Thank you for requesting further information for our Facilities Administrator vacancy (Ref BDCH724).

Transcription

1 Dear Applicant Thank you for requesting further information for our Facilities Administrator vacancy (Ref BDCH724). Please find the enclosed information which you should read to ensure you are fully aware of the details of the post you are applying for: A full job description & person specification Additional information Closing date: 26 June 2016 Interview date: July - TBC If you do not hear from us within 2 weeks of the closing date, please assume you were unsuccessful on this occasion. Please note that we reserve the right to close this post early, should we receive a high volume of applications. Thank you for your interest in Battersea Dogs & Cats Home. Yours sincerely The HR Team

2 Job Description Job Title: Facilities Administrator Hours: 40 Responsible To: Estates and Safety Manager Works With/Key Contact: Facilities and maintenance staff, volunteers, contractors. Location: London Duration: Permanent Responsible For: N/A Salary: 18,000 per annum Context and Background Established in 1860, Battersea Dogs & Cats Home aims to never turn away a dog or cat in need of help, caring for them until their owners or loving new homes can be found, no matter how long it takes. We are champions for, and supporters of, vulnerable dogs and cats, determined to create lasting changes for animals in our society. Every year, we care for over 8,000 dogs and cats. Estates and Facilities Management team provide a cost effective and co-ordinated Estates & Facilities management service in order to give expert support to the Home s core activities. As well as a range of maintenance, security, cleaning and pest-control services, the team are responsible for procurement, planning & project management, Health & Safety and environmental management. Main purpose of the role Provide Administrative Support to the Estates and Safety Manager and Facilities team. Overall Objectives To support compliance with safety legislation and the Home s policies Provide effective administrative support to the Estates & Facilities Management Department Provide a customer focussed Facilities service through responding to and resolving queries that come to the office either through the helpdesk or directly Point of contact for staff, Volunteers and contractors dealing with facilities issues over all three sites.

3 Responsibilities Cover the facilities helpdesk and office. Duties include 30% - Logging and prioritising maintenance tasks - Issuing of maintenance task job sheets to maintenance staff and arranging contractor call -outs. - Managing requests for equipment (provided by the facilities team) Keep the contractor database accurate and up to date, ensuring that the required 15% information is stored correctly i (including all contractor competency framework agreements and insurance provisions) Compiling monthly reports and statistics, for example re-cycling information and 10% compliance. Carry out general health and safety tasks such as DSE data base and general 10% record keeping including accident report forms. Administration of the access card system issuing, collecting, and deregistering 10% staff or volunteer passes as required. Undertake general administrative activities including typing, proof reading, managing 20% correspondence (telephone post and ), filing, printing and scheduling meetings. Organise internal and external meetings, attending where necessary, compiling 5% agendas, drafting minutes and following up on actions as required. The above job description is intended to be an outline of the duties and responsibilities for this role. This is not an exhaustive list, and it is likely to change over time. You may be expected to undertake other duties that are commensurate with this role and grade. Accountability To ensure all records are accurate and databases updated Provide monthly report on waste disposal and recycling figures.

4 Person Specification Essential Desirable Experience of delivering high quality administrative work and customer service with minimum supervision A flexible approach to managing and prioritising a high workload and multiple tasks Proven experience of working constructively and collaboratively with colleagues from different teams Experience of positively embracing and adapting to change Experience of suggesting and taking the initiative about new ways of working that have been successfully implemented Experience of communicating clearly, with the ability to adapt your communication style for different groups Good written and spoken English IT literate with good experience of MS Office and other relevant IT systems including databases Understanding of, and a commitment to the vision, mission and values of Battersea Dogs & Cats Home Experience of collating, analysing and presenting information graphically Basic knowledge of ISO procedures Experience of providing administrative support to a facilities/maintenance Position in the team

5 General information The Home is an equal opportunities employer and all employees are actively encouraged to contribute to the promotion of diversity. All employees are required to act in accordance with their responsibilities under the Health & Safety at Work Act. Data protection As part of your duties, you will be required to obtain, process and use information held on a computer or word processor. You may not use or disclose data for any other purpose than that for which it was recorded. You must only disclose data to authorised persons or organisations as instructed. Working at Battersea Dogs & Cats Home Please note that all offers of employment require: References deemed satisfactory to the Home Medical clearance via our occupational health team Proof of eligibility to work in the UK All new employees to the Home will be subject to a probationary period We are unable to allow staff to bring their own dogs with them to work.