technical support officer in sheffield

31 October 2018
bryony dinsdale, randstad cpe
job type
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sheffield, yorkshire and the humber
construction & property
sub specialism
fm & maintenance
job type
working hours
reference number
bryony dinsdale, randstad cpe
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job description


9-5 Monday to Friday

You will provide dedicated support to the Engineering and Maintenance Team. You will deal with enquires from Estates and Facilities Management (EFM) staff, internal departments, contractors and the general public.

The role would suit a person ideally with experience of working in a construction / commercially based environment. The successful applicant will possess sound knowledge of Microsoft Office applications and show a willingness to learn and use the company's recording systems ensuring effective business continuity, efficiency and communication.

The role will also require knowledge of financial procedures, the ability to handle numerical data and excellent written and verbal communication skills. You will require a methodical approach to handling a variety of tasks, the ability to provide excellent customer service and to collaborate with colleagues to provide a both proactive and responsive support within a busy environment.

You will focus upon ensuring good quality management information is available to allow the team, the wider EFM and its customers to make sound informed decisions. You will be responsible for presenting this data in a simple unambiguous form that is readily and easily available.

You will support the team in their delivery of special projects, through inception to completion and into operation. For example, co-ordinating the development and implementation of an Integrated Management System.

Person Specification

Applicants should provide evidence in their applications that they meet the following criteria. We will use a range of selection methods to measure candidates' 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.


* Educated to GCSE level (or equivalent qualifications or experience).
* Excellent IT literacy, particularly Excel (with good knowledge of formulas), and a word processing qualification/ECDL qualification (or equivalent experience).
* Experience in operating Planon or similar Facilities Management maintenance system for placing orders.
* Experience of communicating with staff, clients and the general public.
* Experience and knowledge of health and safety statutory compliance in an engineering and maintenance setting.
* Experience of financial procedures with knowledge of financial regulations and experience of processing financial transactions.
* Knowledge of relevant systems, policies, legislation and quality standards.
* Demonstrate effective communication skills to staff and clients at all levels.
* Excellent customer service skills, with experience of responding efficiently to requests from clients, colleagues, departments and the general public.
* Excellent telephone manner and interpersonal skills.
* Ability to work as part of a team and under own initiative.
* Experience of providing successful administration support to a team.
* Ability to assess and organise resources, and plan and progress work activities.
* Experience of assessing priorities and working to strict deadlines.
* Ability to demonstrate excellent attention to detail, organisational skills and a calm and professional approach.


* Experience of working in a higher education environment
* Experience in process mapping and flow charts.
* Ability to analyse and solve problems with an appreciation of longer-term implications.
* Experience of reports and presenting data.

About the Team

The Department is responsible for maintaining the buildings, facilities and grounds, managing its property and facilities and procuring new buildings.

The estate contains a wide and varied range of properties which understandably present their own challenges. Some are of great architectural importance and must be preserved as part of our national heritage, whilst others such as the award winning Information Commons are modern and sophisticated in their design and servicing.

Main Duties and Responsibilities

* Provide administrative support to the Engineering and Maintenance Team, helping them to operate efficiently and effectively.
* Assist with continuous management of systems to aid the organization of the flow of work for the team.
* Review, develop and maintain processes within the team.
* Identify the need for and produce management reports, presenting them in an easy to read format.
* Point of contact for queries regarding works being carried out by the Engineering and Maintenance team.
* Raise requisitions and purchase orders, checking budget allocation and amounts, liaising with Finance and Procurement regarding budget, cost code and supplier information.
* Run SAP reports and break down spend by budget/POs using spreadsheets, highlighting issues as appropriate.
* Take on elements of maintenance projects to support achievement of objectives, such as signage, ordering equipment, project boards, etc.
* Point of contact for external and internal stakeholders for general information.
* Make proposals for improvements in departmental processes.
* Develop and implement Team Process Manual.
* Assist the Team with planning and organising activities to ensure planned objectives are met, using the Planon Facilities Management system.
* Liaise with other teams in EFM and the wider estate to develop and review processes.
* Assist Managers with the completion and distribution of permits.
* Ensure that staff training records are kept on the departmental training database.
* Provide excellent communications with all departments directly affected by work carried out by the team.
* Provide support for the preparation and execution of EFM representation at internal and external events.
* Assist with marketing and promoting the team and the services provided.

Randstad CPE values diversity and promotes equality. No terminology in this advert is intended to discriminate against any of the protected characteristics that fall under the Equality Act 2010. We encourage and welcome applications from all sections of society and are more than happy to discuss reasonable adjustments and/or additional arrangements as required to support your application.

Candidates must be eligible to live and work in the UK.

For the purposes of the Conduct Regulations 2003, when advertising permanent vacancies we are acting as an Employment Agency, and when advertising temporary/contract vacancies we are acting as an Employment Business.


ability to follow job and safetry instructions


driving licence

educational requirements