Job summary
Overseeing the safety and maintenance of designated buildings and ensuring that these properties are compliant with all applicable regulations. Recommending and coordinating improvements to the property as needed to ensure a safe, functional, and appealing space.
Management of tenant/user relations - ensuring the space is reactive to users' requirements.
Main duties of the job
This job description is not intended to be a complete list of the duties or responsibilities but indicates the main functions of the post.
The Building Coordinator will:
- Assist Building Users, Visitors, Colleagues with desk, meeting, clinical room bookings - directing users to the ProvideMy Booking.com website - provide reports on space utilisation within the allocated building.
- Perform regular quality inspections/site walk arounds, addressing all internal and external communal areas on a daily basis for cleanliness, checking for any faults to equipment, any damage to the building and any health and safety risks.
- Raising issues relating to cleaning with on site contractors and escalating to senior management where appropriate
- Manage contractors, monitoring the work and performance of contractors on site, including approving and assessing all maintenance work, ensuring contractors are working safely and administering signing in/out procedures.
- Co-ordinate planned maintenance, working with the Estate Manager - Compliance to ensure that items identified on the Planned Maintenance Schedule are undertaken on time and to the required standards/guidelines.
- Be responsible for the implementation of a stock management system, managing the purchase of day-today items (e.g. lamps and cleaning materials) and ensure stock levels are maintained and rooms are equipped for day ahead.
- Placing orders using Oracle for site specific items.
- Receive and allocate deliveries/post etc
About us
Provide is a Community Interest Company (social enterprise). We deliver a broad range of health and social care services in the community, and are committed to making sure that they are safe, responsive and of high quality. Provide is owned by its employees and has primarily social objectives. Any profits we make are reinvested into the local community or back into delivering services.
We work from a variety of community settings, such as community hospitals, community clinics, schools, nursing homes and primary care settings, as well as within people's homes to provide more than 40 services to children, families and adults across Essex, Dorset, East Anglia and the North of England.
A highly respected, award winning health and social care provider. We expect our staff to demonstrate and uphold our values at all times:
Vision: Transforming Lives
Values: Care, Innovation and Compassion
Mission: An ambitious, employee owned social enterprise, growing in size and influence. We transform lives by treating, caring and educating people.
Provide is an equal opportunity employer committed to building a team that represents a variety of backgrounds, perspectives and skills, proud to have LGBT+ and Ethnic Minority Networks.
We welcome applicants from underrepresented groups. If you have the skills and experience for the job, please apply regardless of your background.
Eligible for NHS Pension
Job description
Job responsibilities
- Facilitate the collection of meter readings.
- Carry out system testing around the building (including services such as emergency lighting, fire alarm systems/smoke vents, water flushing, temperature testing and lift emergency lines).
- Working with the H&S Team to ensure 6 monthly Fire Drills are undertaken.
- Ensure building users use the correct parking bays and assist with any parking-related issues including management of permits, issuing access control cards etc
- Monitor and access the CCTV system as required.
- Engage, timetable and oversee all contractors, both routine and non-routine for minor work and repairs within the development
- Provide a hands on presence where needed to keep the development clean and tidy.
- Where required, provide a reception meet and greet if needed by building users
- Assist the Property Manager with the preparation of budgets and monthly forecasting
- Be fully conversant with the Lease Agreements especially the rules and regulations of the estate. Issuing room hire agreements as required to sessional based users
- Be responsible for refuse management - through existing staff or external contractors, maintain the refuse stores; ensuring rubbish is moved into the correct bins, and ensuring the bin stores area accessible on collection days clinical, trae and confidential waste
- Provide input to the Property Manager for Directors meetings, queries, and resident communication.
- Assist the Property Manager and wider estates senior management team when retendering of annual contracts and contractor performance is being considered.
- Arranging repairs/reactive works, via the estates helpdesk with contractors and follow up to completion.
- Follow up emergency repairs which happen out of hours.
- Replace blown bulbs within communal areas
- Carry out minor maintenance tasks such as adjusting doors/hinges, door closers and handles.
- Follow up communication with building users when reactive repairs are completed.
- Provide a visible on-site presence and be the first point of contact for building users either via telephone or in person at the office, regarding maintenance issues, complaints, emergencies etc., assisting where appropriate or referring to the Property Manager/Estates helpdesk if required.
- Monitor building users move-ins/outs to ensure that no damage or problems occur in the communal areas and that disruption is minimised.
- Meet and greet all new Building users (Colleagues, leassees, and sub-tenants/sessional users), welcoming them and familiarising them with the house rules and introducing the on-site staff.
- To maintain the site welcome pack, building continuity document and emergency response guides.
- Management of the on-site noticeboards H&S, Infection Control, Building updates.
- To promote Friends and Family feedback
- Record Frequently asked questions by users
- Fire Marshall (Training provided if necessary)
- First Aider (Training provided if necessary)
- Being the first point of call for colleagues and visitors
- First line responsibility for all H&S procedures on-site and escalation of any issues noted to the appropriate Health & Safety Manger for assistance
Job description
Job responsibilities
- Facilitate the collection of meter readings.
