Lead Contract Support Administrator

Rydon Group Holdings Ltd; Woodford; On-site; GBP 28,000 - 38,000; Full time

Benefits offered by this job

25 days holiday

Pension scheme 4%

Life assurance

Income protection

Health cash plan

24/7 EAP service

Wellbeing and mental health champions

Employee discount scheme

Flexible benefits

Employee referral scheme

Full training and career progression

Job summary

Rydon Group Holdings Ltd seeks a Lead Contract Support Administrator to join our hard facilities repairs and maintenance team at Blackberry Hill Hospital in Bristol. You will support day-to-day administration, monitor tasks, and ensure compliance documentation is maintained within Planet FM.

Reporting to the Service Managers, you will liaise with subcontractors and in-house teams to guarantee timely and accurate completion of programmed works and documentation across NHS contracts.

Qualifications

• Experience in administration for a maintenance company or similar environment.
• Excellent customer service skills and professional telephone/written communication.
• Proficient in Microsoft Office and CAFM systems; ability to multi-task with minimal supervision.

Responsibilities

• Monitor PPM tasks and ensure timely completion.
• Track defects and ensure remedial works are closed out.
• Manage contract documentation and subcontractor paperwork.
• Coordinate with sub-contractors, centre team, engineers and service managers.
• Set up subcontractor performance reviews and maintain documentation on the web portal.
• Generate helpdesk reports from Planet FM for audits and reporting.
• Oversee training matrix liaison with L&D/H&S and managers.

Skills

Administration

Customer service

Communication

Multi-tasking

Tools

CAFM systems

Planet FM

Outlook

Excel

Job description

We now have an exciting opportunity for a Lead Contract Support Administrator to join our hard facilities repairs and maintenance team at Blackberry Hill Hospital in Bristol.

Rydon has established a strong reputation for the quality within our maintenance division with a particular focus on NHS Hard Facilities Management - consisting of responsive repairs as well as planned/preventative maintenance. We look after more than 250 buildings on behalf of 20 NHS Trusts on a planned and responsive repairs and small works projects basis. We provide maintenance services to acute (hospital's), mental health trusts, ambulance and primary care trusts.

Job Purpose

As Lead Contract Support you will be supporting our hard facilities maintenance contract at Blackberry Hill Hospital with day to day administration functions. You will take responsibility in monitoring tasks to completion and ensuring that all required compliance documentation is held within our repairs system (Planet FM). The successful candidate will liaise with sub-contractors, our contact centre team, engineers and service managers as required to ensure all contractually required work is complete, and recorded correctly.

Key responsibilities will include:-

• Carryout regular monitoring of PPM (planned preventative maintenance) tasks to ensure that they are completed in line with timescales
• Monitor defects identified through PPM tasks to ensure remedial works are closed out in a timely manner.
• Monitor the statutory compliance tracker for the contract ensuring that all inspections are planned and any follow on reactive works are closed out promptly in line with our standard procedures.
• Ensuring that contract paperwork has been completed and stored correctly. Processing of subcontractor and operative work orders.
• Ensure all sub-contractors documentation (Risk Assessment & Method Statements) are received prior to attending site and evaluated by relevant person.
• Set up sub-contractor performance review meetings in line with the agreed annual programme and ensure that all sub-contractor documentation is updated and loaded on to our web portal.
• Generate helpdesk reports from Planet FM as required for each site for audits, client reporting and health and safety reporting
• Filing of all statutory compliance reports and certificates.
• Monitor the contracts training matrix and liaising with L&D/ H&S department and Contract/Service Managers to ensure training is completed and our files are updated.
• Line Management of two Co-ordinators by providing direction, managing performance and providing support.

What we can offer you

• Competitive Salary
• 25 days holiday, which can be increased to 30 days with our holiday purchase scheme.
• Pension Scheme: 4% contributory.
• Life Assurance and Income Protection.
• Health Cash Plan: helping you spread the cost of essential healthcare
• 24/7 EAP Service: free advice, counselling and support for you and your family whenever you need it.
• Wellbeing and mental health champions readily available at work.
• Access to an employee discount scheme which includes a wide-range of special offers and discounts on insurances, lifestyle goods and services.
• Flexible benefits for you to choose from including Critical Illness, DenPlan and Cycle to work schemes.
• Employee Referral Scheme: recommend a personal connection to us and claim a cash reward for their successful hire.
• Full training, ongoing coaching and support
• Opportunities for you to progress your career within the business

This is a full time permanent position. Working hours are Monday to Friday 8am to 5pm.

Experience Required

The successful candidate will demonstrate previous experience of working in an administration position for a maintenance company and be familiar with statutory compliance administration. It would be an advantage for this experience to have been gained within a company providing a repairs and maintenance service to the NHS, however this is not essential.

You will have excellent customer service skills (including good telephone and written communication skills), strong Microsoft Office skills including the use of Outlook, Word and Excel and also be familiar with CAFM systems.

You will have strong administration experience, used to multi-tasking and prioritising your work with minimum supervision. Previous line management experience would also be an advantage.

Additional Information

As a well established, progressive company we are committed to attracting and retaining individuals by offering an excellent benefits package that includes a wide range of core and voluntary benefits.

Rydon is an equal opportunities employer and promotes diversity in employment. Successful candidates will be selected solely on their ability to carry out the duties of the post.