Facilities Assistant

7 months ago


Bolton, United Kingdom SpaMedica Full time

**Do you motivate yourself by always trying to exceed expectations?**

Based in our Bolton Head Office and reporting to the Senior Facilities Manager this role will be key in maintaining FM management systems and ensuring day to day facilities admin and processes are managed across our growing multi-site business. The post holder will also support the Regional Facilities Managers to allow them to spend proactive time whilst completing site visits.

**Salary and benefits**:

- £24,150 per annum
- 37.5 hrs per week
- 28 days holiday (including bank holidays, increasing to a maximum of 33 days with length of service)
- Annual pay reviews.
- Employee Assistance Programme (EAP).
- Progression opportunities
- ** Bonus 1** January potential to earn up to 5% hospital/company related bonus.
- ** Bonus 2** June potential to earn up to 5% individual performance related bonus.
- £350 Refer a friend programme.
- Eye test and subsidy towards glasses.
- Company Events

**Who we are looking for**:

- You will be the first point of contact for hospital managers in relation to planned and reactive maintenance to include
- Act as help desk administrator as first line response to new work orders and calls, administering our help desk system responding to and resolving issues for customers, triaging and promptly escalating work orders as required.
- Communicating latest positions and outcomes to the hospital teams.
- Maintaining contractor database, including supporting the SFM & RFM’s when sourcing relevant contractors where required.
- Initial management of contractors and acquiring quotations for work, collation, and secure file storage of regulatory certification on an annual basis.
- Travel between sites as required.
- You will take responsibility for the day-to-day management of Expansive Facilities Management system, to include.
- Ensure colleague access to Expansive FM and iAuditor is maintained.
- Uploading latest test documents, plans and lease documents.
- Ensure that relevant critical dates are entered into the system.
- Ensure the user database is accurate, with the correct number of colleagues per site with access to the platform.
- Ensure all relevant and necessary detail is store in the correct location (Expansive Share Point etc)
- Be the initial point of contact on reactive facilities issues.
- Support Senior Managers / Hospital Managers with data requests when necessary. Present quality data upon request for presentation to external bodies such as ICB’s & CQC.
- Run KPI reports and prepare monthly board detail.
- Support the RFM’s to achieve KPI compliance.
- Active role in supporting clinical staff in new sites, from set up period through to providing support following opening. Manage arrangement for smooth delivery of services to all new sites.
- Manage several data trackers with the latest detail to support the function.
- Review quarterly Health Check Audits and deliver comprehensive reports to the SFM & COO detailing RFM performance.
- Support the colleagues within the facilities team with adhoc admin tasks and information collation.
- Ensure all contractors provide details annually to support our H&S obligations, collate contractor RA’s RAMS, Insurance details etc and store in the appropriate location.
- Assist with other ad hoc duties where required.
- Will require a standard DBS check.

**Experience**:

- Previous administrative experience
Facilities experience (preferable)
-

**Person Specification**:

- Knowledge of IT systems and Microsoft Office suite
- Team player.
- Excellent verbal and non-verbal communication skills
- Ability to work independently
- Ability to form working relationships with external parties.
- Ability to multitask and prioritise work
- Passion for continuous improvement. Creative attention to detail.


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