Administrator (Maintenance)

UPP currently has an exciting opportunity for an Administrator (Maintenance) to join our team. This is a permanent position working 37.5 hours per week from 9am to 5pm, Monday to Friday.

**Salary Circa**:£22,352.47 per annum

**Benefits Include**: Cycle to work scheme, pension, store discounts 25 days holiday plus bank holidays life insurance and many other perks.
**Location**: UPP Exeter, located on the University of Exeter campus

**Roles and Responsibilities**

**General Administration Duties**
- Monitor Helpdesk system to ensure the team meet UPP’s SLA requirements, liaising with maintenance team, contractors, university client, residents and others.
- Assist the relevant manager(s) in the co-ordination of all on-site activities
- Support the relevant manager(s) with day-to-day administration
- Help to maintain full compliance with statutory legislative requirements
- Operate a computer based property management database monitoring all reactive work and planned maintenance
- To maintain compliance records, PPM records, personnel records, contractor records and other maintenance related administration tasks.
- To help ensure effective and balanced deployment of maintenance team resources.
- To assist the Manager in the production of various reports for the University client, UPP RSL and residents of our accommodation.

**Procurement**
- Assist in monitoring of stock levels and in the procurement of goods and services via the UPP RSL purchase system.
- Source potential suppliers
- Put forward new supplier requests with the procurement team
- Obtain and input supplier details on the site database
- Submit purchase order requests for goods and services
- Receive and check deliveries
- Ensure all goods and service receipts are checked, signed and passed to site administrators
- Carry out periodic stock audits and maintain par levels of stocks
- Undertake asset condition surveys to inform stock purchasing decisions
- Monitor requests for uniform and PPE and submit appropriate PO requests
- Ensure PPE supplies are maintained, in good working condition and in date
- Provide input into financial reviews and analysis

**Record Keeping**
- Maintain technical, PPM and statutory compliance records and supporting evidence.
- Ensure SharePoint and site and company filing systems are well maintained and current
- Maintain ‘Workday’ records appropriate to the maintenance department including monitoring annual leave for the team to ensure sufficient team resource is available to meet SLA obligations at all times
- Maintain a database of contractors ensuring all required information is up-to-date, including insurances, inductions, legislative/qualification records, RAMS’, annual contractor engagement letters, etc
- Evaluate contractor/supplier job sheets, quotes, etc and action as appropriate
- Carry out audits of ‘Planon’, ‘Prism’ (risk manager), etc and ensure all recommendations/actions are followed through to completion within timescales.
- Maintain HAV (Hand Arm Vibration) records for the maintenance team

**Planon**
- Support the helpdesk team by providing appropriate information to allow them to manage and monitor reactive work and planned maintenance tasks.
- To backfill the helpdesk team and front of house team, when required in the event of absence.
- Report on ‘Lates’ jobs from ‘Planon’ and provide supporting evidence
- Review Quarterly Planon Audits to ensure 100% compliance
- Support the relevant managers to achieve Technical Compliance KPIs

**Other**
- Carry out role of Site Safety Co-Ordinator and attend SSC regional/national meetings
- Maintain the SHSEMS or equivalent filing system on SharePoint
- Utilities monitoring and reporting
- Waste stream compliance, environmental compliance and reporting
- Cost evaluation of project proposals to improve value for money or efficiencies in service delivery
- Undertake training as required, including IOSH Managing Safely
- Be prepared to work additional hours as and when the need arises, especially during the main student arrival and departure weekends
- Assist with departmental recruitment and maintain personnel records
- Other duties commensurate with the post
- Consistently perform in a manner which aligns to UPP’s Value and Behaviours

**Person Specification**

**Experience**

Demonstrable strong administrative experience within a customer service environment

Previously worked within a facilities or maintenance environment

**Skills/Knowledge/Ability**
- Used to working with KPIs, reports, dashboards and data analysis.
- Good planning, organisational and analytical skills
- Articulate and numerate with good verbal and written communication
- Ability to interpret and manipulate data with accuracy and excellent attention to detail
- Experience or broad understanding of technical aspects of buildings, repairs processes, building trades

**Education/Qualifications**

GCSE Maths & English

Educated to ‘A’ level or equivalent

**Perso