Southampton City Council - Programme Support Officer

Southampton City Council - Programme Support Officer

Location: Unit 5 Mauretania Road, Nursling Depot, Southampton, Hampshire, SO16 0YS

Contract: Initial contract to 27th August 2021 with possible further extension.

Hours: Hours are Monday to Thursday 7.30am - 4.15pm and 7.30am - 3.15pm on a Friday.

Payrate: £11.59 an Hour

Additional Information: No public transport onto the industrial estate.  Nearest bus stop is Adanac Park so someone with a car preferred. Parking available

Description:

To work in the Estate Maintenance planning team to allocate work to trade staff and ensure that materials are available by liaising closely with the Materials Hub Team.

Must have good IT and customer service skills.  Will be required to liaise with Southampton City Council customers, trade staff and managers on a daily basis.

Main Duties and Responsibilities

To plan resources effectively and ensure that they are deployed in line with Council regulations, rules, standards and approved budgets in order to assist the Programme Managers in delivering an effective, high quality,

value for money and customer focused maintenance, repairs and commercial service to meet client aspirations and ensuring the health, safety and wellbeing of staff, customers and the public at all times.

Maintain effective and honest communications, take ownership in a fast-moving service, meeting strict timescales.

Deal with incoming and outgoing public and internal contact (telephone, face to face, written, electronic etc.) in a friendly, courteous, empathetic, efficient and calm manner adhering to the appropriate standards, procedures and policies.

Carry out administrative duties i.e. mail-merging, writing letters, updating spreadsheets / databases, timesheet input, void paperwork, job completions, relevant certification,

issuing decoration vouchers, ordering scaffolding and asbestos removal works, payment of invoices, maintaining filing systems, checking and responding to generic mailboxes,

issuing parking waivers / permits, arrange meetings and appointments, booking and setting up training, apprentice reviews and updating records etc.

Ensure that all orders are raised, and that invoicing is accurate, meets corporate and directorate procedure and standards and is delivered within agreed timescales chasing internal and external suppliers and contractors where appropriate.

Maintain proprietary online database systems and manual document scanning and filing systems i.e. asbestos, ladder, Quality Control etc. ensuring efficient retrieval of information in a timely manner.

Collation and management of all paperwork relating to the section e.g. inspection sheets, service and breakdown reports, Health and Safety and Quality Control records, training records, attendance sheets, leave cards etc.

Provide advice regarding trade and sub-contractor operations and ensure that resources are appropriately allocated to achieve success against Key Performance Indicators and to meet customer needs.

Liaise with trade persons, managers and contractors to control and produce work schedules, alter and rearrange schedules, order scaffold and asbestos removal works as appropriate and liaise with customers concerning revised and additional appointments for work.

Set up works orders, monitor costs / other information, investigating / taking action where required and closing orders / recharging on completion ensuring profitability.

Use of local work planning systems to organise / prioritise work orders and allocation of work to appropriate trade persons where required.

Recruitment is done in line with safe recruitment practices. 4Recruitment Services is an equal opportunities employer.

To discuss this vacancy or other vacancies in your area please contact Nana Kyeremeh on 0208 514 9137 or Email nanayawk@4recruitmentservices.com