Job Description: Property Assistant

Transcription

1 Purpose of the Post Job Description: Property Assistant The Property Assistant is a key member of the Property team and is responsible for co-ordinating the administration of building repair and maintenance work and assisting with the development of a comprehensive record and systems database within the Property Department. This post will fulfil the day-to-day functions associated with the effective management of all Alzheimer Scotland owned and leased premises covering a wide range of duties, and will include office based and on site activity. The role will be based in Oxford Street, Glasgow but some travel will be throughout Scotland. Work Responsibilities Property Management To assist with the cost-effective management of all Alzheimer Scotland sites To assist with the communications between staff within the services and the Property team To assist the Head of Property in liaising with landlords and agents as To assist in ensuring that the Alzheimer Scotland Health and Safety Policy is monitored and adhered to, liaising with the Head of Health and Safety when To attend and at times minute meetings To assist with the updating of Property section on the intranet To assist with the service contracts for all sites To manage the property helpdesk, logging and arranging repairs as for all sites, and liaise with contractors as. Schedule, plan and execute property repairs To liaise at times with contractors on reactive maintenance, minor works and larger scale projects To assist in the resolving of any property related issues in a professional manner Other Duties To answer and react to letters, s and telephone enquiries relevant to each of the services properties To file and maintain file keeping and other office duties To contribute to the activities of other departments if necessary as directed by the Head of Property To undertake any other duties commensurate with the post as directed by the Head of Property

2 To undertake duties with an awareness of the need to promote cost effective and efficient management To demonstrate a willingness to undertake training as for the development of the post and enhancement of the skill base. To support the Head of Property in the management of all utility contracts Delivery of projects To assist the Head of Property when overseeing building projects renovations or refurbishments To assist the Head of Property when planning for future development in line with strategic business objectives To assist in preparing documents to put out tenders for contractors for maintenance and minor works To support the Head of Property when investigating availability and suitability of options for new premises To support the Head of Property checking that agreed work by staff or contractors has been completed satisfactorily and following up on any deficiencies Coordination of Team Administration Provide general administrative support to all aspects of team business Work with the Information Manager & Design & Print Manager on requests for information materials and support the Information Manager in the stock control of information materials and processing fulfilment orders Coordinate and manage all stationery requests for the organisation Work closely with the Head of Property to ensure all relevant meetings are scheduled across the year To play a role in the day to day running of the Alzheimer Scotland Glasgow office General To present the organisation professionally in all communications Participate in staff meetings, training and development and supervision when Promote a positive working relationship between all departments and team colleagues

3 Health and Safety Be aware of and complying with safe working practices as instructed and in accordance with policies and procedures e.g. fire evacuation procedures, data protection Report any defective equipment to the manager Act in a calm and professional manner when responding to an emergency Quality Control Implement the aims, objectives, policies and procedures of Alzheimer Scotland Participate in a variety of quality monitoring methods to ensure organisational satisfaction with the department. The responsibilities are to be carried out according to Alzheimer Scotland s standards, policies and procedures as described in the organisation s manuals. Accountability This post will be line-managed by the Head of Property. Salary and Grade This post is graded SCP ,077 24,224. This job description is open to review by the organisation at any time. May 2017.

4 Property Assistant Person Specification The following criteria will be used in shortlisting candidates and in appointing the successful applicant. Please note that the competencies are not ranked in priority order. Professional attitudes and values Essential Desirable Understanding of and empathy with the organisation s aims and values To be reliable and transparent in all work procedures IT High standard in Microsoft Office package (Word, Excel, Access, PowerPoint), and internet/intranet usage Experience of establishing and maintaining databases Clerical Good interpersonal communication and telephone skills High level of organisational skills & ability Ability to manage own time and to organise tasks and work load in priority of pending deadlines Ability to multi-task at a fast pace Ability to work across multi-disciplines Personal qualities Ability to be adaptable and work as part of a busy team Ability to forward plan and use initiative

5 Experience and Qualifications Experience of working within a property team or department. Experience of working in an administrative role Full Driving Licence Willingness develop skills