- Carry out system testing around the building (including services such as emergency lighting, fire alarm systems/smoke vents, water flushing, temperature testing and lift emergency lines).
- Working with the H&S Team to ensure 6 monthly Fire Drills are undertaken.
- Ensure building users use the correct parking bays and assist with any parking-related issues including management of permits, issuing access control cards etc
- Monitor and access the CCTV system as required.
- Engage, timetable and oversee all contractors, both routine and non-routine for minor work and repairs within the development
- Provide a hands on presence where needed to keep the development clean and tidy.
- Where required, provide a reception meet and greet if needed by building users
- Assist the Property Manager with the preparation of budgets and monthly forecasting
- Be fully conversant with the Lease Agreements especially the rules and regulations of the estate. Issuing room hire agreements as required to sessional based users
- Be responsible for refuse management - through existing staff or external contractors, maintain the refuse stores; ensuring rubbish is moved into the correct bins, and ensuring the bin stores area accessible on collection days clinical, trae and confidential waste
- Provide input to the Property Manager for Directors meetings, queries, and resident communication.
- Assist the Property Manager and wider estates senior management team when retendering of annual contracts and contractor performance is being considered.
- Arranging repairs/reactive works, via the estates helpdesk with contractors and follow up to completion.
- Follow up emergency repairs which happen out of hours.
- Replace blown bulbs within communal areas
- Carry out minor maintenance tasks such as adjusting doors/hinges, door closers and handles.
- Follow up communication with building users when reactive repairs are completed.
- Provide a visible on-site presence and be the first point of contact for building users either via telephone or in person at the office, regarding maintenance issues, complaints, emergencies etc., assisting where appropriate or referring to the Property Manager/Estates helpdesk if required.
- Monitor building users move-ins/outs to ensure that no damage or problems occur in the communal areas and that disruption is minimised.
- Meet and greet all new Building users (Colleagues, leassees, and sub-tenants/sessional users), welcoming them and familiarising them with the house rules and introducing the on-site staff.
- To maintain the site welcome pack, building continuity document and emergency response guides.
- Management of the on-site noticeboards H&S, Infection Control, Building updates.
- To promote Friends and Family feedback
- Record Frequently asked questions by users
- Fire Marshall (Training provided if necessary)
- First Aider (Training provided if necessary)
- Being the first point of call for colleagues and visitors
- First line responsibility for all H&S procedures on-site and escalation of any issues noted to the appropriate Health & Safety Manger for assistance
Person Specification
Essential & Desirable
Essential
- Qualifications & EducationoGCSE grade C or above in English and Maths or equivalent qualification. oNVQ Level 3 in Admin/RSA 3. City and Guild certificate or equivalent level of experience.
- Work related knowledge & experience oPrevious experience of working in a client facing FM role oPrevious building management experience
- Skills & Aptitudes ..... oPresentation of work to highest level oExcellent telephone manner oWillingness to undertake additional training as required oAbility to prioritise own workload oAble to deal with a high volume of work whilst maintaining standards and meeting deadlines. oCompetent in the use of relevant Microsoft Office packages including advanced level use of Word, Excel and Outlook. oAdvanced Keyboard skills oAbility to liaise and communicate effectively with staff and managers at all levels within the organisation oAbility to work independently and to use own initiative to make decisions/take action when appropriate. oAttention to detail and accuracy oAbility to learn new systems and procedures quickly and effectively
- Personal Attributes oCalm and well organised oGood interpersonal and communication skills oDemonstrates self-motivation oAdaptability and flexibility oDemonstrates a "Can do" attitude
- Circumstances - oAbility to travel to other Provide locations as necessary dictated by business need
Desirable
- ECDL Full UK Driving Licence o
- Knowledge of the NHS oExperience of working in a busy office environment
Desirable
Desirable
- Working knowledge of the NHS systems
Person Specification
Essential & Desirable
Essential
- Qualifications & EducationoGCSE grade C or above in English and Maths or equivalent qualification. oNVQ Level 3 in Admin/RSA 3. City and Guild certificate or equivalent level of experience.
- Work related knowledge & experience oPrevious experience of working in a client facing FM role oPrevious building management experience
- Skills & Aptitudes ..... oPresentation of work to highest level oExcellent telephone manner oWillingness to undertake additional training as required oAbility to prioritise own workload oAble to deal with a high volume of work whilst maintaining standards and meeting deadlines. oCompetent in the use of relevant Microsoft Office packages including advanced level use of Word, Excel and Outlook. oAdvanced Keyboard skills oAbility to liaise and communicate effectively with staff and managers at all levels within the organisation oAbility to work independently and to use own initiative to make decisions/take action when appropriate. oAttention to detail and accuracy oAbility to learn new systems and procedures quickly and effectively
- Personal Attributes oCalm and well organised oGood interpersonal and communication skills oDemonstrates self-motivation oAdaptability and flexibility oDemonstrates a "Can do" attitude
- Circumstances - oAbility to travel to other Provide locations as necessary dictated by business need
Desirable
- ECDL Full UK Driving Licence o
- Knowledge of the NHS oExperience of working in a busy office environment
Desirable
Desirable
- Working knowledge of the NHS systems
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
Additional information
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
