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Overview
We are seeking to appoint a Contracts Assistant with responsibility for working with the Contracts and Facilities Manager to ensure that the University's accommodation and associated facilities are maintained to the highest possible standards. This includes designated responsibility for defined areas of a forty-year PFI Facilities Management agreement for the maintenance and lifecycle of over 4000 new build and refurbished bedrooms. These areas include processing damage reports/claims arising from occupation, monitoring of the Helpdesk (maintenance) jobs, and regular liaison with the Customer Services team. Other areas of responsibility will be the monitoring of grounds maintenance activities and launderette service, responding to inventory queries, and accurate data entry (invoicing, report information etc). The Contracts Assistant will have designated responsibility for certain areas within these services, and these will be overseen by the Contracts and Facilities Manager. Some will be overseen on a day to day basis by the Contracts and Environmental Coordinator. Reporting to the Contracts and Facilities Manager, developing and maintaining effective working relationships with service providers will be key, as will maintaining clear contractual procedures.
Person Specification
You should provide evidence in your application that you meet the following criteria. We will use a range of selection methods to measure your abilities in these areas including reviewing your online application, seeking references, inviting shortlisted candidates to interview and other forms of assessment action relevant to the post.
The University of Sheffield is proud to be a Disability Confident Employer, we commit to recruit and retain disabled applicants and supporting positive action. We encourage disabled people to apply for our jobs and to have the opportunity to demonstrate their skills, talent and abilities at the interview stage. We commit to offer an interview to disabled applicants who meet the minimum criteria for the job. For further information on the Disability Confident Scheme, please follow the link.
Criteria
Essential
Desirable
A good standard of general education to GCSE standard or equivalent with high levels of numeracy and literacy
X
Working knowledge of building maintenance demands and requirements
X
Well Developed Customer Service Skills And Experience
X
Experience of working to, and with, defined processes and procedures
X
Extensive data entry and monitoring experience
X
Working knowledge of relevant health and safety regulations
X
Awareness of Partnership Working
X
Good knowledge of university premises, locations and procedures
X
Experience of working in a Higher Education environment
X
Practical knowledge and understanding of the Data Protection Act (DPA)
X
Knowledge of the Property legislation
X
Excellent IT skills including working knowledge of MS Office (especially Excel), e-mail and internet
X
Excellent written and verbal communication skills with the ability to liaise effectively with colleagues and students/customers
X
Team worker with ability to work independently
X
Ability to use own initiative and resolve problems, dealing with challenging situations effectively
X
Ability to work on multiple tasks while delivering to tight deadlines, with excellent attention to detail and time management skills
X
Flexible approach to work, in an ever changing environment
X
Self motivated and enthusiastic
X
About The Team
ACS employs circa 650 contracted and casual staff depending on the needs of the business area. The Accommodation Services team consists of c150 staff, who are responsible for the delivery of the administrative and soft services for students across three sites. Commercial Services employing c. 250 staff, the majority through the subsidiary company UNICUS Sheffield Ltd, provide high quality catering services across the University, and to external clients covering hotels, conferences and events, delivering hospitality, retail, cafes and bars.
Accommodation Services is responsible for over 6,000 bed spaces and associated services across a diverse portfolio of properties, buildings and locations and in partnership with a range of providers and stakeholders. Responsibilities range from initial contacts at open days through much of the student journey, in an area that plays a vital role in allowing students to come to University, live and study successfully.
ACS recognises the importance of its staff and has several initiatives in place to develop and reward them. The Department has consistently been awarded the Investors in People standard, a national quality framework which helps ACS to improve performance and realise its objectives through effective management and development of staff. Training and quality are at the heart of the ethos of the Department, for which we employ a dedicated Head of Training and Quality. The Department has a strong focus on customer service and holds the nationally recognised Customer First Standard.
Contract Management
With over 6,000 bed spaces across a diverse portfolio of properties, buildings and locations, Accommodation Services has a wide range of responsibilities.
