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    Clydebank, West Dunbartonshire, United Kingdom Venesky Brown Full time

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    Clydebank, West Dunbartonshire, United Kingdom Venesky Brown Full time

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Facilities Coordinator

4 months ago

Clydebank West Dunbartonshire, United Kingdom Venesky Brown Full time €13

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). Do you have the skills to fill this role Read the complete details below, and make your application today. 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: - Educated to at least HNC level or SVQ Business Administration Level 2 and relevant experience within office environment is required. - 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.
  • 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 - Legionella Awareness If you would like to hear more about this opportunity, please get in touch.