Job summary
The Contractors Scheduler will take the lead on managing communications with contractors and ensuring that they carry out their work in accordance with UHL Estates procedures. They will communicate with clinical teams to ensure that they are aware of contractor's attendance on site and that access is arranged to cause as minimal disruption to clinical services as possible.
They will support the Contractor Supervisor in monitoring the delivery of activity undertaken by external contractors. They will manage all financial elements related to the procurement of contracted services; including the raising of orders, receipting orders and resolution of invoice queries.
Main duties of the job
- Prioritise and schedule daily contractor jobs - monitoring CAFM Incoming Job Screen throughout the day, ring contractor engineers on urgent jobs and inform site of approx. eta
- Co-ordinating Contractors and allocating duties according to urgent workload
- Checking with contractors at the end of the shift and reallocating outstanding jobs as required to ensure work programs are kept on track
- To be first point of call relating to queries for contractor work orders and calls within CAFM
- Liaising with fire officers to ensure planned works do not adversely affect fire integrity
- To be first port of call when the contractor supervisor has been called away from the office to ensure business continuity
- Concentration for paperwork Raise Purchase Requisitions for contractors via CAFM
- Raising requisitions for stores when required of supplier's quotes
- Raising Purchase orders as and when required
- Arranging for uplifts for invoices as requested via accounts department and processing paperwork through to buying. To ensure that all information and paperwork is aligned so there is no delay in the invoicing process to ensure contractors are paid on time.
- Ensure Purchase orders and work orders are sent out to sub-contractors.
- Arrange for uplifts for quotations via CAFM - informing contractors of approvals
- Assist with Contractor Scheduling and closing downAssist with monthly reports. Liaise with contractors with onsite works, permits, and isolation etc. raising relevant work orders
About us
Our new strategy, developed with the support and feedback of colleagues, patients, and partners, is our compass for the next seven years (2023-2030).
We have four primary goals:
- high-quality care for all,
- being a great place to work,
- partnerships for impact, and
- research and education excellence
And we will embed health equality in all we do - taking active steps to reduce the avoidable differences in healthcare that some people face, working in partnership with communities.
Our strategy is underpinned by new values and we will work to ensure they are an everyday reality for all:
- we are compassionate,
- we are proud,
- we are inclusive, and
- we are one team
This is an exciting moment as we look to the future with clarity on what we already do well and where we need to focus our energies to make an even bigger difference for the people we serve.
About the University Hospitals of Leicester NHS Trust:
http://www.leicestershospitals.nhs.uk/aboutus/work-for-us/current-vacancies/
Job description
Job responsibilities
- End of each month checking progress of outstanding purchase orders priorities workloads to assist in compliance with service level agreements. To communicate with customer services and contractors regarding job status and completion estimates processing purchase order call numbers off work orders filing of Work Orders and correspondenceAnswering contractor related telephone enquiries via call center, clients, and contractors. Assist in other duties as designated, within the scope of the post assist with reception duties - front of house interaction with staff, contractors and the general public, booking in contractors
- Issuing Badges/keys and maintain signing in register/ overseeing the distribution of bike shed keys in line with company policy (to cover reception during lunch times and holidays)
- Report equipment faults to relevant people
- Issuing condemned notices to clients and requesting quotations for replacements, dealing with complaints in a timely manner to ensure everyone is up to speed
- Arranging reports/figures via Excel for monthly managers meeting
- Adding new items/large, quoted works items to list and arranging for asset tagging of new items and updating CAFM
- Use specialist knowledge through oral communications skills to obtain information from clients regarding type and priority of contractor related calls to allow correct allocation of contract resources
- Train new members of the team on CAFM Software with the process of raising requisition, purchase orders, uplifts, follow on work orders procedure
- To assist with the administration of the selection and interviewing process for contractor management staff
- To attend all mandatory and relevant training as required
- Reporting sickness and absence to Contractors Supervisor
- To have operational accountability to the Contractors Supervisor for the delivery of work objectives
- Contribute to the day-to-day clerical needs of the Facilities and Estates Dept (Operational Estates), ensuring an efficient and effective throughput of collected data to meet the needs of the service
- To be responsible for) resolving day-to-day problems independently
- Support managers when working remotely and off site with urgent queries
- To sort, distribute and prioritise incoming mail, using judgement and experience to decide which correspondence is passed to the team and which is retained for action as appropriate
- Assist with help desk calls, arrange meetings with managers, supervisor and contractors when required. Minute meetings if required. To assist in the closing down of Work Orders and Invoices and to assist in a busy customer focused contractormanagement team. To assist with invoice queries, goods receipting and process for payment via buying team
- To liaise with contractors regularly on outstanding purchase orders and updating CAFM
- Informing sites of contractors pending arrival, schedule daily work via CAFM
- Raising work orders as and when required
Job description
Job responsibilities
- End of each month checking progress of outstanding purchase orders priorities workloads to assist in compliance with service level agreements. To communicate with customer services and contractors regarding job status and completion estimates processing purchase order call numbers off work orders filing of Work Orders and correspondenceAnswering contractor related telephone enquiries via call center, clients, and contractors. Assist in other duties as designated, within the scope of the post assist with reception duties - front of house interaction with staff, contractors and the general public, booking in contractors
- Issuing Badges/keys and maintain signing in register/ overseeing the distribution of bike shed keys in line with company policy (to cover reception during lunch times and holidays)