We are seeking to appoint a Contracts Assistant with responsibility for working directly with the Contracts and Accommodation Coordinator to ensure that the University's accommodation and associated facilities are maintained to the highest possible standards. These areas include processing damage reports/claims arising from occupation, monitoring of the Helpdesk (maintenance) jobs, and regular liaison with the Customer Services team.
Other areas of responsibility will be the monitoring of grounds maintenance activities and launderette service, responding to inventory queries, and accurate data entry (invoicing, report information etc). The Contracts Assistant will have designated responsibility for certain areas within these services, and will be required to take initiative in these areas and work independently.
The post holder will join an established team of 6 covering environmental, damages and inspection, Inventory and property management.
The University's Accommodation is split into various portfolios, managed and maintained by different stakeholders. This includes University owned properties, PFI managed and partnership properties. The post holder would be required to liaise with and support across all the portfolios with auditing, performance management and Summer works.
Job Description
Main Duties and Responsibilities
Produce and complete an annual audit plan for Retained, Catalyst, IQ and Unite properties, looking at statutory compliance, UUK Accommodation Code of Practice and relevant legislation. Ensure all documentation is available and up to date, both monthly and annually.
Oversee a proactive procedure of performance management for work orders within the Catalyst and retained estate, feeding back to the Contracts and Facilities Manager any failures or issues. This includes planned and reactive maintenance.
Monitor all planned maintenance across Catalyst and Retained, working with CS to send out notifications to residents when required and highlighting where any planned maintenance works have been missed.
Create and monitor the Personal Emergency Evacuation Plans required for the students, in line with the process, ensuring all records are accurate and available to all parties including Security and Residence Life. Maintain records of any special adaptations required in the properties, working closely with the Accommodation Office and EQUANS to ensure a timely response to all requests.
Oversee the property inspections for long-term and short-term lettings, documenting any maintenance or condition issues, providing feedback to the relevant parties. Providing recommendations for refurbishment.
Lead on the analysis and monitoring of inspection and inventory data, providing details of any duplication or trends to the Contracts and Facilities Manager. Report back on the progress of works from EQUANS, highlighting any concerns.
Take a proactive role in the advancement of IT Systems, monitoring the data input into STEMS and take an active role in the trial of new systems
Cross check the student damage system with the helpdesk database, highlighting any issues. Allocate charges applicable to the relevant residents, onto the damage system, accurately and in accordance with procedure(s).
Take the lead to process and monitor Scheduled Works Requests, highlighting any issues to the Contracts and Facilities Manager.
Assist in maintaining the records for current conditions for the accommodation across the portfolio, including replacement dates and inspection outcomes. Liaise with EFM and EQUANS as required to collate the relevant data.
During the summer months assist with the organisation of Inspectors, issuing keys and providing support for the annual inspections.
Provide support and assistance, as required, to the Contracts and Environmental Coordinator with regards to environmental campaigns and activities, in order to promote and develop this area.
Liaise with Customer Services on Helpdesk queries, supporting with the Facilities Management systems and related issues.
Attend relevant meetings with/on behalf of the Contracts and Environmental Coordinator, Contracts and Damage Coordinator, Contracts and Accommodation Coordinator and/or Contracts and Facilities Manager, as required.
Adhere to personal responsibilities in relation to Health and Safety Law, raising any areas of concern to your line manager, or Departmental Safety Officer.
Maintain accurate records through data inputting and filing systems, filing student damage related information, audit paperwork, plus minutes and documents as requested.
As a member of our Professional staff you will be expected to demonstrate a commitment to the professional behaviours set out in the Sheffield Professional Framework. Please follow this link for further information: Sheffield Professional Framework.
As a member of staff you will be encouraged to make ethical decisions in your role, embedding the University sustainability strategy into your working activities wherever possible.
Any other duties, commensurate with the grade of the post.
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