Estates Facilities Coordinator

Job Description

Estates Facilities Coordinator Location: IpswichParking: Not SpecifiedJob Type: TemporaryDuration of booking: Expected to last 3 months and maybe longerProposed start date: ASAPSector: HealthcareBase: Call Centre environmentBand: 4Pay Rates: £11.00 paye per hour£12.00 paye inclusive of holiday pay per hour£13.00 umbrella per hourWorking Days and Hours: Monday to Friday 9am-5pm with half hour lunch, 37.5 hours a weekJob Summary To co-ordinate the running of the Estates office including provision of an efficient and comprehensive administrative/secretarial service to the Estates & Facilities Manager, maintaining confidentiality at all time. The role holder is expected to work largelyunsupervised, using their own initiative and to able to plan and co-ordinate multiple projects. A key element of the role is creating and maintaining accurate databases to monitor both financial and estates specific data. Communicate effectively with all departmentusers and to communicate with wide range of external companies to co-ordinate planned and reactive Estate maintenance works.Duties

• Act as initial point of contact for the Trust on Locality Estates services matters.
• To provide a help desk function in core hours - managing frequent interruptions to planned work.
• Receiving & interpreting Estate defects by telephone, email or in person, assessing level of urgency, arranging appropriate repairs and informing end users of action taken.
• Act on own initiative in absence of Estates Manager, referring to other Estate Managers only if necessary.
• Action enquiries appropriately using own initiative within scope of delegated authority referring to an appropriate Manager when necessary.
• To keep up to date with any required training in order to maintain effective use of the Estates management & database systems, currently Planet FM and MiCad and provide in house training to other users/new staff as required.
• Update & ensure accurate recording of all
• Estates related Locality site defects on Estates management software.
• Provide professional accurate information to the Estates Management team and Trust Managers as requested.
• Liaise with contractors to ensure all work is carried out, and invoices received in a timely manner.
• Respond to complaints and queries on the service delivered to the Trust by contractors.
• Provide Estates related information and advice to staff, contractors and building users, such as information from asbestos log, statutory compliance information, and building design data. Supply of building data to consultants in preparation of Estatesrelated schemes & projects, and assembly & preparation of information for inclusion in tenders & quotation documents.
• To liaise with contractors, delivering accurate information to obtain quotations for services/goods required.
• To select appropriate goods & equipment for site use and raise required purchase order requisitions.
• Manage own time to ensure correct prioritisation of work.
• To manage the Trust Locality based Security access system - Verex. Liaison with Managers of other locations, to actively manage Trust security.
• Negotiate repair deadlines with contractors to ensure all defects are dealt with effectively and promptly.
• Ability to empathise and offer reassurance when dealing with upset/angry staff/property tenants.
• Ensure safe keeping of master keys and maintain log of replacement/loan site keys issued to staff or contractors.
• Assist Estates & Facilities Manager when required with audits/surveys. Compiling other Estates Data.
• To manage all Estates related expenditure records, ensuring compliance with trust standing financial instructions.
• To create, develop and maintain an accurate Excel database of all Locality Estates expenditure, both revenue and capital. To monitor spending, reporting financial position to the Estates Manager on a regular basis to ensure that budgets are adhered to.
• To set up and review electronic diary to monitor all service contracts to ensure they are renewed in a timely manner.
• To arrange service visits to coincide with dates for required statutory regulations.
• To monitor lease documentation and keep Finance department informed of lease renewal & review dates and rental income due dates.
• Liaise with contractors to ensure all servicing and scheduled maintenance are carried out in accordance with contract agreements.
• To develop and manage accurate financial records of all capital projects, collating information by liaising with Management Accountants, contractors & Estates Management as required.
• Using the Agresso Finance systems, verify orders match invoices, check for numerical and coding accuracy and approve for authorisation by the Estates Manager.
• Prepare and record all non-stock requisitions and arrange for appropriate authorisation
• Record all purchase orders produced by the Procurement department checking for accuracy and ensuring they are issued to contractors in a timely manner.
• Monthly checking of budget information & coding to ensure all Estates expenditure is correctly coded. Alerting Management Accountants of any required amendments.
• Monthly compilation of budget accrual list as required
• Monitor office consumables, stock levels and re-order as required.
• To undertake a range of administrative/secretarial and coordination tasks for the Estates and Facilities Manager to maintain effective running of the office.

Keyskills :
Health CareNHSProject CoordinationEstatesan Estates Facilities Coordinator