Estates Admin Support - 6 month contract

JOB TITLE: Estates Admin Support REPORTING TO: Head Of Estates JOB PURPOSE: To provide administrative and information-management support to the Estates Department, ensuring property, asset, compliance and maintenance information is accurate, accessible and appropriately maintained across the organisation’s 28 homes. MAIN RESPONSIBILITIES

• To provide administrative and information-management support to the Head of Estates.
• To create and maintain accurate property and asset registers, including key asset, installation, servicing, warranty and replacement information.
• To create maintain consistent electronic property records, folder structures, document control and archive arrangements across all 28 homes.
• To review RAMS and create project plans and create PTW (Permits to Works) Risk Assessments and Contractor Information packs for Planned works.
• To develop Project Management Plans and ensure actions are managed effectively.
• To review existing plans and create a suite of property plans and associated information, using Microsoft Visio, ensuring plans are kept up to date with any changes .
• To review and maintain available asbestos, compliance, PPM and certification records, identifying missing or outdated information and escalating actions where required.
• To review Fire Risk Assessment (FRA) action plans and maintain accurate records of compliance inspections and certification.
• To provide administrative support in managing Local Estate Action Plans (LEAPS).
• To collate historic property, maintenance, repair, refurbishment, survey, contractor, warranty and compliance information and ensure relevant information is transferred to current property records.
• To manage all contractor compliance records including contracts SLAs, Insurances
• Keep up to date records of all warranty’s for all equipment and assets at each home.
• To support the preparation of asset repair, replacement and lifecycle information to assist with planned maintenance, capital planning and future expenditure.
• To identify missing, duplicated, outdated or inconsistent information and maintain an appropriate audit trail of outstanding actions.
• To produce progress reports and information for the Estates Manager and support quality assurance and handover of the property information system.
• To liaise with Estates staff, contractors and other relevant colleagues, escalating matters requiring technical or specialist input.