Facilities Assistant - 20 hours p/w

Key Responsibilities

• Prioritising, allocating and closing requests on the service desk software. Along with general housekeeping of the software.
• Implementing the process of logging requests and be responsible for training and updating staff to use the service desk software. 
• Co-ordinate external and internal requests for conferencing which including: meeting clients (including out of hours meetings) and organising refreshments.
• Pricing conferencing facilities and invoicing and providing excellent customer service throughout the booking process. 
• General administration of the tendering process, including contacting contractors and arranging site visits.
• Producing Monitoring and updating records. To include; supplier spreadsheet, raising all orders for contractors and the department in line with the College’s Finance procedures and updating Capital Expenditure Request records.
• Issuing goods inwards and outwards, where necessary recording of asset tagging of new equipment.
• Analysis of budget variances and reporting to Facilities Manager.
• Responsible for monitoring and handling all enquiries relating to bus routes. Along with producing; the statistics of usage and marketing material for the free bus service –for the service.
• Responding to management requests to issue keys and recording key distribution and updating as necessary.
• Updating the Corporate Services information on the College Hub system and posting urgent information on the Corporate Services front page where necessary.
• Inducting new contractors on site, incorporating liaising with HR and photocopying documentation. Updating method statements, public and employers liability insurance and issuing site induction guidelines.
• Monitoring of visitor/signing in book.
• Using weekly rotas and schedules to organize transport between sites of the refectory requirements on a daily basis. Print shop material inter-site delivery. Arranging van hire and inter-site mail runs.
• Liaise with the Health and Safety Manager/ Insurance Company for all documentation required for claims for the college.
• Providing EBS records, witness statements, monitoring and filing of all official documentation.
• Control of barrier enquiries, monitoring of agency staff/cleaners hours of work, seeking authorisation and submission of time sheets.
• Reacting to all urgent requests and instructing the Facilities team and dispatching the Facilities team using the Radio Dispatcher software.
• Any other duties of a similar level of responsibility as may be required.