Technical Administrative Assistant
The General Services Buildings and Maintenance section undertakes a range of facilities management activates to a varied portfolio of buildings within the Royal Borough. A vacancy has arisen for an assistant to the Buildings and Maintenance Manager.
Based at Kensington Town Hall, you will provide a wide range of technical administrative support, preparing reports, monitoring projects and planning maintenance administration.
You should be part qualified CIOB/RICS with one years' relevant experience or have HNC/BTEC or BIFM (I or II) with one years' relevant experience. You will also need to be a highly organised, articulate person who enjoys communicating, both in writing and in person. Computer skills, especially in Windows, Word and Excel would be an advantage.
We offer excellent staff benefits, including travel allowances and a final-salary pension-scheme. Full details in pack.
JOB DESCRIPTION
Purpose of Job
· To provide administrative support to the Maintenance Manager and maintenance staff.
· Provide technical support to the Maintenance Section.
· To provide technical and administrative support to the Maintenance Manager with regard to a range of tactical projects.
Main Responsibilities
The following duties may be undertaken at any buildings or premises wholly owned by Corporate Services or other buildings or premises owned or occupied by client Business Groups:
· Assist in the preparation of annual estimates and maintenance programmes
· Prepare tender documentation packages for despatch to contractors
· Prepare contract documentation packages for contractors and on return of same forward to Legal Department
· Set up and maintain records, files, etc. as directed on all individual projects and premises
· Set up and maintain a record of annual contracts; ensure all work is carried out on schedule and ensure that annual reviews are undertaken in respect of one-third of the contracts, rotating the list to ensure a review of all contracts every three years or as required by the Director of Finance
· Update, daily, financial records in respect of capital and revenue planned maintenance works and major works as required
· Assist with the preparation of reports, returns, statistical information, etc.
· Keep and update Council's list of selected contractors/suppliers
· Set up and maintain indexed technical library and technical drawing register
· Obtain quotations for products or services
· Assist in the development and maintenance of the Planet maintenance, planning and administration system
· In accordance with the approved schedule inspect premises' prepare condition reports for management consideration
· Prepare technical drawings, routine specifications and reports as required
· Inspect building works, as directed, to ensure compliance with specifications and regulations and confirm satisfactory completion for payment purposes
· Inspect damaged or defective property, prepare report for the Council's Insurance Officer and detail works necessary and cost estimates
· Regularly inspect premises in respect of siting, efficiency and condition of all fire-fighting equipment, means of escape, S20 (London Building Acts) requirements to ensure compliance with statutory regulations. Set up and maintain a relevant and efficient record system and ensure that all necessary records, certificates and licences are kept updated at all times
· Provide cover for the Maintenance Manager or Admin. Assistant as directed
· Any other duties as may be required by the Maintenance Manager
Listed below are the key requirements for this job. They will form a key part of the selection process.
Qualifications
· Part qualified CIOB/RICS with 1 year relevant experience
· Minimum HNC/BTEC Higher with 1 year relevant experience in maintenance projects
Experience
· May have some experience of the operation of a building maintenance department
· Able to demonstrate some relevant technical and practical knowledge and experience
Knowledge/Skills
· Able to demonstrate some building or building maintenance skills
· IT knowledge and skills
· Able to organise and prioritise workload using effective time management to meet deadlines
· Able to provide administrative support to the Buildings & Maintenance Manager
Communication Skills
· Able to communicate effectively with a wide range of individuals and groups both internally and externally at all levels
· Sound report writing skills
Personal Qualities
· Able to learn quickly and understanding complex maintenance procedural problems and provide solutions
· Able to demonstrate a commitment to providing a quality professional service
Other Requirements
· Must have a common sense approach and motivation
Contact Info: Jade.Channer@Hays.com