Purpose
Supporting the Property and Land Service (PALS) regional team with administrative tasks relating to the delivery of repairs, maintenance and statutory compliance. Become the regional Concerto “super user” for PALS, managing the system contents and data, to ensure it is fully up to date and as accurate as possible at all times.
Location & Travel
The role is office-based at our Grange Village community in Newnham-on-Severn.
Duties & Responsibilities
Main responsibilities
-
Support the regional property services manager and regional scheduler/coordinator with all administrative requirements, primarily within the Concerto asset management system.
-
Take responsibility for data management within the Concerto system, updating the information held to ensure accuracy across assets, compliance and planned/statutory works.
-
Document library management. Ensure that all documents conform to required format and naming standards, including the checking and uploading of reports/certificates and documentation that proves compliance to the system and the archiving of old copies/versions.
-
Focus on statutory compliance reports/certificates/documentation to ensure we maintain our high standards of property compliance and can evidence this at all times.
-
Maintain Concerto health & safety tables/registers including those for accident/near miss reporting, water hygiene, legionella and asbestos management.
-
Support the regional scheduler/coordinator with the creation of planned maintenance, cyclical and compliance schedules within Concerto.
-
Support the regional scheduler/coordinator, supervisor and team leaders with asset tagging and condition monitoring of all tools, equipment and PPE to ensure these are inspected and serviced at required intervals.
-
Take responsibility for managing the vehicles and fuel cards assigned to the PALS team, ensuring servicing and MOT intervals are maintained.
-
Load condition survey data to the appropriate properties in order to feed the planned investment programme.
-
Update Concerto records as components are replaced and reset asset values/depreciation tables accordingly.
-
Ensure specialist items and adaptations are recorded against the appropriate properties to facilitate accurate allocation to the most appropriate tenants.
-
Work with the regional team and Concerto system supplier to ensure the system continues to meet organisational needs and is configured in the most effective way to deliver these. Manage and amend workflows within the system to support this.
-
Manage user accounts and access levels/permissions regionally, ensuring that these are consistent and appropriate to role, under direction of the regional manager.
-
Provide support to the regional scheduler/coordinators with the creation of maintenance, servicing and compliance schedules and auto/batch raising of purchase orders to contractors.
-
Coordinate discussions between external parties during property sales/ purchases including collection/ provision of documentation as required by solicitors, agents etc.
-
Other general administrative support requirements as directed, including minute taking, action monitoring etc.
-
Comply with the Trust’s policies and procedures, including safeguarding, equality & diversity and data protection.
-
Comply with the statutory provisions of the Health and Safety at Work Act 1974.
-
Employees must look after their own health, safety and welfare and be mindful of other persons who may be affected by their acts or omissions. Employees must co-operate and comply with management instructions regarding health and safety issues and report all accidents, incidents and problems as soon as practicable to their manager or other senior members of staff where necessary.
-
Ensure that confidentiality is respected and maintained at all times.
-
Attend and participate in team meetings, 1-2-1 supervision sessions and other meetings as required in line with the post.
-
Undertake any other duties which are consistent with this post, as directed by line management.
This job description is not an exhaustive list of duties and responsibilities and is subject to change in accordance with the needs of the department.
Person Specification
Qualifications
-
GCSE English and Maths Grade 3 or above (or similar qualifications).
Knowledge & Experience
Essential
-
High degree of IT literacy including thorough and advanced knowledge of MS Office applications such as Word/Excel.
Desirable
-
Experience of working in a repairs/servicing or property maintenance environment.
-
Experience of working with job ticketing and property assets management systems.
Personal Attributes
-
Highly organised and able to multi-task.
-
Attention to detail.
-
Motivated and a self-starter.
-
Receptive to and supportive of change.
-
A team player who is also comfortable working alone.
-
Able to act on their own initiative.
-
Takes ownership of the job in hand but seeks guidance when unsure.
-
Punctual with excellent timekeeping.
Key Competencies
-
High degree of accuracy when entering data to systems.
-
Able to work in a fast-paced environment, sometimes under pressure.
-
Experience in a repairs/service environment.
-
Organised and reliable.
-
MS Office advanced user, particularly Excel/Word.
-
Able to work with data to produce reports.
We reserve the right to close this vacancy early if we receive a sufficient number of applications.
Camphill Village Trust is an equal opportunity employer.
Camphill Village Trust is committed to safeguarding and promoting the welfare of all adults who use our services and as such expects all staff and volunteers to share this commitment. The successful applicant will be required to complete the relevant pre-employment checks including a DBS check.
Established in 1954, Camphill Village Trust is a charity that supports adults with learning disabilities, autism and mental health challenges. In our 70th year we honour our past, provide for the present and will lead the future.
Our focus on humanity and nature was inspired by our past and remains as key to the Trust’s ethos today. This is reflected in our focus on social and green care integration, valuing everyone’s contribution, enabling personal pathways to development, celebrating the changing seasons, and respecting the rhythm of natural life.
We operate in both rural and urban communities, building on our care (social) farming legacy. Our historical focus on enabling potential for people with support needs through farming, organic horticulture and enterprise centred on nature and traditional skills, continues to play to our strengths.
Phone: 03316 308282
Email: [email protected]
