Estates Administrator & Coordinator
Venesky-Brown’s client, a public sector organisation in Clydebank, is currently looking to recruit an Estates Administrator & Coordinator for an initial 3 month contract on a rate of £13.19/hour PAYE. This role will be based on site and the working hours will be Monday to Friday, 8.30am to 4.30pm (37 hours per week).
Responsibilities:
– Receive and process telephone requests for non- emergency and emergency Estates jobs and
service requests, reporting, progress general requests and enquiries and transcribe information from telephone-based voicemail calls.
– Ensuring all internal and external telephone requests or enquiries is 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.
– Proficient in the use of the Board’s email, voicemail systems and internal and external paging system.
– Reporting any defects to relevant on and off-site maintenance companies, recording calls and
job references and ensuring follow up calls where necessary.
– Responsible for raising purchase orders for stationary 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
ensuing 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:
– Educated to at least HNC level or SVQ Business Administration Level 2 and relevant experience
within office environment is required.
– 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.
– 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
– Legionella Awareness
If you would like to hear more about this opportunity, please get in touch.
Responsibilities:
– Receive and process telephone requests for non- emergency and emergency Estates jobs and
service requests, reporting, progress general requests and enquiries and transcribe information from telephone-based voicemail calls.
– Ensuring all internal and external telephone requests or enquiries is 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.
– Proficient in the use of the Board’s email, voicemail systems and internal and external paging system.
– Reporting any defects to relevant on and off-site maintenance companies, recording calls and
job references and ensuring follow up calls where necessary.
– Responsible for raising purchase orders for stationary 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
ensuing 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:
– Educated to at least HNC level or SVQ Business Administration Level 2 and relevant experience
within office environment is required.
– 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.
– 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
– Legionella Awareness
If you would like to hear more about this opportunity, please get in touch.
