Facilities Contracts Administrator

Found in: Talent UK C2 - 2 weeks ago

Liverpool, United Kingdom Alternative Futures Group Full time
Facilities Contracts Administrator - Home based working

Alternative Futures Group is the North West’s largest Mental Health and Learning Disability charity.

With a strong track record over 30 years, we work and through our  to provide a wide range of innovative and bespoke care services.

We have a vision to create a world where people control their lives.  Here at AFG, we pride ourselves on helping the people we support to design, develop and ‘own’ the support they receive by planning this with them; we support people to make informed choices and increase their own independence; and we support people to maintain their own health, wellbeing and living environment.  These principles are really important to us.

As a ‘values based’ employer, the people that work for us genuinely care about the people they support, and we are seeking likeminded people to join our AFG family.  If you are passionate about working in Health and Social Care and have a real desire to make a positive difference to the lives of the people we support then we would love to hear from you.

At AFG we also recognise the contribution and value that our staff make.  We would not be able to provide the life changing support that we do without people like you 

In return for your contribution we will support you throughout your career and we provide a wide range of employee benefits, career development and lifestyle support services to ensure that you too feel supported, fulfilled and valued from day one of your employment with us.

Job Purpose

The Facilities Contracts Administrator will drive operational excellence across the Alternative Futures Group estate by coordinating the day to day management of all hard and soft facilities management contracts and ensuring contractor performance with the appropriate monitoring of SLAs / KPIs and management reporting.

This role will also be responsible for the up-keep and maintenance of the Alternative Futures Group hospitals and office sites and provide a point of escalation for issues where required.

 

Key Result Areas

  • Assist the Facility Manager in the day to day administration of all FM contracts across the AFG estate
  • Assist clinical leads and clerical officers on queries they may have with the maintenance of their sites
  • Act as a point of contact for day to day service provider queries in relation to FM contracts
  • Monitor service level information for all FM service contracts
  • Collate and provide service level reporting and cost reporting for management
  • Deal with general estates queries and escalations across all office and hospital sites
  • Ensuring daily, weekly and monthly facility checks are actioned and following up tasks reported
  • Liaise with staff, contractors and service users
  • Co-ordinate completion of reactive repairs, capital works program and service and maintenance schedules with the service providers
  • Meet contractors on site as and when required
  • Raise reactive calls with service providers and manage facilities at head office
  • Attend contract meetings and take minutes as and when required
  • Coordinating contractors in the absence of the Facilities Manager
  • Issue keys/passes to contractors/visitors
  • Work with the Purchasing Officer to facilitate building or service closures where required
  • Raising purchase orders and processing invoices in the absence of the purchasing officer

Person Specification - Essential Requirements:

Experience

  • 3 years in a facilities contracts administration role
  • Experience of contractor and works co-ordination and management through to completion.
  • Experience of co-ordinating quotes and cost reporting.
  • Experience of contributing to the success of effective working teams.

Skills

  • Strong verbal and written communication skills.
  • Data and information analysis and report compilation.
  • Well organised and methodical with excellent attention to detail
  • Excellent customer care.

Knowledge

  • Knowledge of Windows based Applications.
  • Proficient in the use of Microsoft Excel and Microsoft Word.
  • Knowledge of office facilities procedures and compliance requirements

Additional

  • Willing and adaptable to requests for assistance from team members.
  • Driving license/car user.
  • Adopts a flexible approach to work – able to prioritise and meet deadlines
  • Demonstrate experience of working accurately under pressure.

Qualifications

  • Minimum of 2 A Levels with at least 5 GCSEs including Maths and English

This role is Band I as per our structure

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