Medra Scheduler

Job Title:

Medra Scheduler

Salary (pro rata): £27,306 – £31,396

Hours and Contract Type: 37 Hours, Full Time, permanent

Responsible to:
Senior Scheduler

Department:
Safe Homes (Medra)

Location:

Lampeter

All criteria are Essential unless indicated otherwise

As well as assisting with day to day administration of the internal maintenance workforce, the bi‑lingual post‑holder will work closely with team leaders, the trades‑team and the tenants to provide an efficient maintenance service by scheduling work in an efficient manner. The role involves allocating maintenance work to tradespeople by managing their diaries, and liaising with colleagues to ensure that everyone has adequate works scheduled into their diaries.

The post holder will also need to be flexible and exercise diplomacy when appointments need to be changed to suit the tenants and business needs.

The post holder will be required to carry out a range of duties within a busy team, including data inputting, processing time sheets, invoices and works orders as well as completion dates, dealing with telephone enquiries, minute taking and general Administrative support to the section.

• To be the first point of contact for scheduling enquiries. Liaising directly with all internal and external customers to solve problems using standard procedures in a timely, efficient and effective manner.
• To oversee the maintenance scheduling diary
• To work with colleagues at Medra to ensure that each trade operative has a full day, scheduled in a logical manner and liaise with tenants and internal customers to keep all parties informed.
• Arrange appointments for trade colleagues, and have a flexible approach to amend appointments where possible; but also be firm at time where a statutory inspection has to be undertaken before a prescribed deadline.
• Ensure that the trade operative receives all the information they require in an accurate and timely manner so that the repair or service can be undertaken correctly during their first visit.

• Liaise directly with residents and operatives to book new appointments or follow on works and ensure that works are diagnosed and scheduled correctly to achieve a first time fix target and to improve productivity.
• Manage the repairs raised and administer any scheduling changes to the diary, identifying training needs with MIS by operatives/colleagues using mobile devices within the Medra and Barcud teams, and keeping residents updated.
• Deal with resident queries in relation to repairs and maintenance.
• Work closely with the team leaders to ensure all repairs raised are attended to within the Service Level Agreements and KPI’S are met.
• Have control over appointments with residents and Medra (or sub‑contractors), and ensure that these are met with the assistance of the Asset management and Development Team, or the Housing and Support Team.
• Oversee all urgent and emergency jobs to ensure works are raised and completed by Medra, within target and relevant ICT systems updated.
• To ensure that any dealings with residents and stakeholders are professional, friendly and effective.
• Ensure compliance with Barcud’s financial procedures are followed for all jobs authorised and invoiced and that the average cost per property is in line with forecasted budget.
• Undertake any other duties requested reasonably.
• To contribute to the continual development of the team and Tai Ceredigion as a whole.
• Promote and adhere to the organisation’s equality, diversity and inclusion policies at all times and in all aspects of service delivery and employment.
• In all aspects of the company’s work, to promote effective communications, excellence in customer service, and a focus on continuous improvement.

This job description is not intended to be an exhaustive list and in view of changing demands, legislation, and regulations, the duties may be reviewed and revised as deemed reasonable and appropriate.

• A minimum of 5 GCSEs or equivalent at Grade C or above to include Welsh, English and Mathematics.
• Secretarial and/or business administration qualification. (Desi…