Facilities Administrator

Job Introduction

Job Purpose

Provide support and administration services to departments in a confidential and timely manner, process of identification badges, accurate collation and reporting of patient dining figures for month end billing, processing of payroll

Role Responsibility

Accountabilities or “What you have to do”

•  To process all requests for identification badges
• Security administrative tasks as directed by the SM
•  Daily collation and input of patient dining meals using the excel spreadsheet and to highlight to Patient Dining Coordinator any issues
•  Daily collation of menus from wards
•  Daily contact wards if menus are not returned to catering in accordance with procedure
•  Daily highlight to Patient Dining Coordinator any menus from wards which are not returned or do not have patients    names on them
• Daily answering the telephone calls from wards requesting meals and adhoc issues
• To ensure callbacks are filled out correctly and are given to porters to deliver meals to wards
• Daily collation of wastage sheets from the wards
• Daily collation of ward stores on excel spreadsheet
• Kronos payroll sysem – the daily Input of overtime worked by staff (information taken from allocation sheets) and review each staff time card time for departments

• Enter Holiday / Sickness information into system
• Run Reports from Kronos system when requested

• Adhoc administration requests from Line Managers

Key Performance Indicators (KPIs) or “What it will look like when you are doing the job well”

•  All patient volume numbers are up dated on a daily basis
•  Meal requests from wards are actioned in a timely manner in line with the patient meal service times
•  All tasks to be actioned on a daily basis
• Attend all mandatory training
• Attend team huddles
• Accurate input of Information taken from daily rota’s and entered into Kronos system
• Daily reporting of any excessive overtime worked / lateness / absence to Manager
• Accuaracy in reporting of all figures for patient meals
• Adhere to all company policies

The Ideal Candidate

Knowledge, skills and experience

Essential

• Computer literate , word and excel qualifications

• Good Communication skills
• Numeracy and literacy qualifications
• Able to work on own initative
• Work as a team player
• Inbed procedures according to badge identification process
•  Interpersonnel skills
•  Problem solving
• Knowledge of payroll system

Desirable

•  Knowlegde of Kronos payroll system

Package Description

Facilities Administrator - Maternity Cover. Fixed Term approx. 9 months from June 2017.

Job Role:

• The role will be to manage the day to day running of the administrative tasks required as part of the Hard Services team, this will include:
• Receiving and distributing reactive calls to in house engineers and sub-contractors
• Uploading of all paperwork related to reactive and planned works to Maximo, SAP/Basware and IMS
• Ensuring the completion of all jobs (reactive & planned) within the agreed SLA’s
• Liaising with the in house engineers and raising orders for materials as required
• Liaising with the GSM’s/Assistant GSM’s to ensure the smooth running of works on sites       
• Collate and manage quotations
• Update and maintain PPM planners
• Adhere to the company and clients health and safety requirements
• To support general Facilities operations as required, i.e. Filing, scanning, printing, maintaining records etc
• Provide cover for other Facilities Administrators across the contract (sickness/holidays)

Personal Qualities:

• Enthusiastic, energetic and passionate about what they do.
• Adaptable and able to work flexibly to suit the workload. 
• Good organisational and planning skills
• Attention to detail
• Able to work under pressure
• Self-starter, with excellent time management
• Excellent communication skills
• Good problem solving skills

Desirable:

• Prior knowledge of working on a multi-site facilities contract
• Experience of working with Payroll and Billing systems (SAP, SAGE etc)
• Experience of working with CAFM systems (Maximo, Evolution etc)

Contextual or other information:

• To attend meetings and training courses as requested.
• This job description is intended to give the post holder an appreciation of the role envisaged and the range of duties and responsibilities to be undertaken.  It does not attempt to detail every activity.  Specific tasks and objectives will be agreed with the post holder at regular intervals.  The post holder will be required at all times to perform any other reasonable task, as requested by the Line Manager in order to meet the operational needs of the business.

Reporting to: Senior Team Coordinator

Interviews taking place week commencing 22nd May, must be available for interview(s) this week.

Start date: 5th - 12th June 2017