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Estates Services Project Support Officer
| Posting date: | 26 July 2024 |
|---|---|
| Salary: | £25,147.00 to £27,596.00 per year |
| Additional salary information: | £25147.00 - £27596.00 a year |
| Hours: | Full time |
| Closing date: | 08 August 2024 |
| Location: | Norwich, NR2 3TU |
| Company: | NHS Jobs |
| Job type: | Contract |
| Job reference: | C9839-24-0488 |
Summary
1. Prioritisation and the generation of own workload, carry out a variety of administrative, clerical, and other general office support functions for the Computer Aided Facilities Management (CAFM) Mobilisation and Demobilisation Project including: Liaison with Subject Matter Experts (SMEs) within the Estates and Facilities department Liaison with relevant contractors, with the support of the Estates Services Information Officer Organisation of relevant documents including compliance records, lease and licence property management records, energy management records. Supporting development of management reporting using the new CAFM system and other software such as Power BI. 2. To manage and maintain schedules and diaries, organise, and provide administrative support to meetings for the Computer Aided Facilities Management (CAFM) mobilisation demobilisation project - may involve travel to and from other venues. This will include resolving appointment conflict, issuing meeting invitations, distributing agendas and papers to the required deadline, making room bookings, arranging meeting room layout, equipment, travel, hospitality, greeting visitors and taking formal minutes or action logs, reports, and any other relevant documentation in accordance with the Trust meeting protocol 3. Where required to support Quality Assurance, Property Services and Estates Services functions by providing: Guidance to staff on the use of the department Quality Management System to ensure adherence to ISO:9001 quality standard and Trust Information Governance standards Assist with the upkeep of the department Policy and Standard Operating Procedure tracker to ensure all documents remain in date and are reviewed at the appropriate interval through the Estates & Facilities workplan. Monitoring and uploading of relevant property documentation to the departments Computer Aided Facilities Management (CAFM) system Provide support in the production and distribution of annual Tenancy Management Packs to our external leaseholders and assistance as required with the calculation of financial variations. 4. To support Estates & Facilities in a number of administration tasks to facilitate the smooth running of the department including: To support the Service Quality Programme Manager and Quality Assurance Manager to investigate complaints and take action to mitigate and resolve where possible. To report maintenance, cleaning, health and safety and other site issues in line with current procedures, keeping the line manager/site manager informed at all times. 5. Provide Cover for the Service Quality Support Officer, to enable understanding to Estates and Facilities Helpdesk processes. Monitoring and allocating incoming requests for Estates & Facilities Subject Matter Experts through the process and allocation of Work Orders. Collation of monthly performance Helpdesk data against an agreed set of Key Performance Indicators for reporting at departmental meetings Liaising directly, if required, with staff and our contract provider to support the smooth resolution of issues and work orders. Monitor and collate Helpdesk feedback received, liaising with Subject Matter Experts on developmental feedback and facilitate appropriate response to the customer. Support service improvement initiatives for Helpdesk provision 6. To assist with developing and carry out training for small groups of staff at all levels for the CAFM system, including presenting this without supervision. Travel may be required to these sessions. 7. To identify, draft and/or feed into staff communications on E&F contract managed services, including via staff emails and the E&F intranet pages. This may also include organising and communicating one off events and assisting in production of guidance documents. 8. It is important that the post holder be flexible in working times if required and provide cover in other departments during periods of team absences to support business continuity. 9. The post holder will support the Trusts sustainability agenda by operating with due diligence of sustainable practices and identification of further service improvement.