Company:
Venesky Brown
Location: Clydebank
Closing Date: 17/10/2024
Hours: Full Time
Type: Permanent
Job Requirements / Description
Venesky-Brown’s client, a public sector organisation in Clydebank, is currently looking to recruit an Estates Administrator & Coordinator for an initial 3 month contract on a rate of £13.19/hour PAYE. This role will be based on site and the working hours will be Monday to Friday, 8.30am to 4.30pm (37 hours per week).
Responsibilities:
- Receive and process telephone requests for non- emergency and emergency Estates jobs and service requests, reporting, progress general requests and enquiries and transcribe information from telephone-based voicemail calls. - Ensuring all internal and external telephone requests or enquiries is dealt with in an efficient, effective and professional manner. - Operate and monitor the facilities/estates software system (Agility), providing customer feedback on reported defect progress on request. Tracing jobs where job numbers have been mislaid/lost. Archiving all defects and planned preventative maintenance tasks. - Proficient in the use of the Board’s email, voicemail systems and internal and external paging system. - Reporting any defects to relevant on and off-site maintenance companies, recording calls and job references and ensuring follow up calls where necessary. - Responsible for raising purchase orders for stationary and office equipment. - Provide regular monitoring information on performance in compliance with targets. - Assist in the planning of all RWOs/PPMs to ensure the maintenance of GJNH Estates and all associated property related assets is managed effectively in line with the current NHS Scotland and statutory guidance. - Provide weekly performance reports to senior management to ensure the efficient use of the maintenance work force. - Ensure that Health & Safety legislation requirements are maintained within work tasks by ensuing Risk Assessments are available and current, monitor for review dates for both Risk Assessments and departmental policies and maintain a hard copy of viewing by operators. - Prioritise and forward emergency jobs to appropriate Supervisor for allocation to relevant staff. - Carry out the completion of staff payroll (SSTS) for Estates and Security ensuring accurate information is input. - Revert to manual process of written and verbal communication in the event of electronic system failure. - Collate daily statistical data on job logging reports necessary for completion of monthly management report on performance for all facilities functions. - Maintain/record stationery stock levels - Collate recorded information ensuring anomalies are highlighted to relevant supervisor/manager to ensure closure. - Distribute incoming Estates/Helpdesk mail. Ensure outgoing mail is correctly addressed and delivered to the mailroom. - Complete all management administration tasks typing of letters, memo’s spreadsheets as required on behalf of Estates Managers. - Record minutes and prepare papers of meetings as and when required. - Provide cover to Estates reception desk when required.
Essential Skills:
- Experienced administrator with evidence of facilities, estates or maintenance coordination - The post holder requires to develop a base level of theoretical knowledge of trades within the department i.e. Multi Skill Technician, Maintenance Assistant & Building Craft Operative - Knowledge of full range of administrative and organisation policies and procedures acquired through training and relevant experience (e.g. Advanced keyboard skills, formatting large documents, complex spreadsheets). - Software skills e.g. (word, excel, outlook, database creation and management, access, power point, internet, intranet) gained through HNC qualification or relevant experience. - Legionella Awareness
If you would like to hear more about this opportunity, please get in touch.
- Receive and process telephone requests for non- emergency and emergency Estates jobs and service requests, reporting, progress general requests and enquiries and transcribe information from telephone-based voicemail calls. - Ensuring all internal and external telephone requests or enquiries is dealt with in an efficient, effective and professional manner. - Operate and monitor the facilities/estates software system (Agility), providing customer feedback on reported defect progress on request. Tracing jobs where job numbers have been mislaid/lost. Archiving all defects and planned preventative maintenance tasks. - Proficient in the use of the Board’s email, voicemail systems and internal and external paging system. - Reporting any defects to relevant on and off-site maintenance companies, recording calls and job references and ensuring follow up calls where necessary. - Responsible for raising purchase orders for stationary and office equipment. - Provide regular monitoring information on performance in compliance with targets. - Assist in the planning of all RWOs/PPMs to ensure the maintenance of GJNH Estates and all associated property related assets is managed effectively in line with the current NHS Scotland and statutory guidance. - Provide weekly performance reports to senior management to ensure the efficient use of the maintenance work force. - Ensure that Health & Safety legislation requirements are maintained within work tasks by ensuing Risk Assessments are available and current, monitor for review dates for both Risk Assessments and departmental policies and maintain a hard copy of viewing by operators. - Prioritise and forward emergency jobs to appropriate Supervisor for allocation to relevant staff. - Carry out the completion of staff payroll (SSTS) for Estates and Security ensuring accurate information is input. - Revert to manual process of written and verbal communication in the event of electronic system failure. - Collate daily statistical data on job logging reports necessary for completion of monthly management report on performance for all facilities functions. - Maintain/record stationery stock levels - Collate recorded information ensuring anomalies are highlighted to relevant supervisor/manager to ensure closure. - Distribute incoming Estates/Helpdesk mail. Ensure outgoing mail is correctly addressed and delivered to the mailroom. - Complete all management administration tasks typing of letters, memo’s spreadsheets as required on behalf of Estates Managers. - Record minutes and prepare papers of meetings as and when required. - Provide cover to Estates reception desk when required.
Essential Skills:
- Experienced administrator with evidence of facilities, estates or maintenance coordination - The post holder requires to develop a base level of theoretical knowledge of trades within the department i.e. Multi Skill Technician, Maintenance Assistant & Building Craft Operative - Knowledge of full range of administrative and organisation policies and procedures acquired through training and relevant experience (e.g. Advanced keyboard skills, formatting large documents, complex spreadsheets). - Software skills e.g. (word, excel, outlook, database creation and management, access, power point, internet, intranet) gained through HNC qualification or relevant experience. - Legionella Awareness
If you would like to hear more about this opportunity, please get in touch.
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