Temporary Technical Assistant; Duncrue Industrial Complex

Technical Assistant – Property and Projects Department

Belfast (Duncrue Complex)

Temporary Contract

Main purpose of job

The post-holder will report to the relevant Officers and be responsible for:

Supporting the co-ordination of Safety and Compliance unit activities and working closely with the wider unit team to deliver service, departmental and corporate objectives.

Co-ordinating all data associated with an integrated records management system, for the updating of relevant computer applications and registers, and for the production of reports to assist with the expeditious management of the section.

Assisting with the input of condition survey and compliance data to property database and production of management reports as required, including maintenance of the property database.

Co-ordinating effective responses to requests for information on quality, compliance and condition issues using relevant software.

Assisting with the production of general documentation linked to the procurement process, raising purchase orders, liaising with quantity surveyors, and implementing the administrative practices and procedures as modified from time to time, to satisfy the requirements of customers and clients.

Assisting as required in all other areas of the unit’s work.

Summary of responsibilities and personal duties

Carry out all assigned duties to ensure optimal performance and the achievement of the unit’s financial and operational targets.

Assist with the setting up, updating, control, maintenance, and use of an integrated records management system incorporating (but not limited to) a condition survey database, planned maintenance programme, building logbooks, a CAD document depository and a compliance database including the input of data and management of files, both electronic and hard copy.

Regularly update information systems with incoming data, certificates, service reports, contractors reports, and other details in a timely and efficient manner.

Assist in the co-ordination, control, storage, management, receipt and issue of documentation within the section and with external sources, both electronic format and hard copy, including drawings, specifications, service records, As installed records, files, certificates, and correspondence.

Assist in the production and preparation of procurement documentation with relevant Officers.

Assist in the maintenance, control, and management of maintenance contract records including the raising, processing, and issue of purchase orders as directed by relevant officers.

Assist in the production of timely and accurate reports for planned maintenance, condition surveys, compliance issues, Building Log Books, CAD Management and related information as directed.

Assist in the creation and operation of appropriate administrative, monitoring and quality systems, including preparation of reports.

Provide monitoring and performance data as directed by the relevant Officer.

Use, maintain and assist in the development and control of the various information systems used within the Safety & Compliance unit as directed, to provide ad hoc reports as required and to ensure the timeliness and accuracy of all necessary input data.

Assist or provide cover for the Technical Assistant (M&E) or the Technical Assistant (Energy), and Client Support and Works Order Co-Ordinator functions, as dictated by operational demand and priorities.

This job description has been written at a time of significant organisational change and it will be subject to review and amendment as the demands of the role and the organisation evolve. Therefore, the post-holder will be required to be flexible, adaptable and aware that they may be asked to perform tasks, duties and responsibilities which are not specifically detailed in the job description but which are commensurate with the role.

Qualifications and experience

Applicants must, as at the closing date have:

Have a minimum of 5 GCSE (Grades A-C) including English, or equivalent qualifications, and be able to demonstrate on the application form, by providing personal and specific examples, at least one year’s relevant experience in each of the following three areas:

The use…