- Report equipment faults to relevant people
- Issuing condemned notices to clients and requesting quotations for replacements, dealing with complaints in a timely manner to ensure everyone is up to speed
- Arranging reports/figures via Excel for monthly managers meeting
- Adding new items/large, quoted works items to list and arranging for asset tagging of new items and updating CAFM
- Use specialist knowledge through oral communications skills to obtain information from clients regarding type and priority of contractor related calls to allow correct allocation of contract resources
- Train new members of the team on CAFM Software with the process of raising requisition, purchase orders, uplifts, follow on work orders procedure
- To assist with the administration of the selection and interviewing process for contractor management staff
- To attend all mandatory and relevant training as required
- Reporting sickness and absence to Contractors Supervisor
- To have operational accountability to the Contractors Supervisor for the delivery of work objectives
- Contribute to the day-to-day clerical needs of the Facilities and Estates Dept (Operational Estates), ensuring an efficient and effective throughput of collected data to meet the needs of the service
- To be responsible for) resolving day-to-day problems independently
- Support managers when working remotely and off site with urgent queries
- To sort, distribute and prioritise incoming mail, using judgement and experience to decide which correspondence is passed to the team and which is retained for action as appropriate
- Assist with help desk calls, arrange meetings with managers, supervisor and contractors when required. Minute meetings if required. To assist in the closing down of Work Orders and Invoices and to assist in a busy customer focused contractormanagement team. To assist with invoice queries, goods receipting and process for payment via buying team
- To liaise with contractors regularly on outstanding purchase orders and updating CAFM
- Informing sites of contractors pending arrival, schedule daily work via CAFM
- Raising work orders as and when required
Person Specification
Commitment to Trust Values
Essential
- Must be able to demonstrate behaviors consistent with Trusts Values And Behaviours
Training & Qualifications
Essential
- RSA III Typing or Equivalent keyboard skills
- NVQ III in Business Admin or Equivalent experience
- Excellent knowledge of Microsoft Office and Skills
Desirable
- Data Processing and Analysis Skills
Experience
Essential
- Experience of working within the NHS environment in Operational Estates
- Experience of Managing multiple engineers diaries and work loads
- Experience of supervising staff
- Experience of developing systems and processes to improve on our KPI's and implement changes for the benefit of the department
- Good Understanding of office procedures and technology
- Experience of taking minutes at a senior level
- Demonstrate ability to sustain initiative and direction under difficult circumstances
- Experience of dealing with CMG's /contractors/public and head of service
Desirable
- At least 2 years' experience in a large complex organisation
- Experience of managing Contractors
Communication and Relationship skills
Essential
- Excellent communication skills, both written and verbal, including the ability and confidence to liaise with all services and trades
- Ability to handle sensitive information with the confidentiality Must have excellent interpersonal skills at all levels internally and externally.
Desirable
- Be Able to deal with complaints and queries in a professional and informative manner
Analytical and Judgement skills
Essential
- Must be able to use own initiative without direct supervision
- Must be able to multitask and deal with frequent interruptions when carrying out complex tasks
- Must have excellent attention to detail with a high level of precision and accuracy
Planning and Organisational skills
Essential
- Excellent organisational and planning skills with the ability to manage difficult situations and prioritise workloads.
- Ability to forward plan and delegate tasks and have the confidence to do so.
- Be able to organise meetings and workshops.
Physical Skills
Essential
- Ability to do the job with enthusiasm and vigour
- Be flexible with working hours when incidents occur that could have impact on service delivery
Other Requirements
Essential
- Must have a driving licence and be able to travel between sites at short notice
Person Specification
Commitment to Trust Values
Essential
- Must be able to demonstrate behaviors consistent with Trusts Values And Behaviours
Training & Qualifications
Essential
- RSA III Typing or Equivalent keyboard skills
- NVQ III in Business Admin or Equivalent experience
- Excellent knowledge of Microsoft Office and Skills
Desirable
- Data Processing and Analysis Skills
Experience
Essential
- Experience of working within the NHS environment in Operational Estates
- Experience of Managing multiple engineers diaries and work loads
- Experience of supervising staff
- Experience of developing systems and processes to improve on our KPI's and implement changes for the benefit of the department
- Good Understanding of office procedures and technology
- Experience of taking minutes at a senior level
- Demonstrate ability to sustain initiative and direction under difficult circumstances
- Experience of dealing with CMG's /contractors/public and head of service
Desirable
- At least 2 years' experience in a large complex organisation
- Experience of managing Contractors
Communication and Relationship skills
Essential
- Excellent communication skills, both written and verbal, including the ability and confidence to liaise with all services and trades
- Ability to handle sensitive information with the confidentiality Must have excellent interpersonal skills at all levels internally and externally.
Desirable
- Be Able to deal with complaints and queries in a professional and informative manner
Analytical and Judgement skills
Essential
- Must be able to use own initiative without direct supervision
- Must be able to multitask and deal with frequent interruptions when carrying out complex tasks
- Must have excellent attention to detail with a high level of precision and accuracy
Planning and Organisational skills
Essential
- Excellent organisational and planning skills with the ability to manage difficult situations and prioritise workloads.
- Ability to forward plan and delegate tasks and have the confidence to do so.
- Be able to organise meetings and workshops.
Physical Skills
Essential
- Ability to do the job with enthusiasm and vigour
- Be flexible with working hours when incidents occur that could have impact on service delivery
Other Requirements
Essential
- Must have a driving licence and be able to travel between sites at short notice
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
Additional information
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
