Contract Support Officer
On site
London, United Kingdom
Freelance
05-03-2025
Job Specifications
Job Overview
The post holder is responsible for providing a range of admin support, enabling the Hard FM Team to manage and deliver the Hard FM contracts. To maintain and upload accurate and relevant documentation to multiple Hard FM related systems.
The post holder will provide admin finance support to the Hard FM team, ensuring transactions are completed in a timely manner.
To help manage and administer the reporting requirements of the Computer Aided Facilities Management (CAFM) system, including KPIs, PPM schedules and maintenance tasks.
The post holder should have a good understanding of estates maintenance and operational services, ideally in a diverse healthcare estate portfolio. The post holder should demonstrate excellent communication and organisational skills, as well as an ability to deliver high standard of work to deadlines.
Main duties of the job
The post holder is expected to become the CAFM system administrator and develop an extensive hands-on knowledge of the system, its configuration and functionality.
The post holder will need to work independently within the team structure, to ensure that quality standards, policies, procedures and guidelines and statutory and mandatory requirements pertaining to Hard FM services are met.
Working for our organisation
QTS operates as a wholly owned subsidiary of Central and North West London NHS Foundation Trust (CNWL). Established in 2018, QTS provides a broad range of Estates and Facilities services, spanning strategic operational delivery through to estates maintenance and repairs, primarily within mental health and community healthcare settings.
Detailed Job Description And Main Responsibilities
Main Duties:
Providing support to internal / external clients and answer calls and emails in a professional and timely manner.
To be the first point of contact for the escalation of Hard FM queries, including but not limited to; invoicing/payment queries, PPMS and outstanding jobs.
Working closely with zone leads and management, ensuring accurate processing of quotations and purchase orders, escalating issues where necessary.
Supporting the Hard FM Team to manage the supply chain, raise and assign work orders to the relevant internal resources and external contractors.
Distributing monthly PPM schedules to relevant external contractors and internal resources and providing back office support where required.
Escalating issues relating to PPMs, KPIs and reactive jobs to the relevant Hard FM Team member.
Running monthly reports and compiling the data for the Hard FM Team, including but not limited to; finance, KPI’s, PPM/Reactive, Statutory and Mandatory Compliance and Helpdesk Performance.
Ensuring documentation is maintained and readily available across multiple platforms, including but not limited to; CAFM, SBS and SharePoint.
Be a key contact for the CAFM System, including PPM records, reactive jobs and reporting.
Ability to provide support and training where required on system such as CAFM and SBS.
Provide admin support for key meetings, including scheduling of meetings and minute taking.
Ability to work independently, with minimal supervision whilst being ready, willing and able to support team.
Promote and maintain company culture and values
Strategy and Service Development
Supports the successful delivery of QTS’s strategic, operational and sustainability objectives.
Person specification
Education & Qualifications
Essential criteria
Educated to an A-level or able to demonstrate having produced work to equivalent academic level.
Previous Experience
Essential criteria
Demonstrable experience working within a healthcare environment or other relevant facilities environment
Experience of system administration
Demonstrable track record to plan, prioritise, and manage workload to strict deadlines
Experience of record management
Experience of compiling reports and data
Desirable criteria
Experience of mental healthcare environment
Experience of CAFM system administration
Experience of delivering training
Skills & Knowledge
Essential criteria
A clear understanding of finance and CAFM systems
Understanding of data management
Attention to detail
Demonstrable planning and organisational skills
Understanding of data management
Knowledge of Microsoft Office Suite, i.e. Word, Excel, PowerPoint, Outlook
Excellent written skills, including minute taking
Excellent verbal communication and interpersonal skills
Experience of Customer facing roles (property experience desirable)
Strong time management
An understanding of maintenance and reactive works.
Ability to treat all stakeholders with respect and dignity at all times, adopting a culturally sensitive approach which considers the needs of the whole person
Track record of building constructive relationships with warmth and empathy
Desirable criteria
Knowledge of MRI Concept Evolution CAFM system
Knowledge of e-logs
Ability to understand database structures
Other Requirements
Essential criteria
Able to evidence high levels of self-motivation and an ability to work independently while remaining within a team structure
Ability to work well under limited supervision
About the Company
Central and North West London NHS Foundation Trust (CNWL) has almost 9,200 staff providing integrated healthcare to a third of London's population, Milton Keynes, Surrey and areas beyond. We provide a wide range of services to treat people with a a variety of health needs, including common physical health problems, long-term conditions, mental health, learning disabilities, eating disorders, addictions and sexual health. We are here to provide support for people through every stage of life. Our catchment area covers a rang... Know more
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