Facilities Management Assistant

MAIN DUTIES & RESPONSIBILITIES

• To provide administrative management of Statutory, Operational and Development Contract Administration across all site areas under the control of the Estate & FM Department.

• To ensure all Statutory, Operational and Development Contract Administration data and information is recorded and presented in agreed formats.

• To participate in the provision of an efficient and effective quality secretarial service within the Department of Estate & Facilities Management in line with operational procedures, including:

o Electronic organising of diaries in Microsoft Outlook.

o Organising meetings, taking and distributing minutes.

o Word-processing documents such as letters, e-mails and memoranda and producing information/presentation packs in both electronic and hard format.

o Photocopying, collating and distributing documents.

o Dealing with correspondence, telephone calls, faxes and electronic mail.

o Making effective and efficient use of available computerised systems.

o Organising and maintaining computerised record systems including data and statistics relevant to the work of the Department of Estate & FM.

o Support and deputise for the Estate Officer / Estate Manager.

• To assist in the provision of a high-quality administrative support service within the Department of Estate & Sustainability Management in line with operational procedures, including administrative support for the Department:

o The production of an annual administration audit calendar.

o The up-dating and distribution of all relevant documentation.

o The organisation of sampling and monitoring administrative processes.

o The organisation and serving of audit administrative panels.

o The collation and analysis of relevant data.

o The production of reports for the Estate Department.

o Liaise, organise and carry out administrative task for Estate Managers and Officers.

• Compiling statistics and reports for the Head of Department.

• Carry out quality inspections across all the College’s facilities.

• Design and maintain Schedules of Accommodations database.

• Carrying out administrative duties in relation to the College’s compliance with the quality and Health & Safety assurance requirements of the Department of Estate & Sustainability.

• Provide support for other activities co-ordinated through the Department of Estate & Sustainability Management.

• To participate in the provision of the Estate Help Desk across the College’s facilities. This will include acting as a help desk operator as required, and reporting to the managers on input trends and feedback data.

• To ensure that rules and regulations relating to the following statutory requirements are being fully observed and implemented both by the post holder:

o Employment law

o Finance

o Health and Safety

o Equality and Diversity

o Disability Discrimination

o Safeguarding

• Follow operational procedures in relation to the delivery of an administrative support service within Statutory, Operational and Development Contract Administration.

• To ensure that the College is administratively compliant with Estate & FM policies and circular and provide data and information to Senior Managers that support this requirement.

• To monitor and review variances against targets and report to appropriate person to allow corrective actions to address any areas of overspend or non-compliance.

• To ensure that the College’s financial regulations and procedures are understood and complied with at all times.

• To fully support the development of the College as a responsive provider of high-quality services.

• To drive continuous improvement and to promote a culture of innovation in support services.

• To ensure the service meets and/or exceeds requirements for all internal and external quality assessments and inspections.

• To be accountable for participative commitment to excellence in performance, management and participation in continuous improvement activities.

• To promote, implement and ensure compliance with all College policies and procedures. In particular, to ensure equality of opportunity and the effective application of health and safety procedures for all staff and learners within Department of Estate & Sustainability.

• To assist the department’s contribution to the achievement of the College’s mission, values and strategic directions.

• Act, if directed, of Fire Marshall or Fire Warden.

• Carry out, if directed, the role of First Aider (subject to College policy & procedures).

• Occasional evening / weekend work may be required.

• To deputise for Estate Manager / Officer as required.

General

• To contribute to the achievement of the College’s mission, values and strategic directions.

• Participate in the Colleges performance appraisal system.

• Participate in College developments, attend internal and external meetings and training programmes required.

• Adhere to general standards of conduct embodied in College policies.

• To implement and embed the College’s equality and diversity policies and respond to its equality and diversity duties as they relate to all stakeholders.

• Act, if directed, as fire marshal or warden.

• Carry out, if directed, the role of first aider.

• To undertake such other relevant duties as may be reasonably expected of the post holder.

Personnel Specification

Essential Criteria

Qualifications¹

EITHER hold a Level 3 qualification (e.g. BTEC National, GNVQ Advanced, NVQ Level 3, A-levels etc.) or above, together with a minimum of one year’s relevant experience of providing a high-quality administrative service.

OR

Have a minimum of two years relevant experience of providing a high-quality administrative service.

English GCSE at Grade C or above, OR Essential Skills level 2 (or higher) in Communication, or equivalent.

Maths GCSE at Grade C or above, OR Essential Skills level 2 (or higher) in Numeracy, or equivalent.

Knowledge / Skills

• Experience of carrying out general administrative tasks such as drafting correspondence, responding to telephone and email queries, filing, photocopying, organising and attending meetings.

• Experience of assisting with analysing information and preparing reports to inform managers.

• Experience of dealing with customer queries / issues.

• Experience of using computerised databases.

• Experience in the use of ICT systems for example Microsoft Excel, PowerPoint, Outlook, and Internet applications.

Competencies

The competencies required for effective performance in post are:

• Planning, Prioritising and Organising

• Collaboration & Teamwork

• Information and Data Analysis

• Customer Service Orientation

• ICT literacy

• Communication & Personal Impact