Estates Admin Officer

To be responsible for the management of the Facilities Planet FM System which is used to Log and monitor all jobs requested though the Department Help desk Hotline operators Ensure the smooth running of the Service Level Agreement/contracts by co-ordinating Staff, establishing and maintaining effective reporting procedures and prioritise workloads and meet timescales for all functions To ensure that all data is recorded within the Planet FM computerised system, and that the appropriate records are maintained within log books, plant rooms or alongside relevant equipment. Operating a busy computerised helpdesk that involves receiving complex and non-routine telephoned instructions from customers around the Trust and issue of works instructions for the tradesmen resulting from these calls and planned maintenance instruction Updating the computerised system once work has been carried out, assisting in chasing up uncompleted work and issuing delay notices to customers where work will not be completed due to operational difficulties. To provide training and technical support to all users of Planet FM Enterprise To assist the Facilities Business Support Lead in the management and development of the Facilities Planet FM System which is used to Log and monitor all jobs requested though the Department Help desk Hotline operator Assisting the Estates Managers in sourcing materials and services from suppliers and dealing with maintenance service contracts, processing requisitions and delivery notes and maintaining records of purchase Responsible for creating and maintaining databases for management, storage and retrieval of information relating to: Maintenance Records Other Statutory records Asset registers Collate and review new data from Direct Labour timesheets and prepare spreadsheets and reports of and for system improvement and Maintenance Management. Maintain records, databases, reference manuals and files pertaining to Estates; undertake administrative tasks including plotting, printing, photocopying, routine correspondence, setting up of software & printers Provide a liaison point for visiting contractors, including arranging access to secure or sensitive areas and maintaining records of attendance and the handing out and signing in of keys.

Arrange for call outs of specialised contractors To provide cover for the Facilities Helpdesk producing Contractor Passes and permits as appropriate checking RAMS and associated paperwork. To liaise with the Facilities Business Support Lead regarding new procedures and ensure all staff are kept informed of changes. Dealing with clients/carers/members of the public in person and/or receiving telephone communications ensuring that accurate messages for team members are maintained, using knowledge and initiative when messages are of a more urgent nature and require dealing with as soon as possible demonstrating understanding and sensitivity. To set up and maintain office systems and ensure they are administered efficiently and reviewed regularly.

These may include works records database systems. This is to include a Key Register to track keys issued to contractors and maintain security. Programing of Net2 and Easikey fobs to the access control system. To produce and distribute accurate quality correspondence and other documentation from audio and script utilising the available information technology to best effect.

To send and receive faxes and distribute accurately. To undertake additional duties including filing, photocopying, general clerical, minute taking at meetings and reception duties as required. To attend meetings as and when requested to administer minutes etc 22. To lead a team of engineers, semi skilled & Maintenance staff performing planned preventive maintenance, breakdown maintenance and other maintenance related activities to meet client needs and expectations.

This is via direct hands on approach and through direct supervision, issuing work via the Departments CAFM system, monitoring workloads and priorities and ensuring adherence to KPIs and SLA s. Complete attendance register notifying management of any sickness, shortfalls in labour, additional labour requirements etc. Co-ordinate holiday cards for signing off by estates manager and complete planner/diary ensuring adequate staffing levels are maintained. 24.

To lead and direct the development & improvements of the team reporting directly to the Maintenance Manager. Manage PDAs giving support to trade related staff in their use including fault finding, error rectification etc To assist with the Management of the Energy Management system (BMS) Checking temperatures and assisting engineers with controls when onsite. Manage the Departments vehicles ensuring they are MOT, Serviced and Taxed, Repaired when necessary and replaced with the most appropriate model to suite the needs of the service. To undertake 6 monthly checks of staff documentation and update the register accordingly.

28. To liaise with oth