CANDIDATE BRIEF. Workflow Officer, Facilities Directorate

Transcription

1 CANDIDATE BRIEF Workflow Officer, Facilities Directorate Salary: Grade 5 ( 21,843 25,298 p.a.) Reference: FDEST1063 Closing date: 18 April 2017

2 Workflow Officer Facilities Directorate Are you a strong character who can encourage others to deliver objectives to a defined schedule? Are you resilient and able to balance several conflicting priorities at the same time? Do you enjoy making a difference to other people s day? Liaising very closely with Helpdesk and operational colleagues, you will be the centre of the Computer Aided Facilities Management (CAFM) system, understanding the flow in and out for both planned and reactive works. Having a day to day understanding of the resource available to the maintenance team, you will encourage, motivate and chase others to deliver work outcomes. Maintaining the list of key contacts, you will make sure they are aware of what maintenance is planned and when it s completed. Over time you will build a rapport with key contacts at our service providers, understanding the challenges faced whilst providing an effective maintenance service. You will escalate issues of non-performance to the relevant Technical Officer and provide feedback at contract renewal. You will act as a champion for the operational issues within the CAFM system, supporting trade supervisors and chargehands to efficiently manage their teams. What does the role entail? As a Workflow Officer your main duties will include: Supporting the Systems and Management Information Officer in the production of Workflows and bespoke reporting; Managing the notification process for planned maintenance works, ensuring building users and managers are aware of annual scheduled work. Update key contacts list in conjunction with space planning; Aligning the Planned Preventative Maintenance (PPM) schedule to available resources; Monitoring the delivery of PPMs via the SAP/Computer Aided Facility Management (CAFM) environment and report any discrepancies as appropriate; Liaising with external contractors delivering PPM works across campus and ensuring delivery is in line with Service Level Agreements;

3 Monitoring PPM works by contractors and directly employed trades ensuring documentation is complete and accurate; Monitoring SAP/CAFM for reactive jobs, ensuring the system is up to date and reporting is timely and accurate; Acting as a key contact for work order progress reports from the Estates Helpdesk with the aim of resolving a query before reaching escalation stage; Analyse CAFM data and report any areas of concern around individual outputs and performance; Monitor completion reports being received from contractors, ensuring they have been processed in a timely manner and create analytic reports on a regular basis; Managing the Operational Team resource diary and acting as CAFM champion. These duties provide a framework for the role and should not be regarded as a definitive list. Other reasonable duties may be required consistent with the grade of the post. What will you bring to the role? As a Workflow Officer you will have: Excellent verbal and written communications skills with experience of writing reports and drafting documentation; Proficient user of Microsoft Office packages including Excel, Word, Outlook to produce reports, keep records and for correspondence; Strong interpersonal skills with an ability to interact with people at all levels, both internally and externally and to develop effective working relationships; Ability to work accurately and with close attention to detail; Experience of maintaining comprehensive detailed records alongside a good working knowledge of the process for completing audits; Experience of working on your own initiative and independently, whilst contributing to an overall team objective; Commitment to demonstrate behaviours in line with the University s values. You may also have: Experience of using a CAFM based system; Experience of using SAP;

4 Experience of working within a similar role within a Higher Education Institution; Experience of SQL Server Reporting Services (SSRS) or equivalent. How to apply You can apply for this role online; more guidance can be found on our How to Apply information page. Applications should be submitted by (UK time) on the advertised closing date. Contact information To explore the post further or for any queries you may have, please contact: David Kellett, Asset Team Leader Tel: +44 (0) D.T.Kellett@leeds.ac.uk Additional information Working at Leeds Find out more about the benefits of working at the University and what it is like to live and work in the Leeds area on our Working at Leeds information page. Candidates with disabilities Information for candidates with disabilities, impairments or health conditions, including requesting alternative formats, can be found on our Accessibility information page or by getting in touch with us at disclosure@leeds.ac.uk. Criminal record information Rehabilitation of Offenders Act 1974 A criminal record check is not required for this position. However, all applicants will be required to declare if they have any unspent criminal offences, including those pending.

5 Any offer of appointment will be in accordance with our Criminal Records policy. You can find out more about required checks and declarations in our Criminal Records information page.