Facilities Administrator

Job 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 £13.1+/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.