Facilities and Administrative Coordinator

The role of Facilities and Administration Co-ordinator is to provide effective management of the Housing Management and administration functions within our Residential Lifehouse Services, supporting people experiencing homelessness.

You will be part of the management team producing a high quality and costeffective service, deputising for the Service Manager when required. You will monitor service delivery in line with contractual and organisation requirements. You will be part of the duty system providing on call support to the service

The hours are 35 per week.While the working pattern will be relatively standard, due to the nature of this being a commissioned 24/7 service flexibility will be required, including being on-call.

• Ensure the service is cleaned to a high level which satisfies statutory requirements where they exist and internal/external inspection requirements either through the management of in-house staff or the effective management of contracted services
• Deliver a full range of services covering facilities, maintenance, refurbishment including overseeing facilities project scheduling, setting priorities and reviewing work and performance of external contractors in line with contractual and internal targets
• Establish and manage Health and Safety systems for implementing and recording safe working practices including fire records, COSHH, first aid etc.; ensuring The Salvation Army is legally compliant in regards to permits and all fixtures and fittings are in good and safe working condition in line with Health & Safety and other related legislation
• Monitor the financial processes and systems for the service, ensuring sound financial management, checking income is maximised and expenditure is maintained in budget limits, providing regular reports to the service manager on budget performance and client debt, and supporting budget setting processes
• Establish and monitor effective management systems to ensure Personal and Housing Benefit payments from clients are maximised and unplanned moves minimised, including monitoring arrears, keeping accurate records and reporting on this to the Service Manager / Management Team
• Be responsible with the Service Manager for managing any Housing Association/Managing Agent Management Agreement including monitoring cyclical repairs, planned maintenance etc, ensuring all repairs are logged and resolved using internal staff or reporting to external managing agent / contractor and all tenancy and licence agreements are in place and meet compliance for issue and renewal

• Lead on implementing Safe Mission including conducting and updating all appropriate risk assessments for this area of service delivery
• Be responsible for wide range of data collection and analysis including preparing and writing reports for the Service Manager/Management Team and external bodies as required. Contribute to the preparation for and response to both internal and external inspections as part of the management team, taking the lead within the specific area of programme
• Ensure effective communication systems are in place for staff and client messages, mail and other administrative functions to be effectively carried out, including efficient systems to safely manage and record all visitors including contractors to the service
• Ensure that on-site catering services are effectively run to required Health and Safety and Food Hygiene standards and satisfy the nutritional needs of clients, either through managing in-house provision or working with the service manager to manage contracted services (where appropriate)
• Effectively manage a team of ancilliary staff in line with policies, including recruitment, managing performance against organisational and contractual KPls, coaching and professional development, role modelling the core values to ensure positive relationships across the service and an environment which fosters wellbeing
• Collaborate with the Chaplain to promote and facilitate the Chaplain's involvement within the programme (where applicable)
• Take responsibility for own personal development by developing and updating knowledge base in areas associated with the field of homelessness, finance and health and safety

 
As a supplement to the JD, the following are key responsibilities:
 

• Responsible for financial oversight and budgets
• Line manage 6 staff across three roles (maintenance, catering and admin/reception)
• Responsible for Risk Management (living environment / premises)
• Responsible for Health & Safety
• Responsible for overseeing all repairs and maintenance through line management and contractors
• Responsible for buildings compliance and certification
• Responsible for room voids reporting to commissioners (weekly)
• Responsible for procurement
• Responsible for managing the staff rota

 
Key qualities include:

• Highly organised
• Attention to detail
• Proactive
• Autonomous while being a crucial part of the team
• Excellent Excel knowledge
• Deadline-driven
• Competent at conducting risk assessments
• Buildings compliance and certification
• Good understanding / oversight of buildings maintenance
• Competent at managing stakeholder relationships both internal and external e.g. Local Authority and suppliers / trades
• Solid work ethic