Estates Scheduler in Southampton

We are delighted to offer an exciting opportunity to join our team at UHS Estates Ltd (UEL). Please refer to the detailed job description below for more information about the role.

The estates maintenance team are looking for an organised and keen individual to join our busy and productive scheduling office. If you enjoy a high-tempo environment amongst a great team that supports in ensuring the hospital is well maintained, and tasks are completed promptly, then this could be the role for you.

Reporting to the Estates Technical Customer and Quality Service manager, you'll be expected to ensure that reported works are documented correctly and issued to either our in-house team or to supporting contractors. Following on from this, duties will include scheduling of PPM works and ensuring jobs are completed and closed down, along with filing and documenting service records and supporting with helpdesk calls.

Previous experience within a maintenance or facilities environment is an advantage, along with scheduling roles. Communication is key within the role, and so are computer skills. You must be a team player who can adapt quickly to different situations and prioritise tasks whilst also being self-sufficient and forward-thinking. Full training is given along with further opportunities to develop and learn.

UHS Estates Limited (UEL) is a wholly owned subsidiary of University Hospital Southampton NHS Foundation Trust (UHS). The company is responsible for the design and construction of new buildings, and the ongoing provision of services, including estates maintenance, soft facilities management and the management of equipment, consumables and materials, in support of one of the largest acute teaching Trusts in England.

Employee Benefits:

• NHS terms of service and annual leave
• Access to an employee benefits platform offering discounts on groceries, high street shopping, family outings, holidays, and more
• Southampton offers an excellent quality of life, located on the south coast with an international airport and direct train links to London. The area boasts the stunning New Forest National Park, beautiful beaches along the Jurassic Coast, and living costs around 20% lower than London. With 14 Ofsted-rated “Outstanding” schools, it’s a great place to live and work.

Detailed job description and main responsibilities:

1. Responsible for data entry within the Estates CAFM system, which involves accurately entering calls and work order requests, monitoring of assets, trade staff and contractor records.
2. Schedule workflow and issues work orders to trade staff mobile devices via the CAFM system, ensuring Statutory and Mandatory PPM is completed within KPI time limits.
3. Using knowledge and understanding of word processing, spreadsheets and databases to provide a wide range of dedicated administrative support to the Operational Maintenance Team.
4. Manage and prioritise own workload and attend regular review meetings with the Technical Customer Services Manager.
5. Deal with a wide range of telephone calls, some of which may be of a sensitive nature or relate to life and complex business-critical services. Respond to enquiries and provide advice as appropriate, or disseminate information which can often be of a complex nature and requires immediate action.
6. Maintain clear communications and liaisons with all levels of Estate Maintenance staff, customers within and outside the hospital, as necessary, which can often involve the handling of sensitive issues and confidential information.
7. Ensure daily cover on emergency radio and emergency alarm telephone, taking immediate and appropriate action, which involves contacting the emergency operative by radio handset and bleeping other relevant Estate personnel and may require, at times, passing on of complex information. Ensuring daily cover on emergency radio handsets is available at the start of work with supervisors.
8. Processing of documentation as requested, such as timesheets, pay cards or technical information received from In-House or External Contractors.
9. Prioritise and action incoming posts and emails, as appropriate.
10. Maintain efficient and up-to-date filing systems, both digital and hard copy, in accordance with the departmental procedure.
11. Ensure all planning boards and diaries are kept up to date, monitor outstanding work and chase overdue work if required. If re-planning of work is necessary, contact all concerned and update information and documentation as applicable.
12. To comply with Estate Maintenance Policies and Procedures and recommend changes within own work environment. Postholder is required to work independently, manage and prioritise their own workload.
13. Flexible working as part of a team, which may include a range of administrative tasks, meetings, or being familiar with other roles to provide cover for absence.
14. Supporting Workshop Health & Safety Co-ordinator as required.
15. Maintaining data as legally required and collating electronically for use by the senior management team within the Estates Operational Maintenance Team and auditors as necessary.
16. Arranging and changing appointments and meetings, including external consultants and contractors, diary maintenance, organising venues and hospitality as required.
17. Assist in training new admin/clerical staff.
18. To support with taking calls to the helpdesk during busy times and to cover breaks/leave/sickness.

Qualifications, knowledge and experience:

• English and Maths qualification at GCSE / Level 2.
• NVQ level 3 in Business Administration or equivalent experience.
• Experience in use of databases.
• Working knowledge of purchase orders.
• Experience in use of CAFM database.
• Experience in a technical environment.
• Working knowledge of Oracle purchasing system.

Values and behaviours:

• Patients First
• Always Improving
• Working Together

Please be advised that this vacancy may close earlier than stated if we receive a large number of applications. We will not accept any applications or queries via agencies, under any circumstances.