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Facilities Project Administrator

We’re looking for a capable, professional Administrator; a confident communicator and team player with a flexible attitude and positive approach.

An exciting opportunity has arisen for an experienced Administrator with good knowledge and experience in the facilities, property, or construction industry.

In December 2021 it was announced that Blind Veterans UK will be moving from our iconic but now unsuitable building in Brighton along the coast to our new home in Rustington, West Sussex.

This high-profile project will see a complete refurbishment of the new site and along with moving our residents and staff once completed.

This role will provide a full administrative support to the Facilities Manager who leads on this project and to the wider design team. With an eye for detail and a proactive approach you’ll be at the heart of creating and coordinating work schedules and planners, take meeting minutes, organise meetings and be confident in dealing with every kind of internal and external stakeholder.

This post is subject to enhanced disclosure from the Disclosure and Barring Service (formerly CRB).

12 months fixed term contract

Details

  • Salary: £23,611 per annum (plus excellent benefits)
  • Job Type: Administration
  • Contract Type: Fixed
  • Location: Brighton/Rustington*
  • Closing Date: 5pm on 12 Aug 2022

To provide comprehensive and confidential administrative support to the Facilities Manager in relation to the large-scale refurbishment project.

The post holder is responsible for managing their own workload as agreed with the Facilities Manager and to work in cooperation with colleagues and other departments in line with the Blind Veterans UK ‘One Team’ approach.

About the role

The purpose of the role

To provide comprehensive and confidential administrative support to the Facilities Manager in relation to the large-scale refurbishment project.

The post holder is responsible for managing their own workload as agreed with the Facilities Manager and to work in cooperation with colleagues and other departments in line with the Blind Veterans UK ‘One Team’ approach.

 

Main accountabilities

  • To provide clerical and administrative support to the Facilities Manager to enable the effective delivery of a large-scale refurbishment and relocation project.
  • To facilitate the document control function for the project.
  • To raise and track quotations, POs and invoices related to procured services.
  • To maintain the tracking and ‘dashboard view’ documents covering FM services including those related to health & safety, insurance inspections, risk assessments, cost control, contract status, project activities and development handovers.
  • To provide desk-based review and auditing of compliance documentation, contract KPIs and O&M literature.
  • To ensure the FM department provides accurate and concise ‘‘dashboard’ data relating to the status of the various FM projects and services for review by the property management team at any time.
  • To maintain systems related to the electronic filing, archiving and circulation of all Project documentation
  • To collate and perform regular audits of documentation related to contract performance including compliance certificates, report sheets, PPM planners and KPIs
  • Active participation in internal and supplier project meetings

Additional responsibilities

  • Attend in-house and relevant external training courses, as agreed with line manager.
  • Practise and comply with all Blind Veterans UK current policies and procedures.
  • Ensure GDPR compliance within the scope of this role.
  • Engage actively with our volunteers as appropriate and within the scope of the post.
  • Promote and embed Equality Diversity and Inclusion (EDI) in all work and ensure information is communicated in plain English and meets accessibility requirements.
  • Undertake any reasonable tasks from time to time at the line manager’s request, as may be deemed appropriate within the scope of the post.

More about the role

Work context

  • Primarily site based at Rustington with a requirement for occasional travel Brighton or other locations in the UK.
  • Due to conflicting work demands and deadlines, on occasion, planned work and ad hoc activities have to be re-prioritised at short notice.

Autonomy and decision making

  • Responsible for making day to day decisions for the efficient and effective running of the project in conjunction with priorities agreed with the Facilities Manager.
  • Assist in identifying and co-ordinating systems to analyse and relieve demands upon the project.

Communications

Internal:

  • Regular communication with the Facilities Manager to manage workload and assist in the smooth running of the project.
  • Regular communication with individuals and groups at all levels across the Brighton Centre and national organisation.
  • Members and other beneficiaries

External:

  • Verbal and written communication will be required with a variety of external companies and agencies.

Main areas of difficulty


The main challenges facing the post are:

  • Working in a busy department prioritising a wide variety of different tasks and responsibilities can be challenging due to the conflicting demands of the post.
  • Arranging meetings with several people at short notice can be challenging because their availability may not always correspond.

Qualifications, experience and skills

Essential:

  • Facilities Management, Property Services or Health & Safety knowledge
  • An excellent working knowledge of Microsoft Office including Word, Excel, PowerPoint and Outlook
  • Excellent keyboard skills and accuracy
  • Effective communication and interpersonal skills
  • Ability to initiate and prioritise own workload
  • Ability to develop, collate, analyse and convert numerical data into graphs and tables
  • Confident minute taker
  • Excellent organisational skills
  • A good level of secondary education or equivalent vocational experience
  • Experience of devising and maintaining office systems
  • Relevant administrative or secretarial experience
  • An understanding of FM services, document control and compliance
  • Experience of financial administration, POs and invoicing
  • Confidentiality, tact and diplomacy
  • Ability to well work as part of a team
  • Flexible and pro-active
  • Attention to detail
  • Organised and professional
  • Trustworthy and honest
  • The ability to work independently and manage multiple work streams
  • Confident and friendly

Desirable:

  • Knowledge of the requirements of visually impaired, elderly and disabled people
  • Shorthand and/or speed writing skills
  • Experience of working as an administrator in similar sized service
  • Experience of creating and interpreting data collection systems for analysis
  • Previous experience of using CAFM, CAD and finance software packages 

Job description

Download a copy of the job description for our Facilities Project Administrator role.

Download now

Interview date: Monday, 22 August 2022, at Rustington

To apply, please submit your current CV along with a supporting statement, of no more than 500 words, setting out how you meet the skills, knowledge and experience for this role.

Please include “Facilities Project Administrator” in your email title.

Please note we are only able to consider applicants who submit a CV with a supporting statement.

If you have any particular requirements relating to our recruitment process, please email us.

Apply now

Should we receive a high volume of interest, we may close applications for this vacancy before the deadline so you are advised to express your interest as soon as possible. Due to the high number of enquiries and applications we often receive for our vacancies we don't acknowledge each one - if you haven't heard from us within two weeks of the closing date, please assume that we won't be inviting you for an interview. You are, of course, welcome to try again if a suitable post comes up. We are unable to provide feedback to candidates not shortlisted for interview.

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