Band 3 Contracts Administrator

6 months ago

Derry, United Kingdom Platinum Recruitment NI Ltd Full time

Job Title : Band 3 Contracts Administrator

Location : Derry

Duration : Temporary

Rate : £11.67p/h

Hours : 18.75Hours

**MAIN DUTIES & RESPONSIBILITIES**

1 Processing of invoices via the FPM system, completing goods checked, price checked and distributing to Estates Officers for approval.

2 To provide administration of service contracts and repairs of specialist equipment.

3 Planning of routine service visits in accordance with Contract Schedules.

4 Monitoring of Service Visits and Contract Expenditure against Contract Schedules.

5 Co-ordination of servicing with Contractors and Equipment Users.

6 Maintain records of all Service Contracts.

7 Processing of Buying Orders and invoices in a timely manner via FPM

8 Prepare Quarterly and Yearly Service Contract Budgetary and Expenditure reports on Excel Spreadsheets.

9 Updating and maintaining computer databases and production of report.

10 Support the development of the Asset Management Database.

11 Provide planning and co-ordination of service contract Trustwide, to include:

- Renewal of service contracts
- Appropriate approvals to let contracts
- Maintenance of up to date records of essential contract information:

- Contract Files
- Schedules of Equipment
- Contract cost information
- Insurance details
- Procurement Records
- Tax certificates
- Record of service contract agreements
- Service Reports

12 Provide Administrative support to the Estates Officers in the Management of Service Contracts.

13 Deal with servicing queries and handle as appropriate.

14 Develop appropriate administrative procedures to ensure compliance with Trust Policies and Standing Financial Instructions.

15 Service Estate Managers meetings including organising meetings, taking minutes, preparing agendas and papers for meetings and taking follow up action.

16 Support Estates Administration Manager in the management of staff involved in service contracts management, equipment repairs and asset management in the Altnagelvin Offices.

17 Provide diary management for senior Estates Managers as required.

18 Operating Estate’s Maintenance and Medical Helpdesk (telephone job requests) as part of team.

19 Reviews individually at least annually the performance of immediately subordinating staff, provides guidance on personal development requirements and advise and indicate, where appropriate, further training.

20 Ensure that the review of performance identified in (20) above is performed for Staff for whom they have responsibility.

21 Maintain staff relationships and morale among staff reporting to FM Estates Administration Manager.

22 Delegate appropriate responsibility and authority to the level of staff within his/her control, consistent with effective decision making, while retaining overall responsibility and accountability for results.

Essential Criteria:
Minimum of 5 GCSE O Levels or Equivalent at min C grade, 2 of which should be English and Maths

**and**

One year’s Administrative/ Clerical experience

**and**

Previous working experience of using Microsoft Word and Excel

**and**

Previous Working Experience of using databases

**OR**

Three year’s Administrative / Clerical Experience

**and**

Previous working experience of using Microsoft Word and Excel

**and**

Previous Working Experience of using databases

*Experience should be in an office based environment

Platinum Recruitment NI Ltd is an equal opportunities employer and a Corporate Member of the Recruitment and Employment Confederation (REC) and abide by the REC Code of Professional Practice. Platinum Recruitment NI Ltd adheres to all current employment legislation.

**Job Types**: Part-time, Temporary contract

**Salary**: £11.67 per hour

Expected hours: 18.75 per week

Schedule:

- Monday to Friday

**Education**:

- GCSE or equivalent (required)

**Experience**:

- Microsoft Office/Word: 1 year (required)
- Administrative/Clerical: 1 year (required)

Work Location: In person

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