Estates Administrator

3 weeks ago

Glasgow, United Kingdom Scottish Prison Service Full time

You will provide administration support to Estates Maintenance teams ensuring auditable systems are in place to provide assurance that compliance is maintained throughout all administration processes and procedures. Duties include processing of requisitions, goods received and invoices using the SPS Financial Management System, placing orders with suppliers and the coordination of maintenance contracts, paperwork and service visits.

You will be responsible for recording staff attendance and the population of staff records, including training databases ensuring clear communications are developed between internal and external training service providers.

You will also be required to attend and provide minutes for meetings. A key work element of this post is the operation and use of the Computerised Maintenance Management System (CMMS) to allocate, monitor, record and report maintenance tasks.

**Please note**: this recruitment campaign is aligned to the new Competencies for Success Framework (CSF) which will be formally launched in the coming months. This framework will replace the existing Behavioural Competency Framework. Please refer to the attached CSF document for further support and information.
- Responsibilities- Carry out general administrative duties, attend meetings and facilitate the taking of minutes ensuring these are accurate and issued promptly provide reports, create and update spreadsheets, Provide Management information, transcript data, manage calendars.- Operation of the Maintenance Helpdesk facility ensuring all reported tasks are supplied timeously to the relevant maintenance staff.- Point of contact for the logging and booking of planned and emergency reactive maintenance service visits from service providers ensuring that the effective use of resource is considered.- Ensure accurate and up to date records are compiled relating to absence, annual leave, toil, overtime and on call for estates staff and are maintained.- Day to day operation of computerised systems such as the Computerised Maintenance Management System (CMMS), the SPS Financial System (Agresso) and management of internal systems such as staff attendance and training.- Efficient administration of procurement processes including registration, receipt, and ordering of goods and materials required ensuring all relevant procurement and administration documentation is completed in accordance with policy requirements.**Person Specification**- Qualification RequirementsFive National 5 Qualifications, including English and Arithmetic / Mathematics or equivalent qualifications or relevant experience.

**Essential**
- Knowledge, Skills and Experience Requirements**IT Skills**

Proficient in the use of IT systems and software including packages such as Excel, Word and Outlook.

**Essential**

**Administration Experience**

Experience of carrying out general administration duties within a busy office setting.

**Essential**

**Workload Management**

**Essential**

**Finance and Procurement Knowledge**

Proven knowledge of finance and procurement policies and processes or willing to develop this knowledge in the workplace with full support from SPS.

**Essential**
- Behaviour Requirements- Plan & Organise- Relationships & Collaboration- Accountability & Initiative- Listen & Communicate- Selection method 1- Interview

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