Estates & Facilities Admin Assistant

Durham
Posted 5 days ago

MAIN PURPOSE OF JOB:

Under the guidance of the Property Manager, to undertake the support and delivery of duties within the function which contribute to the provision of an excellent service, whilst ensuring the effective use of resources. To support department managers in the delivery of exceptional services to our community and key stakeholders.

GENERAL DUTIES

To promote the Service Vision, ‘Creating the Safest Community’.
To work effectively and efficiently to support line management in the delivery of the department’s aims and objectives.
To ensure that all policies and procedures within the function are adhered to in accordance with regulations, lean thinking and value for money.
To maintain appropriate and robust information systems within the department.
To maintain positive and effective liaison links with organisations and partners as appropriate.
To support the preparation and production of a variety of quality information for inclusion in management and departmental reports.
To ensure complete compliance with current Data Protection Legislation.
To ensure relevant knowledge is up to date.
To identify and recommend areas of potential improvement.
To represent the function at internal and external meetings and events and take minutes when required.
To support the activities of the function and diary management for line management where required.
To support colleagues with their work as required.
To attend internal and external training courses as necessary.
To undertake any other duties as appropriate to the role.

ROLE SPECIFIC DUTIES

Act as the first point of contact to the Estates and Facilities department, providing a full range of administrative, helpdesk service and clerical support to ensure the effective operation of the department.
Responsible for the provision of an effective diary management service, proactively undertaking regular checks, ensuring electronic diaries are maintained and appropriate actions taken.
Support the Property Manager in the production, monitoring and controlling of the programme monitoring systems operating within the department.
Responsible for the effective co-ordination of all visits, meetings, appointments and events e.g. transport, accommodation, venues, refreshments, equipment and visual aids, ensuring rooms are set out as required.
Manage the Estates intranet enquiries system and technical database in the administration of recorded repairs and liaise with both internal and external service providers in the delivery and implementation of appropriate problem resolution.
Responsible for defect logging, reviewing, sign-off and liaison with other departments, functions and premises in order to advise on work progression, timescales and delivery.
Undertake duties in relation to the Financial Management System (SAP) including procurement and the administration and monitoring of departmental budgets.
Responsible for the tracking of external invoices and onward payment in the delivery of services within the department ‘projects schedule’ together with the production of monthly reports.
Work effectively with a variety of data and information, producing reports and documentation as required e.g. external audit documentation.
Oversee the department filing system including appropriate storage and disposal of paper based, electronic and confidential documentation appropriately.
Set up and manage appropriate linked data storage areas to hold project information and to accept, record and maintain current status information on all products and project information.
Monitor, update and manage the documentation and information held within Estates Intranet using the content management system.
Liaise with a wide range of internal and external stakeholders.
Respond appropriately to all internal and external enquiries to the Service, collating and drafting replies as appropriate.