Centre Management

Facilities Helpdesk / Reception Administrator – Derbion

Working Hours:

40 Hours per week


Purpose of the Role

To represent Derbion in a front-line position on a busy reception desk and also support the facilities helpdesk

Key Responsibilities

• Manage the switchboard in a professional and effective manner answering all calls adhering to
company policy
• Meet and greet visitors in a friendly and professional manner delivering world class service
• Collect, read and distribute post and faxes; sort and frank outgoing mail and organise couriers as
• Maintain clean and tidy reception area
• Update telephone lists
• Prepare centre staff management movements report on a weekly basis
• Dealing with centre management typing/admin needs
• Maintain the computer filing system, carrying out regular housekeeping and archiving
• Respond to community/charity letters requesting intu support – referring letters upwards as
• Manage room bookings and prepare meeting rooms (including provision of refreshments when
• Booking travel arrangements on a adhoc basis for managers
• Raising purchase orders and distributing to requestors in a timely manner
• Assist Centre Administrator / Management Assistant with any other ad hoc duties as required
• To undertake ad hoc data input duties as required by Centre Management
• Manage and maintain the car parking system
• Assit with the Contractor Tracker, ensuring contractors have requested permits and all details are
correct and insurance documents are in place
• Be responsible for the monthly stationery order
Support Helpdesk in all aspects of our Technical system support processes including:
• Provide input, monitoring and reporting to the technical business systems: Info Exchange, CAFM,
Contractor Tracker, etc.
• Data input and monitoring of the centre’s CAFM system for all planned and reactive tasks, resource
allocation and close-down of tasks for both subcontractors and internal resources
• Internal Planned Preventative Maintenance Task Assignment, Call Logging, Reactive Task
Assignment, Reporting Level of Completion, Logging Events, document upload and task closure
• Proactively monitor the centre’s CAFM system and provide performance reports to centre
• Compliance Monitoring, SLA Monitoring, Follow-up on actions; Raise P/O’s, Confirm subcontractor
attendance, Adding notes on the system reference communication relating to delays that will cause
SLA failure
• Regular meetings with the Maintenance Team Leader to accurately assign and manage tasks to
the centres maintenance staff and sub-contractors and close out with all statutory certificates and
reports as required
• Obtain signed worksheets from sub contractors and close down subcontractor jobs on system
• Full support to BSA/BSC, compliance in any additional tasks or actions
• Upload maintenance documents onto the CAFM system to evidence job completion and upload
any statutory certificates to evidence compliance. Maintenance of Compliance Log Books,
performance reporting and upwards escalation.
• Monitor the accuracy of any access requests on CTracker to ensure that contractors are
appropriately insured, and they have appropriate permits for the scope of work described in their
method statements in line with centre procedures.
• Assign secondary access approval to the appropriate departmental resource based on the scope
of works and the level of risk associated with scope.
• Securely manage access to the centre by keeping accurate logs where visitors/contractors have
been issued with electronic swipe access cards and keys.


Helpdesk / Reception and/or switchboard experience
• Proven practical office experience and excellent keyboard skills
• GCSE grade C or above English & Maths
• Excellent customer relations and good communications skills
• Computer literate in Microsoft Office applications, skills in Excel, Word as well as CAFM systems e.g.
• A high level of interpersonal skills and a willingness to work as part of a team
• Ability to prioritise workload and meet the daily demands of the team either working alone or as part of
a team
• Adaptable and flexible whilst working in a busy multi skilled office environment
• Excellent attention to detail and presentation
• Understanding the need for confidentiality when dealing with both internal and external information

Competencies and Attributes:

• Highly professional and efficient
• Strong organisational and customer service skills
• Fast and responsive – working to strict deadlines
• Ability to multi-task, solve problems and work efficiently under pressure
• Ability to communicate effectively at all levels
• Motivated, proactive attitude, ability to work on own initiative
• Utmost discretion when dealing with all sensitive and confidential information
• Flexible, helpful attitude
• High standard of professional grooming
• Ability to listen and willingness to learn
• Committed, motivated and passionate about our people and our company
• Deadline driven helpdesk environment and or previous experience of working in a Technical
Administration environment

How to apply:

Please send a copy of your CV and cover letter to

Using ‘Facilities Helpdesk / Reception Administrator – Derbion’ in the subject line

Closing date:

June 20, 2022

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