Administrator

Location: Chippenham, Wiltshire
Salary: £21,500 - £23,500
Posted: 6 Dec 2021
Closes: 27 Dec 2021
Job Type: Full Time and Permanent
Business Unit: UK Facilities Management
Region / Division: UK & Ireland
Reference: 10758

Role Responsibility:

HARD SERVICES ADMINISTRATOR

Abbeyfield School, Stanley Ln, Chippenham SN15 3XB

40hrs, Full Time, Permanent

£21,500 - £23,500 per annum

Excellent Company benefits including Contributory Pension

As a leading Facilities Management company, G4S FM improves the lives of millions of people across the UK and Ireland by creating productive, safe and smooth working environments. We support the efficient delivery of front line services in critical environments for the private sector, national and local government agencies.

At G4S FM our expertise in sectors such as defence, courts and hospitals is second to none. Our success is underpinned by the way we attract, develop and engage with our people, as well as the culture and values that shape the way we work and how our colleagues carry out their roles.

Our values are integral to everything we do. We act with integrity and respect. We are passionate about safety, security and service excellence and we achieve this through innovation and teamwork. We are a sustainable, ethical business and this is key to the ongoing success of G4S FM.

North Wiltshire Schools PFI is part of a portfolio of over 50 schools on the PFI Contract, employing over 400 staff.

North Wiltshire Schools PFI runs 3 schools and delivers key services in Cleaning, Mechanical and Electrical systems (M&E), Premises Management, Catering and Full Lifecycle replacement.

We have built a dedicated team based at each contract who are delivering a great service that you could be a part of.

We have an opportunity for a Hard Services Administrator to join our team. This is a full time role working 40 hours per week Monday to Friday 8am - 4.30pm.

As Hard Services Administrator you will be required to provide administrative support to the Hard Services Manager and the Contracts Manager across the contract. The task involves elements of office management and assisting in providing support to operational staff. Throughout, due emphasis is to be given to the importance of health, safety and the environment and to promote the importance and values of effective communication throughout G4S

Key Responsibilities will include:

Maintain an efficient support service to the COM, Hard Services Manager and Operational Site Teams completing all administrative tasks to deadline and to the prescribed standards including updating of weekly shift schedule for SSMT's

Auditing to be undertaken as requested liaising with HSS

Admin support to COM, HSM and HSS (Google Sheets/Docs)

Booking Statutory/Mandatory/Routine PPM servicing with Contractors as per PPM schedule and inline with School non-term time schedules

Following up any further remedial works from service reports

Booking Contractors for reactive repairs

Distribute PPMs to SSTs (as per schedule for weekly/monthly/annual etc.) Weekly Daily Audit sheets and advise any changes to keyholders with ARC (holiday/sickness)

Update PPMs when required, creating new or amending existing

Help Desk & Concept (CAFM) - Monitor ifms inbox and upload tasks to Concept Evolution sending to relevant Mobiess, tasks are raised in line with SLA (90mins/24hrs & 1 week).

Monitor outstanding tasks to avoid penalties to contract.

Lifecycle - Raise LC requests to SPC & G4S, adding to relevant NWS Trackers, raising paperwork to SPC and sending with relevant additional documentation to SPC Manager, raising request on G4S Assurance & LC tracker, raising POs once approval received.

Obtaining quotes from Suppliers (LC, Remedial works or Contract Cost)

Monitoring and updating NWS Compliance Tracker

Maintaining relationships with NWS Suppliers

Liaising with COM & HSM to produce works schedules, including Project/LC work

Attending meetings where required

To carry out Health and Safety responsibilities as per G4S corporate Part B responsibilities document complying with the HASWA 1974

Risk Assessment, method Statements champion relating to Hard Services only liaising with HSS

DBS collation from Contractors admin to be forwarded to the Facilities Coordinator

Asset Register - Maintain the FF&E and M&E asset register across all three sites, working with the operations teams

NWS Helpdesk task raising and associated admin liaising with team

NWS CAFM Champion including daily review of the Open Task report and chasing of outstanding

To work with Procurement liaising with the HSM on Sub Contractor contracts & SLA's

HSE Research as requested by HSM i.e. Approved Codes of Practice (ACOP) DBA compliance

Completion of Local Operating Procedures liaising with the Team

Project works as required by the business and its ownership

Raising Purchase Orders and Invoice queries

Covering for Facilities Coordinator and Financial Admin as and when required

The Ideal Candidate:

Essential Criteria:

Sound knowledge of IT systems (word/excel/PowerPoint)Google sheets

Minute taking ability

Experience of working with people at all levels

Highly Organised

Good Communicator

Reliable, conscientious with an eye for detail

Sound problem solving abilities.

Good financial acumen

Experience of working with sub - contractors and their contracts

Own transport

Additional Company Benefits available:

Company pension scheme with employer contributions

G4S Life Assurance Scheme

Free eye-tests/discounts for VDU users

Subsidised healthcare plan

Charity work- Match-IT and Payroll Giving

Employee Assistance Programme Scheme (Confidential Counselling Services, 24/7 support specialising in health and medical topics )

Discounts on high street shops and brands including several leading high street brands, retailers and travel suppliers

Progression, training and development opportunities.