Facilities Administration Assistant
About the Role
The Facilities Administration Assistant provides general administrative support to the Facilities team at Wiltshire Creative, supporting the booking and management of routine maintenance across both sites. They will maintain our building compliance records ensuring the tracker is kept up to date on all periodic maintenance carried out onsite.
The role involves liaising with other departments and internal stakeholders to understand their needs and ensure that routine maintenance and service visits are booked in without impacting other activity onsite
Key Responsibilities
Administration & Recordkeeping
- To co-ordinate weekly, monthly and annual maintenance at both premises ensuring that assets and equipment are serviced regularly and maintained to meet compliance requirements.
- To log progress on all repairs to building fabric and systems.
- To store and keep up to date all records of building compliance, relating to both sites, both digitally and in hard copy forms.
- To assist the Facilities Manager in researching and planning improvements and replacements for plant and building infrastructure.
- To arrange and monitor contractor callouts and continuously developing the database of contractors to achieve best value.
- To maintain records of regular tests to the buildings’ fire and intruder alarm systems where required.
- To assist the Facilities Manager in managing maintenance contracts, including regular reviews of existing contracts.
- To assist with monitoring energy usage, being aware of the sustainability goals set by the company, working with the Facilities Manager and Sustainability Champion to implement any changes.
- To assist the Facilities Manager with tracking of expenditure.
- To assist with the management of contractors onsite, ensuring that they are signed in, briefed and, if required, shown to their point of work.
Health & Safety
- To support with updating documentation relating to health and safety, including COSHH records and fire evacuation procedures.
- To act as ‘appointed person’ for First Aid, maintain adequate levels of first aid consumables at both ensuring that they are sourced and distributed appropriately.
- To facilitate periodic testing of water systems and ensure that unsatisfactory results are escalated to the Facilities Manager.
- To be fully conversant with the company’s Health and Safety policy and, where possible, attend regular Health and Safety meetings.
General
- To always act in the best interests of Wiltshire Creative
- To take positive action to promote Equal Opportunities in all aspects of the work of Wiltshire Creative
- To agree to abide by Wiltshire Creative’s policies, as set out in the Staff Handbook
- To maintain confidentiality in all areas relating to Wiltshire Creative
- To maximise income and minimise expenditure wherever possible
- To be flexible and to undertake any other reasonable duties as requested by Management
About You
- Excellent administrative skills and the ability to be organised within a busy work environment
- Strong communication skills and the ability to build relationships with colleagues and external contractors
- A can-do approach to problem solving
- IT skills in order to use record keeping and scheduling tools effectively
- A First Aid qualification or willingness to achieve one
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