Overview
The role holder is accountable for providing administrative support to the facilities team. To support all aspects of facilities ranging from managing the helpdesk system, taking, and logging calls from clinics, recording and documenting works to be processed.
Responsibilities
* Provide a Facilities Helpdesk function by managing incoming emails and logging calls, ensuring the information / issue is sufficiently understood to pass on the details to the wider facilities team to resolve.
* Have the ability to multi-task and manage a number of priority situations at one time.
* Understand how to prioritise both reactive and planned tasks to ensure we maintain both clinical and equipment compliance for the business.
* Monitor the issues log and escalate items that are overdue to the wider team to ensure a satisfactory completion.
* Respond and obtain further information from the business where required for problem resolution.
* Ensure tasks are planned and completed within agreed SLAs.
* Investigate and, if possible, strive for first-call resolution.
* Obtain quotations for minor works and distribute to the relevant person to gain approval from finance.
* Follow up on any works in progress and, where completed, obtain report documentation or certificates for works carried out and file accordingly.
* Maintain filed contractor information including up-to-date insurances and risk assessments, details of terms of contracts for external contractors.
* Be a point of contact for welcoming visitors, clients, and contractors to the Head Office site.
* Liaise with both internal and external teams to effectively organise pre-planned and reactive works at sites.
* Assist the wider team in carrying out new site mobilisations; building audits; including recording and actioning significant findings where required.
Qualifications and Skills
* Proven experience in facilities or maintenance administration.
* Excellent communication and interpersonal skills, with the ability to liaise with colleagues at all levels, including clinical and non-clinical teams.
* Experience in coordinating routine and reactive maintenance tasks, ensuring compliance with health and safety regulations.
* Experience in managing external contractors and service providers, ensuring SLAs and KPIs are met.
* Ability to work effectively within a team to achieve common goals.
* Proactive problem-solving skills, with a demonstrated ability to troubleshoot issues, identify root causes, and implement effective solutions swiftly and efficiently.
* Experience in using Microsoft Office.
* Previous experience in using Facilities management software (CAFM).
About CHEC
We are always looking for great talent to join our team and help achieve our ambitious goals and growth. We care about our people, and we care about the future of community health and how CHEC can play an innovative part in making this great, with your help.
If you are care focused and looking to join an organisation that is thriving on success, then CHEC is your employer of choice! We have an exciting opportunity to join us as we continue to expand throughout the UK.
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