Contracts & Compliance Assistant

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We are seeking to appoint a Contracts Assistant with responsibility for working with the Contracts and Facilities Manager to ensure that the University’s accommodation and associated facilities are maintained to the highest possible standards. This includes designated responsibility for defined areas of a forty-year PFI Facilities Management agreement for the maintenance and lifecycle of over 4000 new build and refurbished bedrooms.

These areas include processing damage reports/claims arising from occupation, monitoring of the Helpdesk (maintenance) jobs, and regular liaison with the Customer Services team. Other areas of responsibility will be the monitoring of grounds maintenance activities and launderette service, responding to inventory queries, and accurate data entry (invoicing, report information etc). The Contracts Assistant will have designated responsibility for certain areas within these services, and these will be overseen by the Contracts and Facilities Manager.

Some will be overseen on a day to day basis by the Contracts and Environmental Coordinator. Reporting to the Contracts and Facilities Manager, developing and maintaining effective working relationships with service providers will be key, as will maintaining clear contractual procedures.

You should provide evidence in your application that you meet the following criteria. We will use a range of selection methods to measure your abilities in these areas including reviewing your online application, seeking references, inviting shortlisted candidates to interview and other forms of assessment action relevant to the post.

The University of Sheffield is proud to be a Disability Confident Employer, we commit to recruit and retain disabled applicants and supporting positive action. We encourage disabled people to apply for our jobs and to have the opportunity to demonstrate their skills, talent and abilities at the interview stage. We commit to offer an interview to disabled applicants who meet the minimum criteria for the job.

For further information on the Disability Confident Scheme, please follow the link.

Essential

• A good standard of general education to GCSE standard or equivalent with high levels of numeracy and literacy
• Working knowledge of building maintenance demands and requirements
• Well Developed Customer Service Skills And Experience
• Experience of working to, and with, defined processes and procedures
• Extensive data entry and monitoring experience
• Working knowledge of relevant health and safety regulations
• Awareness of Partnership Working
• Good knowledge of university premises, locations and procedures
• Experience of working in a Higher Education environment
• Practical knowledge and understanding of the Data Protection Act (DPA)
• Knowledge of the Property legislation
• Excellent IT skills including working knowledge of MS Office (especially Excel), e-mail and internet
• Excellent written and verbal communication skills with the ability to liaise effectively with colleagues and students/customers
• Team worker with ability to work independently
• Ability to use own initiative and resolve problems, dealing with challenging situations effectively
• Ability to work on multiple tasks while delivering to tight deadlines, with excellent attention to detail and time management skills
• Flexible approach to work, in an ever changing environment
• Self motivated and enthusiastic

Desirable

• Any additional qualifications or experience aligned with the role as applicable

ACS employs circa 650 contracted and casual staff depending on the needs of the business area. The Accommodation Services team consists of c150 staff, who are responsible for the delivery of the administrative and soft services for students across three sites. Commercial Services employing c. 250 staff, the majority through the subsidiary company UNICUS Sheffield Ltd, provide high quality catering services across the University, and to external clients covering hotels, conferences and events, delivering hospitality, retail, cafes and bars.

Accommodation Services is responsible for over 6,000 bed spaces and associated services across a diverse portfolio of properties, buildings and locations and in partnership with a range of providers and stakeholders. Responsibilities range from initial contacts at open days through much of the student journey, in an area that plays a vital role in…