Job description
THE EMPLOYER IS: NATIONAL MUSEUMS NI To assist the Facilities and Maintenance Manager with administrative duties associated with the management and organisation of the maintenance teams functions.
Responsibilities
* Preparation and distribution of monthly work rotas for the maintenance and cleaning operative team.
* Preparation, distribution and subsequent filing of daily, weekly and monthly inspection forms.
* Updating schedules for daily two-way radio allocation across the site.
* Updating schedules and subsequent filing of water run off checks relating to legionella prevention.
* Updating schedules for Fire Bell Test, Fire Fighting Equipment and Emergency Lighting checks for the onsite Security Team.
* Monitoring and updating records in the Fire Log books.
* Minute meetings and take notes and/or messages on behalf of the Facilities Maintenance Manager.
* Attend daily team site briefings to ensure familiarity with site activity.
* Communicate with external contractors and delivery drivers coming to site and where necessary issue work passes and keys and assist with sign-in process.
* Receive and check off deliveries, and processing delivery dockets.
* Communicate using telephone, email and two-way radio with staff of all departments to help with effective messaging around the site.
* Contacting suppliers by telephone and email to request quotations for goods, materials and services.
* Work with the Facilities and Maintenance Manager in the evaluation and organisation of received quotations.
* Prepare and organise the processing of Purchase Order Cover Sheets for Facility and Maintenance Managers approval. Along with providing support to other departments as required.
* Assist with the sourcing, purchasing and allocation of PPE resources on the site.
* Assist with reorganisation of storage areas on site to include designation and labelling of stored items.
* Assist with reorganisation of files in the Facility and Maintenance Managers office including confidential disposal of out of date records.
* Assist with compilation of inventory on site.
* Promote team working and ensure effective communication within the team and across other areas of the business.
* To work on an individual basis or as part of a team as required.
* To undertake regular training and personal development programmes to enhance the visitor experience.
* Ensure the delivery of National Museums NI’s Vision, Mission and Values and role mode our behaviours with colleagues and visitors.
* Help to embed a culture to continuous improvement and ensure best practice is shared.
* To wear uniform in accordance with National Museums NI uniform policy.
* To carry out other duties as required by the Museum, consistent with the grade and responsibilities of the post.
Skills and Qualifications
Essential Skills
* IT skills particularly in Microsoft Outlook, Word and Excel.
* Good communication skills and the ability to speak clearly and confidently with others.
* Timekeeping skills.
Desirable Skills
* Previous experience in an office environment.
Further Information
Location: Ulster American Folk Park. The Employer is: NATIONAL MUSEUMS NI JobStart Opportunity - Working Hours Information. Standard Hours: up to 25 hours per week. Flexible/Reduced Hours: May be available upon approval by a Work Coach. Additional Hours: The employer may offer extra hours depending on availability. This should be discussed directly with the employer before starting employment. The job advert may end before the closing date if requested by the employer.
Application Information
JOBSTART IS OPEN TO WORKING AGE BENEFIT CLAIMANTS WHO ARE DEEMED ELIGIBLE BY A WORK COACH. If you are on Universal Credit, please contact your Work Coach via your Journal. If you are in receipt of any other working age benefit, please contact your local Jobs & Benefits Office on 0800 001 5782.