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- Administer systems and processes to ensure Statutory and Legal Compliance, managing electronic and hard copy records, condition reports, and databases.
- Implement, maintain, and monitor compliance systems, regularly reporting exceptions to drive corrective actions.
- Act as a first point of contact to resolve problems with databases or technical systems.
- Review and validate retained information (e.g., service records, certificates) for accuracy and completeness.
- Support the daily management of mechanical contracts and compliance areas, ensuring inspections, repairs, and maintenance are conducted promptly.
- Plan and supervise monitoring and inspection visits, ensuring information is accurately transferred to relevant databases.
- Keep maintenance schedules up to date, ensuring timely completion of priority risk assessments.
- Support procurement of work, contracts, and services in line with financial and procurement guidelines to achieve best value.
- Assist in reviewing contractor performance, monitoring KPIs, and managing documentation such as H&S reports and accreditations.
- Manage emergency calls and liaise with contractors and relevant stakeholders.
- Assist with minor works and mechanical projects as required.
- Support statutory inspections and ensure a seamless service across the team.
- Basic knowledge of Mechanical Systems and maintenance disciplines.
- Experience procuring and managing repair and maintenance contracts.
- Familiarity with legislative and compliance areas related to mechanical activities, including H&S assessments.
- Strong administrative and documentation skills, with the ability to maintain accurate records.
- Proficiency in Microsoft Office and a willingness to train in specialist maintenance software (e.g., Planon, Prime, CDE).
- Excellent interpersonal skills for interacting with staff, contractors, and customers at all levels.
- Ability to prioritize tasks, work independently, and meet deadlines.
- Strong collaborative approach with a team-oriented mindset.
- City & Guilds or HNC in a relevant Mechanical Engineering discipline.
- Gas Safe, HVAC, or Air Conditioning qualifications.
- Experience with gas, air conditioning, or chilled systems.
- Previous experience in a Higher Education environment.
- Work independently with minimal supervision, prioritizing tasks effectively.
- Collaborate with contractors to create and manage annual PPM schedules to ensure compliance.
- Coordinate access, issue work permits, and manage emergency situations with contractors and stakeholders.
