporters.
Main duties of the job
The postholder line manages the reception team and Volunteer Drivers while coordinating business equipment, office consumables, non-clinical cleaning, secondary catering coordination and waste management. The role ensures strong governance, safeguarding awareness, cost control and operational resilience across all non-clinical facilities services.
Working closely with clinical, corporate and estates colleagues, the Support Facilities Coordinator ensures that the Hospice presents a calm, compassionate and professionally managed environment from first point of contact through to internal workplace experience.
In summary, the Support Facilities Coordinator is accountable for:
- Safe and compliant environments.
- Availability and governance of equipment.
- Disciplined management of consumables and stores.
- Effective supervision of Volunteers.
- Dignified management of shared and bereavement spaces.
- Supporting uninterrupted service delivery.
Key to the quality of service we provide, this role requires visible, hands-on leadership, emotional intelligence and a strong delivery mindset. The postholder must be comfortable operating within a hospice environment where compassion, discretion and professional standards must coexist.
Subsequently, success in this role depends on presence, accountability and the ability to translate policies into consistently delivered day-to-day practice.
About us
St Giles Hospice is a registered charity founded in 1983 by the Reverend Paul Brothwell, originally to improve the care of local people dying with cancer.
We now support patients, and their loved ones, living with a terminal illness. Our dedicated team provides individually-tailored care, free of charge, either at the hospice or in patients own homes across our communities.
We spend close to £10 million a year providing our specialist services. With just 18% of this funded by the Government, we rely heavily on donations and income generation from the local community.
Job responsibilities
The role entails but is not limited to the following areas:
Reception & Front of House Experience
Leading the Reception team to the following standards:
First Impressions & Compassionate Welcome
- Ensuring reception provides a warm, calm and compassionate first point of contact.
- Promoting trauma-aware and grief-aware communication.
- Maintaining a professional yet homelike welcome style.
- Supporting families unfamiliar with hospice environments.
- Recognising emotional cues and respond appropriately.
Visitor Navigation & Wayfinding
- Providing clear directions to wards, clinics and family areas.
- Arranging escort for vulnerable visitors where appropriate.
- Anticipating confusion points and proactively guide.
- Supporting accessibility needs (mobility, sensory, language).
Incident & Emergency Response
- Acting as first alert point for incidents or emergencies.
- Understanding emergency codes and escalation pathways.
- Triggering emergency response procedures when required.
- Supporting visitor communication during incidents.
- Coordinating lockdown or restricted access processes when needed.
Coordination & Internal Communication
- Maintaining strong daily links with Ward Managers and outpatient clinic coordinators.
- Coordinating with housekeeping and facilities on emerging issues.
- Participating in daily briefings regarding capacity, sensitivities or operational risks. Volunteer Drivers Governance & Coordination
- Ensuring clear role scope and boundaries.
- Supporting safe recruitment and onboarding in partnership with Volunteer Services.
- Coordinating training and induction, including safeguarding and confidentiality.
- Aligning driver deployment with clinical and patient needs.
- Providing pastoral support and supervision.
- Maintaining appropriate documentation and compliance oversight. Safety, Security & Safeguarding
- Supporting visitor sign-in/sign-out processes.
- Maintaining safeguarding awareness across shared and public spaces.
- Promoting personal safety and lone visitor considerations.
- Ensuring fire safety information is visible and accessible.
- Maintaining clear incident reporting pathways.
Supporting controlled access procedures where required. Catering & Kitchen Coordination (Non-Clinical)
- Kitchen & Washing Up Areas (e.g. Whittington Site)
- Maintaining workflow zoning and hygiene standards.
- Coordinating volunteer rotas and representation.
- Overseeing washing up and decontamination areas. Waste & Environmental Management
- Overseeing waste segregation, storage and collection processes.
- Ensuring compliance with environmental standards.
- Liaising with waste contractors where required.
- Promoting sustainability initiatives and waste minimisation. Back Office Catering Supplies
- Managing storage and stock of tea, coffee and hospitality items.
- Coordinating ordering and replenishment
- Maintaining value-for-money oversight. Business Equipment Asset Register & Lifecycle Management
- Maintaining a comprehensive business asset register (IT and non-IT equipment).
- Ensuring unique tagging and location tracking.
- Supporting lifecycle replacement planning.
- Maintaining inventory of desks, chairs and ergonomic equipment.
- Supporting DSE compliance processes.
- Monitoring furniture condition and report defects.
- Contributing to sustainability and ESG considerations in procurement and replacement. Business & Office Consumables Management
- Maintaining defined core consumables list (paper, toner, stationery etc.).
- Coordinating centralised ordering to avoid duplication.
- Controlling access to bulk stock.
- Conducting regular stock checks and reorder triggers.
- Tracking spend by departmental cost centre.
- Promoting reduction initiatives (e.g. print-light, digital-first).
- Supporting waste minimisation campaigns.
- Ensuring operational resilience through appropriate stock holding of business supplies. Non-Clinical Cleaning (Outsourced Contract)
- Maintaining defined cleaning schedules for:
- Corporate offices (Finance, HR, Fundraising, Administration)
- Meeting and training rooms
- Main Reception
- Staff rooms and breakout areas (non-clinical zones)
- Corridors and stairwells (non-clinical zones)
- Staff and public toilets
- Kitchenettes and coffee stations
- Monitoring contractor performance against agreed standards.
- Escalating service quality concerns.
- Supporting cost and resource control.
- Ensuring sustainability considerations are reflected in cleaning contracts. Key relationships:
- Head of Estates & Facilities
- Housekeeping Team
- Reception Team
- Facilities & Patient Experience Manager
- Clinical Leads & Ward Manager
- Estates and Facilities Administrator
- Infection Prevention & Control (IPC) Lead
- Clinical Governance Team
- Estates & Maintenance Team
- Catering Team
- Volunteer Services
- Finance & Procurement
- Health & Safety Representatives and Lead
- External contractors
- Equipment Servicing & Calibration Providers
- Volunteers, Patients, Families and Supporters Just so you know: We may review applications before the application review date, however, if you apply after the application review date, your application may not be considered. We will accept applications until we have ...
