Assets Support Officer in Essex

Maldon District Council is working in partnership with Essex Shared Services to support the role of Assets Support Officer, a full-time position offering hybrid working with an expectation of attending the office 2 days per week.

Role Purpose: Develop, deliver and maintain the asset management system. Working on a wide and varied programme of works to provide a repair and maintenance service to areas owned and maintained by the Council. Ensuring attention to detail and ensure detailed and accurate records are kept using the appropriate management systems. Be a role model for the service, demonstrating authenticity, integrity, resilience and compassion and focussing on communication, personal development and wellbeing. To develop the range of skills, knowledge and in some instances, qualifications, required to undertake the role. At all times, ensure a professional, inclusive and helpful approach to customers.

Accountabilities – Service Delivery:

• To provide key technical support to the Principal Assets Manager.
• Assist with maintaining, monitoring and continuously developing the Asset Management system.
• Assist in ensuring that general repair and maintenance work to all Council assets is completed by the efficient management and recording of defect reporting to all Council assets including but not limited to: Play equipment, buildings, infrastructure, green spaces and outdoor furniture.
• To assist the team with undertaking condition surveys and inspections of assets and recording the results on the relevant asset management system.
• To assist with the administration of leases, licences and other legal agreements for Council assets, corresponding with leaseholders, their legal representatives and other parties as required.
• To work collaboratively with colleagues within Finance to ensure that leaseholders are invoiced correctly for rental and any other fees applicable.
• To support the Coast and Countryside team with administrative tasks such as raising purchase orders, maintaining commitments and completing other financial aspects (i.e. invoicing, closures) managing budget sheets as and when required.
• Update and monitor the team training matrix.
• To assist with responses to Freedom of Information requests and Customer enquiries.
• To support internal and external audit processes.
• Update and monitor the vehicle fleet including MOT, servicing, vehicle Tax, insurance etc.
• Assist with the Coast and Countryside team with Health and Safety matters including Risk Assessment monitoring and updating.
• Other duties commensurate with the post.
• To contribute to the continuous identification and implementation of improvement ideas within your team to help increase customer satisfaction levels and improve service delivery.
• Access and accurately update all relevant information systems, both customer and back office ensuring that the master customer record is updated and maintained through verification and validation, and in accordance with Data Protection principles.
• Maintain confidentiality in line with agreed policy and relevant data protection legislation.
• Support the continuous improvement of processes and procedures within the service using best practice from others where appropriate, providing support for the escalation of service issues.
• To demonstrate significant depth or breadth in case ownership through one of the following: Acting as lead case owner in one area of specialism, personally owning the resolution of some complex cases, and assisting with the design and development of tools and guidance notes which enable the team to self-serve and widen their knowledge.

The Experience You Will Bring:

• General knowledge of Health & Safety legislation relating to this area of work.
• Good standard of education with a minimum of 5 GCSEs or equivalent experience.
• Educated to NVQ level 3 / A Level standard or equivalent experience.
• A good knowledge and understanding of asset leases and licence agreements, optimising property use and maximising returns.
• A good understanding of the Uniform system.
• Liaise with external customers to understand needs and provide a high-quality service.
• An excellent understanding of Asset Management systems including inputting and extracting information.
• An understanding of building inspection requirements and a basic knowledge of construction.
• Experience of using asset management systems, cyclical maintenance procedures and building repairs.
• Proven ability to understand and comply with legislation and regulations in day-to-day business.
• Proven ability to analyse, problem-solve and respond to requests and understanding of when to elevate a case.
• Proven ability to manage & operate in a hybrid working environment.
• Able to effectively manage own changing priorities in a fast-paced environment and plan workload to ensure deadlines are met.
• Demonstrate excellent timekeeping and management of Outlook 365 emails and calendar appointments.
• Sound organisational skills to ensure effective management of electronic and other information including diary management to ensure openness, setting an appropriate standard for the team.
• Confident using technology and Microsoft applications (e.g. Office 365, Word, Excel, PowerPoint) and service specific systems (i.e. GIS, Uniform, Academy etc.).
• Developed and effective verbal and written communication skills including providing compelling and factual reports, communications, and business cases.
• Confident working with a wide range of stakeholders and remaining professional and composed under pressure.

Benefits:

• The Local Government Pension Scheme.
• Generous holiday entitlement.
• Flexible and agile working.
• Employee assistance programme.
• Cycle to work scheme.
• Salary sacrifice car lease scheme.
• Discounted local gym membership.
• Free parking.

Maldon District Council is committed to safeguarding and promoting the welfare of vulnerable groups including children, young people and adults and expects all staff and volunteers to share this commitment. Disclosure and Barring checks will be undertaken according to the responsibilities of the role. We welcome applications from people of all backgrounds, culture and experience. Applicants will be considered regardless of race, sex, disability or marital status. Maldon District Council is committed to the employment and career development of disabled people. To demonstrate our commitment, we have been accredited as a Disability Confident Employer. As a Disability Confident Employer we take various actions in order to successfully employ and retain disabled people and those with health conditions.