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Posted: Tuesday, January 28th 2020
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Job Title:     Estates Administration – Facilities
Organisation:     National Museums Liverpool
Salary:     £17,942 p.a.
Type:     Full-Time Position
 Contract: fixed term
Location:     Liverpool, England
Closing Date:     Monday, February 24th, 2020
Job Ref No:     2006
Other Benefits:   Company Pension Scheme, Employee Assistance Programme, Travel Loan Scheme, Employee Discount Benefits
Job Description:
Are you searching for a job that makes a difference?

NML welcomes 3 million visitors to our six public venues every year. If you’re looking for an estates management role that’s challenging, diverse and makes a real difference to the people of the Liverpool City Region and beyond, then NML would like to hear from you.

NML has entered a period of physical and organisational transformation. As well as leading the way in visitor experience, NML has ambitions for excellence in energy efficiency, health and safety, collections care and staff satisfaction. The physical environment is central to achieving these goals and the Estates Directorate is at the heart of the change.

You will be part of an expert team, working with buildings that range from the historic to the futuristic over twenty sites. You will be expected to use your technical expertise in collaborating with colleagues within NML and managing subcontractors from outside.

If you’re a team player looking for new challenge then this could be the role for you.

Role Outline

Directorate: Estates

Job Title: Estates Administration – Facilities Management
Payband: 3
Hours: 37 hours
Contract Type: Fixed term

Purpose of the role: Support the Facilities Management Team to ensure NML’s estate is accessible, safe and secure and serves the needs of our visitors, staff and collections. Provide administrative support to Head of Facilities Management and Deputy Director of Estates during the tender preparation and delivery of a new facilities management service contract

Section 1. Main Activities

Reporting to the Team Leader – Head of Facilities Management, the post holder will:

Assist with the storage and management of information about NML’s Estate
• Maintain an archive up as-built drawings and specifications of all NML buildings, including any new works.
• Ensure Operations and Maintenance files are stored in an organised and accessible format.
• Any other relevant certificates, warranties etc. can be easily located by people unfamiliar with the Estates storage system.

Manage the repairs reporting system.
• Be a first point of contact for NML staff and subcontractors requesting repairs or changes to the built fabric and engineering of NML’s buildings. Answer telephone enquiries and log e mail requests as they arrive.
• Communicate enquiries to the relevant team member.
• Communicate with the enquirer informing them who has taken responsibility for carrying out the work and when it is likely to be carried out.
• Provide progress updates back to enquirer if the repair cannot be dealt with immediately.
• Compile data on the cost, type and location of the repairs and alterations that are requested so that the team can identify trends.

Provide administrative support to the Facilities Management Team
• Arrange meetings – securing attendees, booking rooms, arranging catering, distributing papers beforehand.
• Assist the team with the transition from a paper based system to a digital one.
• Assist in sifting and storing information on contracts that are underway or have been carried out.
• Receive incoming mail, bringing urgent issues to the attention of the relevant team member.
• Deal with general enquiries.
• Maintain an effective logging, monitoring and tracking system which enables completion of deadlines to be met on correspondence, tasks and preparation for forthcoming meetings.
• Track and chase responses from delegated tasks to ensure all matters are dealt with efficiently and effectively.
• Produce correspondence and reports etc.
• Manage diaries, arrange meetings and seminars for the Facilities Management team.
• Prepare papers for meetings and take minutes.
• Supervise of filing systems.
• Provide a professional first point of contact for staff, ensuring excellent levels of customer service at all times.
• Operate an effective “carry forward” system, ensuring that papers are available for meetings and actions are taken when needed.
• Research and compile information, producing reports as needed.
• Draft agendas for meetings and communicate management actions following meetings.
• Provide personal administrative support, including drafting responses, replies and co-ordinating responses to the correspondence received by the Head of Facilities Management.
• Ensure the Facilities Management team members are enabled and supported to prepare for all meetings, follow up actions and prepare the papers, briefings, directions and arrangements to ensure the time is effectively managed.

The nature of this role will require flexibility to meet urgent work needs as they arise and to undertake any other such duties within the general responsibility level of the posts as may be required.

Accounting support
• Work with the Sage accounting software to manage invoices and orders for Estates work.
• Maintain financial records and update financial databases.
• Assist in the reconciliation of accounts.

Continuous improvement
• Contribute to the development of new standards for use through NML properties that will enhance the appearance, reduce future maintenance costs and improve the conditions within the buildings.

Section 2. Responsibilities

• All repairs and other enquiries are communicated to an officer for action.
• Information supplied to decision making meetings is accurate.
• Only correct and necessary information is placed into long term project archives.

• Attendance at internal meetings.

Staff Management
• No direct line management.

• The post holder will be expected to show the highest level of integrity and confidentiality in the provision of these duties.
• Adhere to the standards expected of all public services as defined by the HM Treasury publication “Managing Public Money”. Those standards are honesty, impartiality, accountability, openness, accuracy, reliability, transparency, objectivity, integrity and fairness. These standards should be carried out in the spirit of, as well as the letter of, the law; in the public interest; to high ethical standards and achieving value for money.
• Adhere to NML’s Health and Safety policies and procedures, and make a contribution to the continuance of a sound health and safety culture within the division.
• Develop NML’s commitment to Equality and Diversity, and promote non discriminatory practices in all work undertaken.
• Undertake additional duties, as required from time to time
• Undertake training and development courses and programmes, as required.

Section 3. Requirements for the role.

• Essential: 5 GCSEs including English and Maths

Desirable experience
• General administrative experience e.g. diary management, minute taking etc.
• Strong computer literacy
• Digital filing and databases.

Person Specification
• Team player – able to collaborate easily with both familiar and unfamiliar people.
• Confident and sociable – comfortable talking to unfamiliar people..
• Clear communicator – able to convey important information concisely and in a manner that will maintain good, cooperative relations.
• A natural organiser with an eye for detail.
• Able to work with speed and accuracy under pressure
• Flexible and accommodating attitude – able to operate effectively in a variety of places and circumstances.

Section 4 – Compulsory Training
• Sage accounting system
• Oakleaf repairs reporting system

The details contained in this job description reflect the content of this job at the date of being prepared. It is however possible that over time the nature of the job will change. Consequently National Museums Liverpool will expect to revise this job description from time to time and will consult with the post holder, should the need arise.
Application Instructions:
Apply Via:
Contact Name:     HR Enquiries
Contact Tel:     0151 478 4696
Contact Fax:    
Contact Email:
Address:     127 Dale St, Liverpool, .  
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