Admin (SO1)

Organisational information Reports to: Head of Property Information & Reporting (CWB) Main Purpose of Job: To provide administration support to the Property Information & Reporting team. Main Responsibilities: Managing shared mailboxes and responding to enquiries. Maintaining electronic records and filing systems. Updating, uploading data to Computer Aided Facilities Management system (Concerto) Updating spreadsheets, trackers and databases. Scheduling meetings and managing calendars. Preparing correspondence, reports and meeting notes. Monitoring team action logs and deadlines.

Job Activities: To provide comprehensive administrative support to the Property Information & Reporting Team, ensuring that all tasks are completed accurately, efficiently and in accordance with council procedures and service standards. To maintain and update property, contract, compliance and performance records, ensuring information is accurate, complete and readily available when required. To administer contract management processes, including maintaining contract documentation, updating contract registers, monitoring contract renewal dates and supporting contractor communications. To administer Planned Preventative Maintenance (PPM) programmes within Concerto, including creating and updating records, monitoring completion of activities, uploading service reports and certificates, and raising follow-on actions where required. To manage shared mailboxes, respond to routine enquiries and direct correspondence to the appropriate officers as required. To maintain statutory compliance records and support the monitoring of inspections, certifications and compliance documentation across the property portfolio. To compile, maintain and report statistical, financial and performance information, producing reports, spreadsheets and management information as required. To support meetings by preparing documentation, arranging attendance, taking notes and maintaining action logs where appropriate. To actively contribute towards the continuous improvement of administrative processes, systems and procedures and make effective use of corporate systems, including Concerto and Microsoft 365 applications. To liaise with contractors, suppliers, internal departments and external stakeholders in relation to contract administration, property information, PPM activities and financial processes. To undertake a range of administrative and business support tasks as directed by the Head of Property Information & Reporting To undertake such other duties and responsibilities as may reasonably be allocated from time to time in line with the grade and purpose of the post.

General information: The post holder will be required to comply with organisation’s policies and procedures. The organisation has a no smoking policy. Staff are not permitted to smoke on any of the organisation’s premises nor in any vehicle used on organisation business. This Job Description covers the main duties and responsibilities of the job and will be subject review and amendment, in consultation with the post holder, to meet the changing needs of the organisation. Other activities commensurate with this Job Description may from time to time be undertaken by the post holder.