Shaw healthcare are currently recruiting for an Receptionist/ Administrator to join our property department based in our head office in St Mellons, Cardiff.
Hours – 37.5 Hours per week – Monday-Friday office based
Salary - £26,102.59 per annum Increasing to £27,414.18 from 1st April

DUTIES - RECEPTION

Answering, screening and forwarding incoming calls.
Greeting visitors, providing refreshments and showing visitors to meeting rooms.
Provide health & safety advice to visitors.
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.
Dealing with Contractors and Suppliers.
Liaison and administration in respect of Care and Housing enquiries.

DUTIES – ADMINISTRATIVE

Placing orders for planned and reactive maintenance works and purchases. To receive and process repair requests from care homes and housing tenants.
Arranging surveyor’s visits as appropriate. Obtaining quotes for works and equipment purchases.
Direct Labour – Monitoring of Direct Labour works orders and material purchases.
Provision of secretarial support to Building Surveyors and the department generally, including compiling contract documentation, typing reports and analysing spend.
Daily use of Microsoft Office package including, word, excel as well as bespoke Maintenance and Finance software and contractor portals.
Assist in the management of 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 approving associated invoices. Identification of new suppliers and the setting up of accounts.
Tenants – Receiving and resolving tenant queries. Liaison with Housing Officer on tenancy issues.
Record keeping – Review, maintain and up-dating compliance spread sheets including but not limited to the Gas and Electrical service contractor database.
Liaising with Local authorities and utility providers in respect of new tenancies.
Assist in the delivery and retention the various ISO accreditations.
Participate in the management of the Head Office function through miscellaneous tasks as required.
Assist in the management of various national procurement agreements including waste collection, building supplies, laundry supplies, Work wear etc.
Any other duties as required by the Director of Property Management.