22p-33 Ems Administrator

**Organisation position and purpose**:
The EMS Administrator is a key member of the Pirbright Institute’s Capability Estates Management Services (EMS) Team. The role is integrated with the Pirbright Finance Team and liaises with Central Procurement in many areas, ensuring alignment of procurement services.

**Main duties and responsibilities**
- Customer facing key contact for site-wide Research Groups, Operations Teams, external third parties, suppliers, and contractors. Managing EMS maintenance, service contracts, FM and commercial services which will include:

- Liaison with Procurement on the administration of tenders.
- Raising of purchase orders through the site procurement portal in response to engineering and project purchase requests. Timely receipting POs against goods and serviced received and updating the portal.
- Updating of the Departmental Organogram and liaising with HR and Finance to maintain continuity on coding.
- Generation of monthly Key Performance Indicators.
- Producing and maintaining Third Party Service Agreements / Maintenance Contracts records on Computerised Maintenance Management System.
- Managing contract renewals through competitive tendering process in liaison with the central Procurement Team.
- Supporting the EMS Helpdesk and Top-Desk systems to ensure site maintenance services are maintained to the required service levels during periods of staff absence.
- Monthly provision of EMS OPEX accounts expenditure Vs budget KPI data for Pirbright Executive Board reporting.
- Tracking energy and utilities spend and forecast and supplier liaison through central Finance procurement in line with budget in liaison with Capability Operations Projects Manager.
- Supporting the Operations Projects Manager in CAPEX management and expenditure process including project expenditure forecasting, monitoring, and reporting.
- Assist with the annual renewal of Soft FM services, such as Grounds Maintenance. pest control and washroom facilities, including the review of site / end user requirements and negotiation of costs.
- General administration of internal paperwork processes such as quotations, tenders, invoices and purchase orders.
- Ongoing Maintenance and management of commercial documentation and financial records, ensuring that documents and records are continuously in compliance.
- Participation in Health & Safety and Quality Assurance procedures, as appropriate to the post.

This job description is only an outline of the tasks, responsibilities and outcomes required of the role.

The jobholder will carry out any other duties as may be reasonably required by his/her line manager.

The job description and personal specification may be reviewed on an ongoing basis in accordance with the changing needs of the Human Resources department and The Pirbright Institute.

All employees shall actively participate in the Institute-wide quality assurance system in conjunction with the Institute’s Quality Manager. _Employees are also expected to safeguard their own health and safety and security by following policies and all e_mployees are responsible for the Health and Safety and security of staff under their management.

**Personal behaviours**

Time management, reliability under pressure, decision making/problem solving skills, action-oriented, agile, ethical/credible, creative, influential, collaborative, diplomatic, results driven and engaging,

**Specific requirements**

Essential
- GCSE (or equivalent) in English & Maths
- Relevant work experience in a similar Commercial role
- Understanding of Quality Management Systems and processes
- Excellent oral and written communication skills, including the ability to communicate effectively senior managers and finance professional
- Evidence of experience of change-management, influencing and strategic vision
- Good level of computer literacy & knowledge such as electronic procurement portals and Helpdesk systems. Word & Excel.
- Commercial Skills - good knowledge / understanding of Contracts & SLA’s.
- Financial Skills - good knowledge / understanding of controlling costs / managing budgets.

Desirable
- Professional procurement qualification such as CIPs
- Awareness of UK-Gov procurement rules
- Knowledge of Public Sector and/or Research Environments
- Evidence of networking skills with the ability to build effective collaborative relationships

**What we offer**
- 25 days annual leave per annum, pro rata, plus 10.5 public and privilege days
- Buy and sell annual leave
- Option to carry over up to two weeks annual leave
- Pirbright gym with subsidised membership
- Pirbright social club
- Pirbright Lifestyle Hub (employee discount site)
- Cycle to work
- Subsidised staff restaurant
- Childcare allowance
- Free onsite parking
- Electric Car charging facilities