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Helpdesk Manager

3 months ago

South Bank, United Kingdom Invictus Group Full time

Contract Management

* Maintain an up-to-date Estates contracts register.

* Monitor contract dates to ensure the NT is in contract at all times.

* Carry out tender processes for new contracts.

* Monitor contractor visits to ensure the NT is receiving the correct service in accordance with each contract and that compliance standards are being met, including following up on remedials.

* Monitor invoicing and billing to ensure the NT is being billed accurately.

* Set up regular contractor/contract meetings, chair review meetings where appropriate, take notes and manage actions, to ensure contract standards and terms are being met. Send out agendas and actions and take minutes for these meetings, as well as play an active role in managing the KPIs and the performance of the contractors.

Compliance

* Help maintain an effective compliance monitoring function (CAFM system) including maintaining applicable policies and procedures to reasonably ensure compliance with legal and regulatory obligations.

* Keep up to date with relevant regulations of key regulators, to ensure Estates compliance.

* Assist with the onboarding and record-keeping process for contractors.

* Ensure compliance visits and records are carried out and stored (respectively) in an up-to-date manner.

* Arrange training for staff responsible for statutory compliance, e.g. Legionella, Electrical Wiring Regulations and Mobile Elevated Working Platform (MEWP) licences.

Asset Management and CAFM System

* Manage the asset management and compliance modules of Concept, the CAFM System.

* Keep the CAFM asset list up to date, uploading current and new assets onto the system, to monitor lifespan, plan remedials and replacements and manage upgrades.

* Use the CAFM system for scheduling and monitoring contractor site attendance.

* Ensure the CAFM system is kept up to date and explore ways to develop its use and integration into the Facilities service, including customising the system to benefit our service, implementing and launching new functions and leading on upgrade projects.

Procurement

* Support Estates to develop tender information to carry out tender exercises and to be able to find suppliers to get a range of quotes for smaller scale work.

* Support Estates to test the market when getting quotes for goods and services to ensure the NT is always achieving best value for money.

* To define, with the support of the Estates Heads of Departments, financial instructions and put them into action to achieve savings and financial propriety and parity and to govern Estates purchasing.

Risk

* Maintain and update the Estates risk registers (departmental and overarching).

Line Management

* Supervise the Help Desk service and line manage the Help Desk operatives.

* Develop and deliver a first class Help Desk experience to the National Theatre stakeholders.

Administration

* Support Estates with administrative, programming and coordinating tasks across the department.

* Provide support to Estates when required particularly in relation to the Facilities Helpdesk.

Essential

* Demonstrable experience in a similar role and understanding of contracts, compliance and procurement in an estates function. Demonstratable experience of Estates regulatory and statutory compliance requirements.

* Experience of monitoring contracts to ensure best value for money for the organisation.

* Excellent IT skills to be able to maintain electronic records and compliance date-monitoring; experience of working with a CAFM system.

* Experience in working with a range of providers of building maintenance and compliance.

* Experience of dealing with senior leaders, colleagues, and contractors.

* Experience in managing tenders and developing tender information.

* Strong awareness of health and safety procedures and practices and a strong understanding of compliance