Administrator - Estates

Job Description

Science and Technology Facilities Council Salary: £25,702 to £27,938 per annumHours: Full timeContract Type: Open Ended (permanent)Location: UK Astronomy Technology Centre, EdinburghCorporate and Estates ResponsibilitiesAs a member of STFCs Estates and Facilities Management team, the post holder will proactively support the Estates Services remit to deliver flexible, customer focused and efficient services that support the delivery of STFCs vision, values and objectives.The Estates Services team needs to be agile and able to adapt to the ever-changing needs of our diverse customer base. Therefore, it is expected that the post holder will demonstrate a flexible and adaptable approach.All members of the Estates Services team will, from time to time, be expected to lead or participate (appropriate to Band level) in STFC and Estates projects that may be outside their normal remit.Remit of the role To provide professional support to ROE Estates Services team, ensuring a consistent and effective service is delivered and appropriately actioned.The role requires a self-motivated and customer focused approach and the post holder will be expected to take on a range of responsibilities, including, but not limited to, financial, operational and statutory administrative duties. The post holder willbe well organised and proactive, with an interest in STFC and Estates functions. They should also be willing to embrace change and be an advocate of new processes and systems. Clear communication and customer services skills are essential to this role.Key Responsibilities

• Acting as first point of contact with customers of all levels via all means of communication
• Entering all jobs on the Helpdesk CAFM system, ensuring full and accurate detail, and amending where necessary
• Working closely with Estates Services to observe and contribute to workflow processes, and highlight any potential issues
• Assisting in obtaining quotations and raising instructions via CAFM system
• Assisting in the scheduling of PPM tasks
• Raise and track requisitions/POs and reconcile invoices whilst maintaining Estates team budget information
• Provide support in the procurement and sourcing of sundry items/services to enable maintenance tasks ensuring value for money
• Undertaking appropriate training in the CAFM system and associated processes
• Manage and oversee contract administration for all Estates Team service contracts
• Manage administration of compliance and maintenance records ensuring data is correctly captured and uploaded
• Provide support for meetings
• Support and develop central document storage systems for operational activities
• Assist with physical site checks
• Maintaining excellent knowledge of C Cure for the generation and management of site passes and access control. Managing user profiles and producing bespoke reports
• Booking accommodation, taxis, and rail travel for Estates staff
• Assisting with production of management presentations
• Liaison and production of rotas for ICO and First Aiders
• Assist with Reception/Security duties during busy periods
• Champion the Estates Services
• Limited travel; may involve occasional overnight stays

Key Attributes - Person requirementsQualificationsEssential

• GCSE level passes (or equivalent), including English and Maths
• Previous experience in an administration role
• Excellent computing skills, particularly MS Office and web base software
• Excellent organisational skills
• Excellent attention to detail
• Excellent communication skills (written and oral)
• Ability to work in a team and independently
• Good time management skills
• Self-motivated

Desirable

• Administration qualification NVQ3 or equivalent.
• Knowledge of Oracle systems
• Knowledge of CAFM Systems
• Previous experience in an Estates/FM environment