Hard FM Healthcare

Job Introduction

• Have administration skills and experience
• Collect all data and information required by technical management
• Present data and information in standard formats for technical managers.
• Assisting managers in collation of information from site – this will include (accompanied) entry into plant rooms, roof areas, staff and patient areas. All Health & Safety and department policies and procedures must be adhered to at all times.

Role Responsibility

• Reviewing jobs on the CAFM system
• Ensure Job sheets are complete with time taken and valid reference numbers to support recharging – this will also support a central log of length of time to complete a job
• Production of contractual documents to accurately apportion costs incurred during maintenance works on site.
• Collation of all information required for contractual reports in a timely manner to allow review and editing by technical managers before submission.
• Record accurate minutes and ensure timely re-distribution are provided for all department meetings.
• Monitor subcontractor online reporting system providing update reports to management team.
• Compile audit evidence for Contract Performance Monitor/ External Specialists/ Authorities
• Act when there are failures in compliance, deadlines or initiatives and report these to technical managers to build and develop performance.
• Order uniform and PPE for all Hard FM staff, completing monthly checks for PPE compliance
• Provide professional support to all staff, colleagues, Engineering Supervisors and to Trust representatives in order to develop a “team” approach.
• To represent Hard FM in applicable working groups for ensuring compliance with all relevant Health & Safety Legislation and site specific Health, Safety and Welfare policies.
• Develop good working relationships with clinical and non-clinical staff at all levels
• Use of IT systems to include the CAFM, SharePoint and subcontractor systems to provide, monitor and report data within the Quality Assurance and other management reporting systems.
• Provide administrative support and advice for Hard FM staff where required.
• Co-operating with the helpdesk team
• Complying with safe systems of work at all times
• Additional request as required

The Ideal Candidate

• Previous experience in an administrative role, experience in a busy environment.
• Experience of being proactive and reactive
• Attention to detail and accuracy with the ability to co-ordinate workloads
• Good IT skills with the ability to produce excel spreadsheets, including MS Office (Word, Excel, Powerpoint and Outlook)
• Excellent written and verbal communication skills and experience of composing letters/emails
• Ability to prioritise own workload and work to strict deadlines
• A flexible “can do” attitude is required for this role.
• Self-starter and self-motivated with ability to prioritise and schedule work under conflicting pressures
• Desirable:
• Previous experience within a Health Service context
• Knowledge of working with Hard FM groups
• Previous experience using SharePoint and CAFM systems (desirable)

About the Company

In the UK and Ireland, Sodexo employs some 36,000 employees to deliver integrated facilities management services to clients at over 2,000 locations in the energy, corporate, healthcare, education, leisure, defence and justice sectors. With an annual turnover of over £1bn, we provide everything from catering, cleaning and reception to security, laboratory and grounds maintenance services, enabling our clients to focus on their core business.

At Sodexo we are committed to a leading role in promoting equality opportunities and valuing diversity and inclusion. We seek to create a work environment based on mutual respect for all individuals, building a culture that appreciates and values the experiences and skills brought by each person to benefit our organisation and work hard to ensure that all people, whatever their race, colour, sex, gender identity  disability, nationality, national or ethnic origin, religion or belief, marital/partnership or family status, sexual orientation, age, social class, educational background, employment status, working pattern, are welcome to and included within our organisation. 

We’re a Disability Confident Leader employer. We’re committed to changing attitudes towards disability, and making sure disabled people have the chance to fulfil their aspirations.

We are building on our support to the Armed Forces community through the development of specific pathways within our recruitment process to  support ex-forces personnel and reservists, those applying for jobs with us who meet the ideal candidate criteria for the role advertised are guaranteed to progress to the selection process.