Contract Administrator - Part time

Equans is looking for a Contract Administrator to join the Quality and Compliance team based at Fife Victoria Hospital on a permanent basis. This is a part‑time role working 22.5 hours per week. On offer is salary of £16,040.70 per annum and benefits package.

Reporting to the Quality & Compliance Manager, you will be responsible for the administrative support to the operational teams within the Contract(s) allowing successful delivery of associated Service Levels & Key Performance Indicators.

Please note before applying:
The working days are:

• Tuesday 9am - 5pm
• Thursday 9am - 5pm
• Friday 8am - 4pm

• Reception duties supporting the onboarding/offboarding of Contractors and Visitors in line with Equans/Site procedures.
• Supporting the Management team in the preparation of Risk Assessment & Method Statement, checklist and issuing of access permits.
  • Issuing of Equans High Viz vests, keys and passes.
  • Updating of Contractors Board.
  • Ensuring Inductions are monitored, delivered, and kept up to date.
  • Manage associated sign in and works registers.
• Updating and recording of data relating to Management Safety Visits, Observations and Premises Inspections aligned with company Health & Safety policy.
• Upkeep and Renewal of site logbooks.
• Review and issue Planned Maintenance works assignments in line with Schedule of Programmed Maintenance and Shift Rotas.
• Monitor ongoing Planned Maintenance works delivery via Power BI Dashboards, Overdue Daily reports, and Maximo (CAFM).
• Ensure that all Planned & Reactive maintenance activity reports are filed accurately. Advising# as required any follow up works that may be required.
• Monitor Reactive Works as part of Jeopardy Management to minimise failure impacts.
• Support the operational teams with PDA use and any IT software and device issues that may arise.
• Prepare and compile evidence documentation to support the Contract performance parameters and deliverables on a monthly basis.
• Assist in the compilation of the Monthly Performance reporting.
• Carry out the collation and preparation activity in support of internal and external audits.
• Facilitate and action procurement activity as requested via purchasing cards, or via the E-Proc system. Inclusive of materials, equipment, PPE, uniform, office supplies, etc…
• Collection and distribution of deliveries to site.
• Arrange through the Equans Academy and local providers any training bookings required, inclusive of travel and accommodation.
• Manage the ongoing updates and collation of on‑site tracking spreadsheets.
• Manage the shift rota and associated HR annual leave and absences.
• Attendance at meeting for the recording of minutes and control of meeting room bookings.
• Undertake through personal development plans any training to support ongoing learning and progression.
• Any other reasonable administrative task in support of the Contract as directed by the management team.
• Flexibility is required within the post to provide cover across the administration team in support of any admin colleagues absence.

On offer is a competitive salary and benefit package, which includes;

• 24 days annual leave(+ public holidays) - Pro rata.
• Life Cover equivalent to 1.5 times annual salary.
• Employee discount shopping schemes on major brands and retailers.
• Cycle to work scheme.
• 2 corporate social responsibility days per year.
• Broad range of learning opportunities, such as professional qualifications, collective/individual training, and personalized support programmes.
• Attractive Employee Referral Rewards Scheme.
• Access to our growing employee networks.
• 24/7 Employee Assistance Program and access to mental wellbeing app.

• Business Administration qualifications, apprenticeship, or training is desirable.
• Familiarity with the Healthcare sector with experience of Facilities Management (including PFI/PPP Contracts).
• Use of Computer Aided Facilities Management Systems (Maximo/E-Proc/SAP), desirable, although training will be provided.
• Excellent computing skills with proficient knowledge in the use of Microsoft applications such as Outlook, Word, Excel, and Power Point.
• Proven written and verbal communication skills including a high level of accuracy…