Jewish Care is a leading provider of high-quality care services in the Greater London area. We are dedicated to improving the lives of our residents by offering exceptional care, comfort, and a safe environment. Our commitment to excellence has made us a trusted name in the care sector.
We are currently seeking a dedicated and detail-oriented Property Services and Health & Safety Administrator to join our team. In this role, you will play a crucial part in ensuring the safety and well-being of our residents by managing property services and health & safety procedures.
This post is full time working Monday to Friday and a Hybrid role working a minimum of 2 days in the office per week.
What you will be doing:
Health & Safety:
Collate and keep in appropriate filing/database all the Health & Safety related records, including accident/incident data base, accident investigation, safety monitoring data, safety walk-rounds, all risk assessments, audits, reports, Health & Safety briefs, safe working practices, eye tests, drivers’ safety checks, DSE assessment etc.
Assist when required in Health and Safety Audits.
Facilities & Asset Management
Collate and keep in appropriate filing/database up to date Insurances, Method Statements and Risk Assessments for Suppliers/Contractors used by Property Services.
Act as the main contact for the insurance inspections required on items of plant across the estate, coordinating site visits with the engineers and site management teams, filing inspection reports on SharePoint, archiving previous reports and passing any defects onto the Facilities Management provider to rectify, ensuring remedial reports are received and filed on SharePoint in a timely manner.
Liaise with the Fire Consultants and place orders for Fire Risk Assessments (FRA), coordinating dates for attendance with site management teams, upload FRA to SharePoint and share the actions with Registered/Resource Managers and to report monthly to the Head of Property Services and the Head of Health & Safety on the closure rate of the identified actions.
Upload all Statutory Compliance Certification and documentation received from various contractors to SharePoint and to archive expired documentation.
Ensure the department vehicles are managed ensuring that lease details, service dates, MOT inspections, insurances and drivers’ information are kept up to date.
Finance Tasks
Raise orders for Suppliers ensuring they are coded correctly and that goods are ordered and received in a timely manner.
Process all Property & Health and Safety related Invoices, ensuring all orders raised by Property are coded correctly, invoiced and paid to correct budget codes and paid within set timescales.
Process all utilities related invoices and queries, including Gas, Electric, Water, Rates, Council Tax etc.
Work with procurement to set up new suppliers and accounts on all database systems.
Personnel Tasks
Process all holiday, overtime and expenses for Maintenance Operatives and Reception staff to ensure staff are paid in a timely manner and all records are kept up to date.
Ensure staff have access to uniform and PPE by placing orders as and when required and ensuring a small emergency stock is always available.
Administration
Ensure the departments hard copy documents are sent to the archives when appropriate, keeping up to date and accurate records should any items need to be retrieved.
Coordinate team meetings and training sessions, sending invites, booking the venue, refreshments and IT support if required.
Attend meetings and take minutes as when required, ensuring actions are noted and minutes are distributed in a timely fashion.
Carry out typing, printing, photocopying, scanning, laminating activity as and when necessary, in line with job role activity.
What we are looking for:
Ideally proven experience in property management or facilities administration or similar.
Familiarity with health & safety regulations in the care sector is highly desirable.
Strong organisational skills and attention to detail.
Excellent communication and interpersonal abilities.
Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint).
Ability to work independently and as part of a team.
A commitment to maintaining a safe and welcoming environment for our residents.
