To provide advanced administrative support to the Mechanical (Water) Team within a PFI healthcare environment. The role is responsible for ensuring accurate data management, effective coordination of tasks, and supporting compliance with water safety and operational processes. The postholder will play a key role in maintaining system integrity, supporting service delivery, and enabling efficient communication between internal teams and subcontractors.
Key Responsibilities
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Provide dedicated administrative support to the Mechanical (Water) Team
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Accurately input, update, and manage data within CAFM systems (training provided)
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Log, track, and monitor reactive and planned maintenance tasks
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Support the management and administration of water risk assessments
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Coordinate and distribute works to engineers and subcontractors
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Liaise with internal teams, engineers, and external subcontractors to ensure timely task progression
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Take and distribute minutes from meetings, ensuring actions are clearly recorded and followed up
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Support the planning and organisation of meetings as required
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Maintain accurate records and documentation in line with contractual and compliance requirements
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Provide general administrative support to the wider FM team as required
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Assist with ad hoc duties and provide cover for colleagues during periods of absence
Skills & Experience
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Previous experience in an administrative role, ideally within Facilities Management or a similar environment
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Strong organisational skills with the ability to manage multiple tasks and priorities
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Excellent attention to detail and data accuracy
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Proficient in Microsoft Office, particularly Excel and Outlook
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Experience using CAFM systems (desirable, training provided)
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Strong communication skills, both written and verbal
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Ability to work independently and as part of a team
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Confident in liaising with stakeholders at all levels
Personal Attributes
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Proactive and self-motivated
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Professional and confident in approach
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Able to work under pressure in a fast-paced environment
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Strong problem-solving mindset
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Flexible and adaptable to changing priorities
Additional Information