Property Services Administrator - 12 month Fixed term contract

Job Type:
Job Sector:
Admin, Secretarial
St Mellons
£17,500 to £18,500 per annum
Salary Description:
£17500 - £18500
Shaw Healthcare
Job Ref:

Shaw Healthcare are recruiting for a Property Services Administrator for a FTC of 12 month.

This role is Monday - Friday 9am - 5pm


To assist in the provision of an effective secretarial, management and maintenance service to the Shaw Organisation, i.e.

Shaw healthcare (Group) Ltd - Approximately 65 care homes and care related facilities and supported living properties

General needs housing portfolio of 288 houses
Shaw Managed Services - Baneswell Housing Association (69 Properties)

Principal duties- Property Administration

Contracts – Placing orders for maintenance, repair and building contracts including processing of associated invoices and maintaining a contractor database.
Reactive Maintenance – To receive and process repair requests from Care Homes and Housing Tenants, instructing and placing order to contractors or arranging surveyor's visits as appropriate. Obtaining quotes for works and purchases.
Direct Labour – Monitoring of Direct Labour works orders and materials including up-dating maintenance system
Baneswell HA – Liaison with office administrator and to assist in preparation of Committee papers for monthly meeting.
Provision of secretarial support to Building Surveyors and the department generally including compiling contract documentation, typing reports in support of Building Surveyors.
Manage approved contractors list and processes in respect of CIS (Construction Industry Scheme).
Processing of building work and purchasing invoices.
Daily use of Microsoft Office package including, word, excel as well as bespoke Maintenance and Finance software.

Secondary Duties (including Reception support)

Manage the “Life Cycle” process in respect of obtaining approvals, placing orders and maintaining records.
Purchasing – Receiving requisitions, sourcing and selection of products, agreeing prices, placing orders and processing associated invoices. Identification of new suppliers and the setting up of accounts.
Tenants – Receiving and resolving tenant queries. Liaison with Housing Officer. Arranging decanting and relocating of tenants during refurbishment work.
Record keeping – Reviewing, maintaining and up-dating of housing Gas and Electrical service database.
Liaison and administration in respect of care home maintenance enquiries.
Occasional provision of cover to office reception and cover to Baneswell Housing office.
Liaising with Local authorities and utility providers in respect of new tenancies.
Assist the EMS (Environmental Management System) Administrator and participate in the management of the EMS to maintain ISO 14001accreditation.
Participate in the management of the office through miscellaneous tasks as required.
Co-ordinate the re-sales process in respect of Extra Care flats including liaising with Solicitors, Finance Department, Buyers and Sellers.
Assist in the management of the waste collection process in respect of the care homes.
Provide support and administrative support to other departments as required.
Answering, screening and forwarding incoming calls.
Greeting visitors, providing refreshments and showing visitors to meeting rooms.
Dealing with incoming and outgoing post and parcels.
Maintaining signing in book and issuing visitor passes.
Booking of meeting rooms.
Manage stationery room and record stock as required.
Any other duties as required by the Director of Property Management.


At all times to provide excellent customer service over the telephone or in person to both internal and external clients and to work to the highest standards.
To develop and maintain close and effective working relationships with colleagues across the organisation.

Health and Safety

In accordance with the Health and Safety at Work Act 1974 and the Management of Health and Safety at Work Regulations 1999, you must take care not to endanger yourself or other persons whilst at work and you must co-operate with the group to enable it to comply with its legal duties for Health and Safety.
Ensure that all work equipment is used safely whilst undertaking work duties.
Participate in Fire and First aid training as well as vocational and E learning training.
Use the correct Personal Protective Equipment as required.

Contact Details:
Shaw Healthcare
Tel: 0200 000 0000
Contact: Sian Dalton

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