Estates Administrator

6 days ago

Clydebank, West Dunbartonshire, United Kingdom Venesky Brown Full time
Job Description

Venesky-Brown's client, a public sector organization, is seeking an Estates Administrator & Coordinator for a 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 telephone requests for non-emergency and emergency Estates jobs and service requests, reporting, progress general requests and enquiries.
  • 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.
  • 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 work force.
  • Ensure that Health & Safety legislation requirements are maintained within work tasks by ensuring Risk Assessments are available and current, monitor for review dates for both Risk Assessments and departmental policies and maintain a hard copy of viewing by operators.
  • Prioritise and forward emergency jobs to 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 process of written and verbal communication in the event of electronic system failure.
  • Collate daily statistical data on job logging reports necessary for completion of monthly management report on performance for all facilities functions.
  • Maintain/record stationery stock levels
  • Collate recorded information ensuring anomalies are highlighted to relevant supervisor/manager to ensure closure.
  • Distribute incoming Estates/Helpdesk mail. Ensure outgoing mail is correctly addressed and delivered to the mailroom.
  • Complete all management administration tasks typing of letters, memo's 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 & Building Craft Operative
  • Knowledge of full range of administrative and organisation 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

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