About the Role
We currently have an exciting opportunity to join our Estates team here at Maria Mallaband Care Group as an Estates Administrator. This role is integral in supporting the Estates team to deliver high quality services to our care home teams.
The successful candidate will strive to make a positive difference, improving the administrative support functions and to work as part of a team, supporting colleagues and contributing flexibly to assist with fluctuating workloads and delivery to deadlines.
Key Responsibilities
1. Taking phone calls/emails from our care homes and support staff and processing them
2. Raising jobs and requesting quotes via the Vantify CAFM system (system specific training provided).
3. Liaising with contractors and Property Managers
4. Allocating jobs to contractors within agreed SLA’s
5. Gathering and recording costs, and requesting the raising of invoices and completing monthly reports to submit to accounts
6. Supporting and assisting with the arrangement and recording of all health and safety maintenance for the group’s property portfolio, to include but not exclusively, fire safety, water, gas safe, electrical and lift & lifting equipment.
7. Supporting the team to maintain accurate customer records relating to maintenance, on relevant in-house databases.
8. Maintaining necessary diaries, works schedule and electronic mail facilities including Microsoft Office documents and Outlook mailboxes and calendars
9. Working closely with other team members and liaising effectively with other departments to ensure a coordinated and responsive service is provided.
10. Committed to providing a healthy and safe working environment and expects all employees to observe and promote H&S related policies in all areas of their work, including attending training as appropriate.
11. Maintaining an awareness and observation of Fire and Health & Safety Regulations and good practice requirements throughout the company.
Knowledge, Skills and Experience
12. Previous experience of working within Estates/facilities administration role is essential
13. Previous experience in the use of a CAFM system
14. Previous experience within the care industry would be preferred
15. Strong IT knowledge including Microsoft Word & Excel
16. Ability to communicate at all levels of a business and departments
17. Strong team player with an organised and flexible approach
18. Strong attention to detail and analytical skills
19. Ability to work towards tight deadlines with strong customer service and administration skills
20. Strong communicator, both verbally and written
21. Has strong problem-solving skills and is able to work under pressure
22. Displays a 'can do' attitude and has a flexible approach in a dynamic environment
23. Enjoys dealing with people, creating and maintaining relationships and has a confident and pleasant telephone manner
24. Full driving licence is preferred – note the position is office based with the option to work 1 day a week from home (available on successful completion of your probation) and an early finish on a Friday afternoon.
This role would require the successful candidate to work on call 1 in every 6 weekends.
Benefits
25. Simply Health – company funded, providing cashback for prescriptions, optical and dental costs 24/7 virtual GP access plus more for you and up to 4 children*
26. Benefits platform – discounts across multiple retailers, leisure providers, hospitality etc.
27. Pension Scheme with Royal London
28. Flexible working patterns
29. Cycle to work scheme**
30. Service recognition
31. Training support and development opportunities
32. Employee Assistance Programme
33. Wellbeing support
34. Discounted gym membership
35. 25 days holiday with the option to purchase more
*Benefits require completion of a 12-week probationary period before they can be accessed.
**Benefit subject to deduction not taking colleague below National Living Wage