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Property & Maintenance - Property Co-Ordinator

Support Office, Cornwall Care House, Truro, Cornwall, United Kingdom Req #252
08 June 2021
Job Description

1. Job Title:                Property Co-ordinator

2. Hours:                     39 hours

3. Line Manager:         Estates Manager

4. Accountable to:       Head of Property/Estates Surveyor

Key Relationships

All Staff
Companywide
External organisations
Suppliers of goods and services

5. Job Purpose:

a) To provide a full administrative support service to the Cornwall Care Property Team.

b) To be proactive in the execution and improvement of property and maintenance processes, including development of electronic systems, databases and methods to improve effectiveness.

6. Main duties and responsibilities:

6.1 To provide administrative support to the Property Team through its formal processes.

6.2 Receive general calls / enquires from Service Users / Contractors / Suppliers / Maintenance Crew including urgent or emergency situations and ensure a prompt, informed response.

6.3 Attend various meetings to accurately record minutes of a technical nature and to ensure the timely distribution of meeting paperwork.

6.4 Receive electronic defect reports from homes and upload onto the company’s database.

6.5 Prioritise and allocate work load of the Maintenance Crew from defects database under the guidance of the Estates Surveyor.

6.6 Assist in the creation and issuing of Purchase Orders adhering to Company Financial Procedures with regards to authorised limits. Match and approve suppliers’ invoices to PO’s as they arrive, checking for errors or queries, ready for signing.

6.7 Assist in producing documents, briefing papers, reports and presentations of a technical nature.

6.8 Ensuring the smooth running of meetings including the preparation and timely distribution of papers and taking minutes of a technical nature.

6.9 Recharge Maintenance Crew time, mileage and supplies on monthly basis.

6.10 Updating the planned maintenance system (PMS) – periodical checks/servicing of the homes.

6.11 Prepare and issue documentation, work specifications and drawings under the guidance of the Property Managers.

6.12 Ensuring accuracy and integrity of information entered onto the company’s database and assurance framework.

6.13 To use computer facilities including Microsoft Office and other specialist software packages.

6.14 Collation, printing and sending of tenders /framework agreements/ quotations and produce subsequent contract documents.

6.15 Act as link between Operations Team, Service Managers and Property  Teams for streamlined, effective communication.

6.16 Screening telephone calls, enquiries and requests and handling them when appropriate.

6.17 To carry out all associated duties including:
replying to correspondence;
drafting and proof reading letters;
diary management;
organising travel and accommodation;
management and attendance at various Property and Procurement meetings.

6.18 You are responsible to ensure that your professional practice and your work is within and kept up-to-date with the principles laid out in The Health and Safety at Work guidance, Care Quality Commission regulatory guidance and Equality Act 2010 regulations. 

6.19 You will be required to undertake statutory and mandatory training and development.

6.20 As part of the whole Cornwall Care Team you may be asked to provide support and care in other parts of our service provision, you do need to be ready and flexible to provide such support should the need arise. 

6.21 It is important that all staff understand their accountability for individual risks and how they can enable continuous improvement through effective risk management. You need to be aware that risk awareness and risk management are a key part of Cornwall Care’s culture. All staff are required to actively identify, assess, report and contribute to the management of risk; to promote and adhere to safe working practices and to ensure that they provide a service where quality and safety is paramount by following all procedural documents relevant to their role, such as policies and procedures and risk assessments requirements.

Core behaviours for all Cornwall Care staff:

All staff will commit to:

Act with honesty and integrity at all times.
Demonstrate respect for others and value diversity.
Focus on the client and internal and external customers at all times.
Make an active contribution to developing the service.
Learn from and share experience and knowledge.
Keep others informed of issues of importance and relevance.
Consciously review mistakes and successes to improve performance.
Act as ambassadors for their service and Cornwall Care.
Be aware of the impact of their own behaviour on others.
Use discretion and be aware of issues requiring total client confidentiality.


PERSON SPECIFICATION

 Attainments, Experience, Qualifications

Essential Requirements
 

  • Educated to GCSE standard or Equivalent with a good standard of written English
  • Experience of working in a property / technical office providing secretarial /administrative support
  • Experience of producing electronic Purchase Orders
  • High level of Literacy & Numeracy
Desirable Requirements
 NVQ 3 or equivalent in Administration.
  • Experience of receiving property defects from clients and making necessary arrangements for suitable remedy
  • Confident to liaise with suppliers and external contractors
How each point will be assessed

  • Application form / interview

Skills/Training

Essential Requirements 


  • Advanced skills in Word, PowerPoint and Excel
  • Experience in the creation and development of databases
  • Effective verbal and written communication skills 
  • The ability to prioritise a demanding workload, working flexibly to achieve results and work to strict deadlines
  • Organisation of others
  • Excellent telephone and interpersonal communication skills at all levels
Desirable Requirements

  • Experience of working in a Healthcare / RSL organisation
  • Knowledge / understanding of property-related terminology and phrases
  • Experience of minute taking at a senior level
How each point will be assessed

  • Application form / Interview

Qualities

E
ssential Requirements

  • Well organised, honest and reliable
  • Detail conscious and meticulous
  • Enthusiastic, friendly team worker
  • Proactive, flexible and adaptable to changing priorities
  • Highly self-motivated and directed, and able to make informed decisions when required
  • Good communicator and ability to keep team members updated 
  • Ability to work on own initiative and as part of a team
  • Able to work with discretion on confidential matters
Desirable Requirements

  • Strong customer service orientation
How each point will be assessed 
 

  • Application form / interview

Circumstances

Essential Requirements

  • Eligible to work in the UK
  • No relevant criminal record
  • Not registered on any ‘barred’ Independent Safeguarding registers
How each point will be assessed

  •  Application form and interview


Other details

  • Pay Type Salary
  • Min Hiring Rate £20,000.00
  • Max Hiring Rate £20,000.00
  • Support Office, Cornwall Care House, Truro, Cornwall, United Kingdom