Job summary
The post holder is responsible for providing a range of admin support, enabling the Hard FM Team to manage and deliver the Hard FM contracts. To maintain and upload accurate and relevant documentation to multiple Hard FM related systems.
The post holder will provide admin finance support to the Hard FM team, ensuring transactions are completed in a timely manner.
To help manage and administer the reporting requirements of the Computer Aided Facilities Management (CAFM) system, including KPIs, PPM schedules and maintenance tasks.
The post holder should have a good understanding of estates maintenance and operational services, ideally in a diverse healthcare estate portfolio. The post holder should demonstrate excellent communication and organisational skills, as well as an ability to deliver high standard of work to deadlines.
Main duties of the job
The post holder is expected to become the CAFM system administrator and develop an extensive hands-on knowledge of the system, its configuration and functionality.
The post holder will need to work independently within the team structure, to ensure that quality standards, policies, procedures and guidelines and statutory and mandatory requirements pertaining to Hard FM services are met.
About us
QTS operates as a wholly owned subsidiary of Central and North West London NHS Foundation Trust (CNWL). Established in 2018, QTS provides a broad range of Estates and Facilities services, spanning strategic operational delivery through to estates maintenance and repairs, primarily within mental health and community healthcare settings.
Job description
Job responsibilities
Main Duties:
- Providing support to internal / external clients and answer calls and emails in a professional and timely manner.
- To be the first point of contact for the escalation of Hard FM queries, including but not limited to; invoicing/payment queries, PPMS and outstanding jobs.
- Working closely with zone leads and management, ensuring accurate processing of quotations and purchase orders, escalating issues where necessary.
- Supporting the Hard FM Team to manage the supply chain, raise and assign work orders to the relevant internal resources and external contractors.
- Distributing monthly PPM schedules to relevant external contractors and internal resources and providing back office support where required.
- Escalating issues relating to PPMs, KPIs and reactive jobs to the relevant Hard FM Team member.
- Running monthly reports and compiling the data for the Hard FM Team, including but not limited to; finance, KPIs, PPM/Reactive, Statutory and Mandatory Compliance and Helpdesk Performance.
- Ensuring documentation is maintained and readily available across multiple platforms, including but not limited to; CAFM, SBS and SharePoint.
- Be a key contact for the CAFM System, including PPM records, reactive jobs and reporting.
- Ability to provide support and training where required on system such as CAFM and SBS.
- Provide admin support for key meetings, including scheduling of meetings and minute taking.
- Ability to work independently, with minimal supervision whilst being ready, willing and able to support team.
- Promote and maintain company culture and values
Strategy and Service Development
Job description
Job responsibilities
Main Duties:
- Providing support to internal / external clients and answer calls and emails in a professional and timely manner.
- To be the first point of contact for the escalation of Hard FM queries, including but not limited to; invoicing/payment queries, PPMS and outstanding jobs.
- Working closely with zone leads and management, ensuring accurate processing of quotations and purchase orders, escalating issues where necessary.
- Supporting the Hard FM Team to manage the supply chain, raise and assign work orders to the relevant internal resources and external contractors.
- Distributing monthly PPM schedules to relevant external contractors and internal resources and providing back office support where required.
- Escalating issues relating to PPMs, KPIs and reactive jobs to the relevant Hard FM Team member.
- Running monthly reports and compiling the data for the Hard FM Team, including but not limited to; finance, KPIs, PPM/Reactive, Statutory and Mandatory Compliance and Helpdesk Performance.
- Ensuring documentation is maintained and readily available across multiple platforms, including but not limited to; CAFM, SBS and SharePoint.
- Be a key contact for the CAFM System, including PPM records, reactive jobs and reporting.
- Ability to provide support and training where required on system such as CAFM and SBS.
- Provide admin support for key meetings, including scheduling of meetings and minute taking.
- Ability to work independently, with minimal supervision whilst being ready, willing and able to support team.
- Promote and maintain company culture and values
Strategy and Service Development
Person Specification
Education & Qualifications
Essential
- Educated to an A-level or able to demonstrate having produced work to equivalent academic level.
Previous Experience
Essential
- Demonstrable experience working within a healthcare environment or other relevant facilities environment
- Experience of system administration
- Demonstrable track record to plan, prioritise, and manage workload to strict deadlines
- Experience of record management
- Experience of compiling reports and data
Desirable
- Experience of mental healthcare environment
- Experience of CAFM system administration
- Experience of delivering training
Skills & Knowledge
Essential
- A clear understanding of finance and CAFM systems
- Understanding of data management
- Attention to detail
- Demonstrable planning and organisational skills
- Understanding of data management
- Knowledge of Microsoft Office Suite, i.e. Word, Excel, PowerPoint, Outlook
- Excellent written skills, including minute taking
- Excellent verbal communication and interpersonal skills
- Experience of Customer facing roles (property experience desirable)
- Strong time management
- An understanding of maintenance and reactive works.
- Ability to treat all stakeholders with respect and dignity at all times, adopting a culturally sensitive approach which considers the needs of the whole person
- Track record of building constructive relationships with warmth and empathy
Desirable
- Knowledge of MRI Concept Evolution CAFM system
- Knowledge of e-logs
- Ability to understand database structures
Other Requirements
Essential
- Able to evidence high levels of self-motivation and an ability to work independently while remaining within a team structure
- Ability to work well under limited supervision
Person Specification
Education & Qualifications
Essential
- Educated to an A-level or able to demonstrate having produced work to equivalent academic level.
Previous Experience
Essential
- Demonstrable experience working within a healthcare environment or other relevant facilities environment
- Experience of system administration
- Demonstrable track record to plan, prioritise, and manage workload to strict deadlines
- Experience of record management
- Experience of compiling reports and data
Desirable
- Experience of mental healthcare environment
- Experience of CAFM system administration
- Experience of delivering training
Skills & Knowledge
Essential
- A clear understanding of finance and CAFM systems
- Understanding of data management
- Attention to detail
- Demonstrable planning and organisational skills
- Understanding of data management
- Knowledge of Microsoft Office Suite, i.e. Word, Excel, PowerPoint, Outlook
- Excellent written skills, including minute taking
- Excellent verbal communication and interpersonal skills
- Experience of Customer facing roles (property experience desirable)
- Strong time management
- An understanding of maintenance and reactive works.
- Ability to treat all stakeholders with respect and dignity at all times, adopting a culturally sensitive approach which considers the needs of the whole person
- Track record of building constructive relationships with warmth and empathy
Desirable
- Knowledge of MRI Concept Evolution CAFM system
- Knowledge of e-logs
- Ability to understand database structures
Other Requirements
Essential
- Able to evidence high levels of self-motivation and an ability to work independently while remaining within a team structure
- Ability to work well under limited supervision
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).
