Maintenance Administrator (Fixed term contract 12-14 months)
Hybrid
Oxford, United Kingdom
£ 35,000 / year
Freelance
24-02-2025
Job Specifications
Manpower Recruitment are working with an established college in Oxford City Centre.
The role is a fixed term, permanent contract for 12-14 months.
The working hours would be Monday-Friday (Starting at 7.30am) and paying £31,000pa-£35000pa depending on experience, working 36.25hrs per week.
*A chance to work from home for two days per week, once settled in the role.
Main Purpose of Job:
Responsible for providing the Head of Maintenance and Maintenance Works Supervisor with a high level of administrative support. Keeping accurate records of planned and reactive maintenance, ensuring that maintenance of plant and equipment is undertaken at the correct intervals and assisting with the planning and co-ordinating of larger projects.
Health and safety
Keep accurate COSHH records and ensure that risk assessments are kept up to date
Ensure any actions from fire, health & safety, insurance inspections are duly recorded and brought to the attention of the Head of Maintenance
Organise training specific to the department
Arrange and diarise College ladder training
Order PPE; maintain distribution/issued list of PPE
File H&S/O&M documentation and update the associated schedules
Service Contracts / Legislative Requirements
Make appointments for service contractors at the necessary intervals and diarise
Liaise with the necessary departments that may be affected by contractor visits
Maintain a schedule of periodic electrical inspection testing; bringing any unsatisfactory inspections and due/missed dates to the attention of the Head of Maintenance
Maintain an up-to-date list of service contractors and emergency contact details
Electronically file and keep all service records up to date and make them available when needed
Schedule all legislative inspections e.g. lifting inspections, pressure systems, refrigeration FGas and gas safe certifications
Maintain the Maintenance elements of the Continuity plans and keep updated following changes as instructed
Ordering / Invoicing
Place orders with suppliers as requested by the Maintenance Supervisor and Head of Maintenance within approved financial limits
Assist with sourcing parts where not available from regular suppliers
Schedule transactions and correlate invoices with purchase orders and service sheets
Co-ordinate and order staff workwear
Projects & Refurbishments
Organise meetings with contractors on site and diarise at the request of the Head of Maintenance or Maintenance Works Supervisor
Distribute information to contractors e.g., drawings and specs
Retain project data and pass relevant documentation to archives
Request Health and Safety documentation from contractors prior to project commencement and file accordingly
Assist with project logistics, advising affected parties of disruption, noise, shutdowns, access restrictions etc
Keep a record of estimates and invoices
Planned Maintenance / Rolling Programmes of Maintenance
Update the rolling programme of decoration and Asset planned Maintenance informing departments of any access and disruption.
Report missed maintenance tasks to the Head of Maintenance
Produce weekly KX unused/empty room schedules for flushing. File completed records in the water specialist electronic waterlog book
General admin duties
Act as a central point of contact for the maintenance department
Input authorised maintenance staff holidays into a shared calendar
Process routine correspondence and telephone enquiries
Maintain up to date insurance records from all contractors
Input and submit Payroll timesheet information for approval by the Head of Maintenance
Print signage as required
Co-ordinate meetings and diarise accordingly
Take and distribute minutes and review actions required by others, e.g. sustainability meetings
Sustainability
Input monthly energy data
Play an active part in the Colleges evolving sustainability plan
Benefits
38 days annual leave
Free meal whilst on duty
Discount on bus ticket annually to get you in/out town
College shutdown for Christmas
If interested, please get in contact with a Manpower Representative.
About the Company
Manpower is part of ManpowerGroup, a Fortune 500 Global Business. We've been powered by our people since 1948. That's 70 years of making dreams reality. We don't make our people; we are made by them and have been since the very beginning. We know our clients need a different type of talent company, which is why we have regionalised our bases and invested in tech to help us do our job remotely and successfully. We work with over 80% of the Fortune 500 and are proud to own some of the most desirable client partnerships in th... Know more
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