Administrator

To assist in the coordination of the Estates Department, providing the team with financial support, ordering/stock control and general administration duties as well as providing a point of contact for incoming enquiries from internal colleagues, external visitors, and contractors.

An exciting opportunity has been created as Service Co-Ordinator within our Estates team giving you the opportunity to undertake a variety of tasks some of which are highlighted below.  (Please refer to the full job description for all responsibilities).

The ideal candidate will have some experience in a coordinator or helpdesk role preferably, a good working knowledge of purchasing processes and excellent organisational skills.

This role is full time Monday-Friday (either 8am-4pm or 9am-5pm however on two days of the week it’s 9.30am-6.30pm. Those two days will either be Monday and Tuesday or Thursday and Friday

• To answer the telephone in a timely fashion, deal with phone enquiries, transfer calls and accurately relay any messages. Respond to email or in-person enquiries from staff and visitors.
• To oversee our department visitor process by liaising with Reception to ensure they are aware of upcoming visits, welcoming contractors in the Estates Yard, verifying and taking copies of ID & DBS, arrange access fobs/supervision and completing a site induction for new contractors where required.
• To manage incoming requests for purchases by creating purchase orders, ordering stock, assisting with creating trade accounts, taking delivery of all incoming mail for the department, distributing stock to the various tradespeople, and signing off received invoices
• Provide reports from the ticketing system as requested
• Assist the Maintenance Supervisor in the allocation of helpdesk requests, ensuring the priorities are assigned correctly, information is correct and that they are assigned to the correct person
• Oversee the vehicle booking system alongside the Reception Team, ensuring that buses are dropped to the correct location, clean, fuelled and parked correctly. Ensure that buses are bought back to the yard once the trip is complete and liaising with Home Managers & Maintenance Supervisor when processes are not followed
• Monitor compliance by inputting data and informing management of upcoming expiry dates and booking in contractors to carry out routine works

Take responsibility for the coordination and control of the financial process relating to ordering, arranging PO’s, receipting goods, ensuring invoices are paid and assisting the finance team where required

• To support the Maintenance Supervisor in the creation & ongoing amendments of manuals for each home
• Working with the H&S team to ensure the action log is managed effectively, tickets are raised from audits and any administrative assistance is provided
• Working with the IT team to provide non-technical support with the helpdesk and other such administration duties as required
• Liaise with the Job Coach Team to help co-ordinate work placements for the Young People
• Cover Reception when required to cover sickness and leave, answering calls and emails, directing visitors, and liaising with the workforce team to oversee the agency staff arrivals. You will be required to oversee the ID checks of those coming onto site, following our security policies and procedures 
• Liaise with the Training Team to ensure we support them when setting up for large events