Facilities and IT Support Co-ordinator

Role: Facilities and IT Support Co-ordinatorFunction:
FacilitiesReports to: Director of OperationsLocation: All London PHG locationsHours: 37.5 hours/weekJob SummaryTo work with the Maintenance Technician and operational team to implement and manage the smooth running of the Facilities and IT provision within the company by providing first-class support.Key ResponsibilitiesProvide an affective administrative service to the facilities teamRespond to all helpdesk job requests (Sentinel, West One Technical)Be the key contact for staff for facilities issuesNegotiating the best deals with outside contractors and suppliers while using best business practices to manage and reduce operation costsRespond to emergency situations or other urgent issues involving the Facilities and ensuring actions are followed through in an appropriate timeScheduling of repairs and regular PPM visits ensuring minimum disruption to servicesRespond to contractor queries in a timely mannerOperate and update an effective filing system for all sitesOther Duties IncludeObtaining quotes for contracts due to expire in a timely manner and ensuring all necessary contracts are renewed in a timely fashionRecord and file all paperwork relating to jobs/call outs.Ensure contractor call outs are successfully completed and if not, challenge theseObtaining quotes and ensuring all quotes are authorised by the CEO prior to work being carried outProducing purchase orders for facilities and building management related ordersCreating and submitting CAPEX where requiredProcessing of invoices received, matching to POs and contractsEnsuring the emergency contacts list/file is up-to-date and circulated regularlyResponding to all facilities Sentinel tickets in a timely manner and continually updating tickets to ensure constant communicationCalling contractors where necessaryLiaising with contractors to organise site visitsChaperoning contractors during their site visits, ensuring necessary paperwork is completed (visitor books etc)Assessment and negotiation of service level agreements with key contractorsCalculating and comparing costs for required goods or services to achieve maximum value for moneyIssuing of passes, security cards and keys while maintaining an up-to-date record for staff and visitorsOrdering supplies for the facilities department when neededProviding administrative support for departmental meetings including but not limited to; arranging meetings, preparing and circulating agendas and taking minutesReviewing utilities contracts and proposing energy saving methodsAssisting with and organizing office movesManaging external storage areas – ensuring they are utilized effectivelyOrganise asset disposals where required and ensuring any disposed assets are subsequently recorded.General assistance for staff and key stakeholders with facilities queriesITWork with and manage the relationship with the IT and phone support providers (West One Technical, SipAlto)Manage physical assets, including up-to-date registers of hardware within the business (including spare hardware in storage)Maintain clean and tidy server roomsAssist staff with hardware issues i.e. moving PCs, setting up printers, setting up the boardroom etcManage printer contracts and invoicingManage telephone contracts and invoicing (including internet)Manage CAPEX replacement plans and recommendations for aging hardwareMaintain up-to-date records of Laptop distribution, ensuring all machines are recorded accuratelyGeneral assistance for staff and key stakeholders with IT queriesSkills and ExperienceFacilities and IT Service CoordinationSufficient experience of providing a facilities or IT support in a busy organisationSome experience of working with contractors and suppliers and monitoring of service standards and expectationsUnderstanding of compliance requirements and working with service level agreementsProven experience of delivering excellent customer care and serviceEnthusiasm and commitment to learn about and get involved in the department’s activitiesAdministrationRelevant experience of working in a comparable administrative office based roleAbility to prioritise workload, to work under pressure with a high level of organisational proficiency and initiativeStrong computer skills with competency in Microsoft Office and database packages; experience of accurate data entryGood attention to detail and ability to follow department proceduresGood numeracy skills, ability to process invoices accurately and efficientlyWillingness to be assist with manual handling tasksCommunication SkillsThe ability to deal tactfully, calmly and effectively with a wide range of people from within and outside the organisationCustomer care in dealing with irate callers with tact and diplomacy, using effective complaints handling skillsStrong command of written and spoken EnglishExcellent telephone manner, common sense and the ability to communicate effectively at all levelsAbility to work effectively as part of a teamKey External RelationshipsContractorsConsultantsThird party support providersKey Internal RelationshipsFacilities TeamManagement TeamOutpatient clinical and non-clinical teamsHospital clinical and non-clinical teamsCorporate Office Teams (marketing, finance, CEO’s) Share this job Apply Online
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