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Maintenance Operations Assistant
2 months ago
Venesky-Brown's client, a public sector organization, is seeking a skilled Estates Administrator & Coordinator for an initial 3-month contract. This role will be based on-site and will involve working Monday to Friday, 8:30am to 4:30pm (37 hours per week).
Key Responsibilities:
- Receive and process non-emergency and emergency Estates jobs and service requests, reporting progress and transcribing information from telephone-based voicemail calls.
- Ensure all internal and external telephone requests or enquiries are dealt with in an efficient, effective, and professional manner.
- Operate and monitor the facilities/estates software system (Agility), providing customer feedback on reported defect progress on request.
- Tracing jobs where job numbers have been mislaid/lost, archiving all defects and planned preventative maintenance tasks.
- Proficient in the use of the organization's email, voicemail systems, and internal and external paging system.
- Reporting any defects to relevant on and off-site maintenance companies, recording calls and job references, and ensuring follow-up calls where necessary.
- Responsible for raising purchase orders for stationery and office equipment.
- Provide regular monitoring information on performance in compliance with targets.
- Assist in the planning of all RWOs/PPMs to ensure the maintenance of GJNH Estates and all associated property-related assets is managed effectively in line with the current NHS Scotland and statutory guidance.
- Provide weekly performance reports to senior management to ensure the efficient use of the maintenance workforce.
- Ensure that Health & Safety legislation requirements are maintained within work tasks by ensuring Risk Assessments are available and current, monitoring for review dates for both Risk Assessments and departmental policies, and maintaining a hard copy of viewing by operators.
- Prioritize and forward emergency jobs to the appropriate Supervisor for allocation to relevant staff.
- Carry out the completion of staff payroll (SSTS) for Estates and Security, ensuring accurate information is input.
- Revert to manual processes in the event of electronic system failure.
- Collate daily statistical data on job logging reports necessary for completion of monthly management reports on performance for all facilities functions.
- Maintain/record stationery stock levels.
- Collate recorded information, ensuring anomalies are highlighted to relevant supervisors/managers to ensure closure.
- Distribute incoming Estates/Helpdesk mail, ensuring outgoing mail is correctly addressed and delivered to the mailroom.
- Complete all management administration tasks, typing of letters, memos, spreadsheets as required on behalf of Estates Managers.
- Record minutes and prepare papers of meetings as and when required.
- Provide cover to Estates reception desk when required.
Essential Skills:
- Experienced administrator with evidence of facilities, estates, or maintenance coordination.
- The post holder requires to develop a base level of theoretical knowledge of trades within the department, i.e., Multi-Skill Technician, Maintenance Assistant, and Building Craft Operative.
- Knowledge of full range of administrative and organizational policies and procedures acquired through training and relevant experience (e.g., Advanced keyboard skills, formatting large documents, complex spreadsheets).
- Software skills, e.g., (word, excel, outlook, database creation and management, access, power point, internet, intranet) gained through HNC qualification or relevant experience.
- Legionella Awareness.
