Technical Assistant – Property and Projects Department Belfast (Duncrue Complex) Temporary Contract Main purpose of job The post-holder will report to the relevant Officers and be responsible for: Supporting the co-ordination of Safety and Compliance unit activities and working closely with the wider unit team to deliver service, departmental and corporate objectives. Co-ordinating all data associated with an integrated records management system, for the updating of relevant computer applications and registers, and for the production of reports to assist with the expeditious management of the section. Assisting with the input of condition survey and compliance data to property database and production of management reports as required, including maintenance of the property database. Co-ordinating effective responses to requests for information on quality, compliance and condition issues using relevant software. Assisting with the production of general documentation linked to the procurement process, raising purchase orders, liaising with quantity surveyors, and implementing the administrative practices and procedures as modified from time to time, to satisfy the requirements of customers and clients. Assisting as required in all other areas of the unit’s work. Summary of responsibilities and personal duties Carry out all assigned duties to ensure optimal performance and the achievement of the unit’s financial and operational targets. Assist with the setting up, updating, control, maintenance, and use of an integrated records management system incorporating (but not limited to) a condition survey database, planned maintenance programme, building logbooks, a CAD document depository and a compliance database including the input of data and management of files, both electronic and hard copy. Regularly update information systems with incoming data, certificates, service reports, contractors reports, and other details in a timely and efficient manner. Assist in the co-ordination, control, storage, management, receipt and issue of documentation within the section and with external sources, both electronic format and hard copy, including drawings, specifications, service records, As installed records, files, certificates, and correspondence. Assist in the production and preparation of procurement documentation with relevant Officers. Assist in the maintenance, control, and management of maintenance contract records including the raising, processing, and issue of purchase orders as directed by relevant officers. Assist in the production of timely and accurate reports for planned maintenance, condition surveys, compliance issues, Building Log Books, CAD Management and related information as directed. Assist in the creation and operation of appropriate administrative, monitoring and quality systems, including preparation of reports. Provide monitoring and performance data as directed by the relevant Officer. Use, maintain and assist in the development and control of the various information systems used within the Safety & Compliance unit as directed, to provide ad hoc reports as required and to ensure the timeliness and accuracy of all necessary input data. Assist or provide cover for the Technical Assistant (M&E) or the Technical Assistant (Energy), and Client Support and Works Order Co-Ordinator functions, as dictated by operational demand and priorities. This job description has been written at a time of significant organisational change and it will be subject to review and amendment as the demands of the role and the organisation evolve. Therefore, the post-holder will be required to be flexible, adaptable and aware that they may be asked to perform tasks, duties and responsibilities which are not specifically detailed in the job description but which are commensurate with the role. Qualifications and experience Applicants must, as at the closing date have: Have a minimum of 5 GCSE (Grades A-C) including English, or equivalent qualifications, and be able to demonstrate on the application form, by providing personal and specific examples, at least one year’s relevant experience in each of the following three areas: The use of IT systems, standard Microsoft Office applications, and the manipulation of spreadsheets. The maintenance, management, and monitoring of data and record systems including the provision of reports; and Working in a busy office environment as part of a team, using prioritisation skills to adhere to strict deadlines. Desirable criteria In addition to the above experience, Belfast City Council reserves the right to short-list only those applicants who, can demonstrate on the application form, by providing personal and specific examples, at least two year’s relevant experience in each of the three areas detailed above. Special skills and attributes Applicants must be able to demonstrate evidence of the following skills and attributes: Communication skills: Good written communication skills and the ability to develop high quality documentation with clarity and precision. Good oral communication and listening skills in dealing with colleagues, line management, clients, project managers and contractors. Information technology skills: the ability to use standard applications effectively, manipulate databases and use specialised software. Team working and the ability to work on own initiative: the ability to work in a volatile and dynamic environment, both as part of a team and on the basis of personal initiative. Analytical skills: an analytical approach to problem solving in a high-profile operational environment. Customer care skills: the ability to deal with and respond to the needs of a diverse range of internal and external customers, including members of the public. Decision making and problem-solving skills: a practical approach to problem solving with the ability to extract, analyse and report upon service information, in order to assist with decisions on operational issues. Work planning and organisational skills: the ability to prioritise and plan work to ensure that all targets and quality standards are consistently met. Additional Information: Target Start Date: 6 July 26 Closing Date: 1st July 26 Hourly Rate of pay: £15.82 per hour plus accrue holiday pay Job location: Duncrue Industrial Complex Belfast If you would like to apply for this role, please send us your updated CV via the link provided and one of the team will be in touch with you. Or if you would like to discuss this position, please contact Task Recruitment on 02890 421047 to speak to one of our consultants. We are an equal opportunities employer. We welcome applications from all suitably qualified persons.
