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Facilities Administrator

7 months ago

Birmingham, United Kingdom Summerhill Services Limited Full time

We are currently recruiting for a self-motivated and customer - focused individual to join our passionate and driven team.

**Posts & hours**:
Helpdesk Co-ordinator

**Based at**: Hillis Lodge (B31 5HE)

**Hours**: 37.5 hours (Mon-Fri)

**Salary**: £23,502.96 - £25,058.29

(There is no need for previous applicants to apply)

Disclosure

We are looking for a confident, motivated, and ambitious person to join our Estates and Facilities helpdesk based in Birmingham as a Facilities Helpdesk Co-ordinator. In this role, you will be responsible for ensuring helpdesk requests are dealt with efficiently and effectively, scheduling Planned Preventative Maintenance Works (PPMs) works across the Birmingham and Solihull Mental Health Trust Group property portfolio.

You must be self-motivated and have strong customer service and problem-solving skills. As a team player, you will need the ability to work in a fast-paced environment being comfortable with multi-tasking and communicating directly with many different stakeholders including, clinical staff, in house trades staff, external specialist contractors together with the general public and remaining confident, assured and calm under pressure to ensure that deadlines are met. Previous experience in a call centre type environment and working with CAFM systems would be advantageous although not essential.

Are you an enthusiastic individual, with a ‘can do’ attitude and willingness to have a flexible attitude to work then this role might be for you

At SSL, we work in partnership with Birmingham and Solihull Mental Health Foundation Trust (BSMHFT), to deliver facilities management, transport and other support services to over 50 sites across the West Midlands. Our team keeps expanding and since our establishment, in 2012, we have grown rapidly though the acquisition of new sites and services. At SSL we take pride in our focus to support and contribute to the Trust’s aim which is to help people get better and challenge the stigma associated with mental illness. We are committed to continuous development of our practices and people and the provision of a fair and friendly work environment for everyone.

**To check all our vacancies visit**:
SSL is committed to ensuring the safety of all our staff and our customers, service users. In order to prevent the spread of Covid-19, the Government had passed legislation requiring individuals in England who are employed or engaged in the provision of a CQC regulated activity and have face to face contact with patients or service users to be fully vaccinated against Covid-19. SSL is obliged to comply with this statutory obligation. The Government policy takes into account specific exemptions to the requirement to be vaccinated and we recommend that you visit gov.uk for further information. However, this legislation is currently being reviewed and may be revoked. Accordingly, the position set out in this statement will be kept under review in light of any changes to the requirements.

**Key Responsibilities**:
1.1 Undertake all administrative duties. To include the production of letters, databases and
spreadsheets and reports etc.
1.2 Undertake general office duties, such as filing (electronic and hard copies),
1.3 Receiving incoming telephone calls/enquiries, taking messages and directing as
appropriate in a timely and effective manner as required.
1.4 Issuing and balancing petty cash in line with SFI’s and Finance Processes.
1.5 Processing of invoices in line with SFIs and Finance Processes.
1.6 Maintaining stock, obtaining quotations and placing orders with a wide range of
suppliers via multiple routes.
1.7 Reporting and issuing reactive work requests via multiple computer systems.
1.8 Maintain electronic diaries for the Team as required.
1.9 To arrange meetings, distribute any associated paperwork relevant to meetings and to
make room bookings and hospitality available where required.
1.10 To attend meetings as required, taking notes/minutes/action points. Typing these and
distributing within a timely manner.
1.11 To collect and collate routine data and input daily, weekly or monthly to designated
reports/spreadsheets.
1.13 Disseminating team wide communications and to maintain information boards with up to date and relevant information.
1.14 To help produce monthly and quarterly dashboard reports as requested in the formats
designated by the team managers.
1.15 To help to maintain and contribute to producing data for statutory returns for the
Department.
1.16 To help develop and maintain effective filing, retrieval and bring forward systems for the department.
1.17 To help undertake and collate responses and produce reports for department
survey’s/audits.
1.18 To communicate effectively with a wide range of personnel at all levels to ensure a
cohesive workflow and customer service.
1.19 To maintain good working relationships with the team
1.20 To undertake any other administrative, clerical or secretarial duties appl