Administrator - Facilities Management

1 week ago

Stockport, United Kingdom Walker Healthcare Full time

Duties include, but not limited to:
**Key role**:Development of processes of cross-cover, and sharing, of a range of tasks within the Building Manager’s (BM) responsibilities, and in particular providing support to the BM during periods when the BM is out of the main office in connection with client meetings, building surveys and contractor discussions, principally:

- “Front of house” and reception duties, including telephone and e mail enquiries, and creating and maintaining filing systems (hard copy plus soft/electronic, including shared resources)
- Undertaking correspondence with head office, clients and suppliers commensurate with admin support duties.
- Daily meetings with hotel services contractor (including minutes)
- Minute-taking for other internal and operational meetings
- Drafting a weekly report
- Drafting a monthly NHS client report and attendance at client meetings (including minutes)
- Responding/coordinating other ad-hoc information requests from NHS client and Head office

**Additional contractual compliance duties**
- Maintenance of hard copy records evidencing legislative and regulatory compliance, principally dealing with Hard FM issues, plus archiving arrangements, including
- Monitoring. checking and archiving of reactive and preventative work sheets and the PPM schedule
- Support to head office-based Healthcare Operations Manager in auditing and maintenance of ISO 9001 quality management system, plus
- Support to BM with hotel services monitoring duties such as managing comments, suggestions and complaints, menu feedback and linen counts and accompanying/hosting client monitoring teams
- Admin support aspects of compliance with and ISO 9001 standard Quality Management System including document support, hosting audits and responding to observations and rectifications

**Procurement**
- Preparing and submitting purchase orders when approved, overseeing deliveries and related paperwork
- Monitoring and management of stock and storage areas
- Supplier review and maintenance of supplier contact information

**Contractor engagement and Health and Safety monitoring**
- Compliance with employee duties under Health and Safety legislation, to include
- Contractor monitoring and induction (sign-in/qualifications) plus monitoring risk assessments
- Supporting BM in Responsible Person duties for legionella and water safety, including records

**Skills to include**
- Proven experience of working in an office/administrative environment, preferably FM
- Good communication skills, both telephone and written
- Work on own initiative, multi-tasking and task organisation/prioritisation
- Basic numerical/arithmetical skills: confident and experienced with figures
- Intermediate level capability with the common, standard software packages - Windows, MS Office
- Basic familiarity/competency in management of Health and Safety issues

**General**
- To promote and maintain the good reputation of The Meadows as well as the Company
- To wear the correct uniform and name badge and maintain a smart appearance
- To be aware that operational duties are conducted in a clinical, healthcare environment and ensure that all information of a confidential nature gained in the course of duty is not divulged to third parties
- To undertake ongoing learning and professional development as necessary.
- To communicate effectively with all departments, visitors and external agencies
- Familiarity with, and compliance and implementation of relevant company policies and procedures
- Participation in staff and client meetings as and when required, plus appraisals and supervision meetings

**Job Types**: Full-time, Permanent

**Salary**: £21,000.00-£22,500.00 per year

**Benefits**:

- On-site parking

Schedule:

- Monday to Friday

Supplemental pay types:

- Yearly bonus

Work Location: In person

Reference ID: TMS/ADMIN
Expected start date: 13/09/2021

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