Manpower Recruitment are working with an established College in Oxford City Centre and are looking for an experienced Maintenance Administrator.
We are embarking on an exciting new chapter in our Maintenance department, now having several brand-new roles available.
We have an opportunity to join our new team, as we progress with a modern and efficient service provision, befitting of the College’s success.
The role is a permanent position, working 36.25hrs per week (Must be able to start from 7am) and paying £31,000pa-£32800pa depending on experience.
Ideally you will have building industry experience or an understanding of property maintenance issues. We seek a confident and highly organised administrator with proven written and oral communication skills
* Responsibilities of the role include: keeping accurate records of planned and reactive maintenance
* ensuring that maintenance of plant and equipment is undertaken at the correct intervals
* assisting with the planning and co-ordinating of larger projects
The successful candidate will have:
* at least 2 years demonstrable in-depth admin experience
* demonstrable Word, Excel, and Outlook skills, as well as database inputting and reporting abilities
* the ability to organise own workload with minimal direction
Ideally the candidate will have demonstrable knowledge of relevant health and safety documentation and an understanding of GDPR.
Main Purpose of Job:
Responsible for providing the Head of Maintenance and Maintenance Works Supervisor with a high level of administrative support. Keeping accurate records of planned and reactive maintenance, ensuring that maintenance of plant and equipment is undertaken at the correct intervals and assisting with the planning and co-ordinating of larger projects.
Health and safety
* Keep accurate COSHH records and ensure that risk assessments are kept up to date
* Ensure any actions from fire, health & safety, insurance inspections are duly recorded and brought to the attention of the Head of Maintenance
* Organise training specific to the department
* Arrange and diarise College ladder training
* Order PPE; maintain distribution/issued list of PPE
* File H&S/O&M documentation and update the associated schedules
Service Contracts / Legislative Requirements (all sites)
* Make appointments for service contractors at the necessary intervals and diarise
* Liaise with the necessary departments that may be affected by contractor visits
* Have working knowledge of the H B Allen Centre and Parks Road site to greet contractors and deal with access requirements
* Maintain a schedule of periodic electrical inspection testing; bringing any unsatisfactory inspections and due/missed dates to the attention of the Head of Maintenance
* Maintain an up-to-date list of service contractors and emergency contact details
* Electronically file and keep all service records up to date and make them available when needed
* Schedule all legislative inspections e.g. lifting inspections, pressure systems, refrigeration FGas and gas safe certifications
* Maintain the Maintenance elements of the Continuity plans and keep updated following changes as instructed
Ordering / Invoicing
* Place orders with suppliers as requested by the Maintenance Supervisor and Head of Maintenance within approved financial limits
* Assist with sourcing parts where not available from regular suppliers
* Schedule transactions and correlate invoices with purchase orders and service sheets
* Co-ordinate and order staff workwear
Projects & Refurbishments
1. Organise meetings with contractors on site and diarise at the request of the Head of Maintenance or Maintenance Works Supervisor
* Distribute information to contractors e.g. drawings and specs
* Retain project data and pass relevant documentation to archives
* Request Health and Safety documentation from contractors prior to project commencement and file accordingly
* Assist with project logistics, advising affected parties of disruption, noise, shutdowns, access restrictions etc
* Keep a record of estimates and invoices
Planned Maintenance / Rolling Programmes of Maintenance
* Update the rolling programme of decoration and Asset planned Maintenance informing departments of any access and disruption.
* Report missed maintenance tasks to the Head of Maintenance
* Produce weekly KX unused/empty room schedules for flushing. File completed records in the water specialist electronic water log book
General admin duties
Act as a central point of contact for the maintenance department
* Input authorised maintenance staff holidays into a shared calendar
* Process routine correspondence and telephone enquiries
* Maintain up to date insurance records from all contractors
* Input and submit Payroll timesheet information for approval by the Head of Maintenance
* Print signage as required
* Co-ordinate meetings and diarise accordingly
* Take and distribute minutes and review actions required by others, e.g. sustainability meetings
Sustainability
* Input monthly energy data
* Play an active part in the Colleges evolving sustainability plan
Key benefits of working with us:
* 38 days holiday
* Free meals whilst on duty
* Discounted bus ticket
If interested, please get in contact with a Manpower Representative