supervisors/tradesmen, and provide feedback to customers relating to the status of the job CS2 Clerical Officer – 6 Provide assistance to customers requiring information/reporting issues not under Maintenance remit (e.g. pest control). Providing assistance or redirecting them to the appropriate person/department in a helpful and courteous manner 7 Receive emergency calls reporting gas leaks, lift trappings, floods etc. Following relevant estates Office and University protocols, and advise Emergency Service Provider, Security Control and Supervisor. Accurately log information into both paper based and management information system. Escalate as necessary by notifying the appropriate personnel 8 Responding to requests from authorised sources for amendments to information held, and to undertake research of the software as necessary. Running regular standardised reports to ensure a smooth and efficient provision of services. Ensuring the integrity and accuracy of the information held by questioning discrepancies as appropriate. Undertaking photocopying duties as necessary for information dissemination 9 Using Microsoft Office Software (Access, Excel, Word), to be able to produce correspondence including drafting text for letters, reports, spreadsheets etc. 10 Keeping Outlook diaries efficiently for the Maintenance management organising – meetings and training sessions as required, making best use of time possible 11 To raise order requests, cross-referencing information given against job numbers, and checking invoices, passing for payment if authorised, and investigating any discrepancies with suppliers as necessary 12 To be responsible for updating and maintaining filing systems for correspondence, reactive, planned, and statutory maintenance work, and work related documentation, making sure that all information is cross referenced and kept in a logical and accessible manner 13 Attend maintenance meetings and team briefings as required, to take minutes and contribute to the discussions. Ensure that any minutes taken are legible and presented in an appropriate layout 14 To be part of the maintenance clerical team and provide support/cover for other positions in times of absence 15 Control of pre-planned maintenance dockets, segregating into various trades for Team Leaders to allocate work 16 Co-ordinating annual leave forms, ensuring they are completed fully and that absence (for whatever reason) is noted in the relevant places 17 Other reasonable duties as and when required by either the Maintenance Management or PA to Assistant Director
supervisors/tradesmen, and provide feedback to customers relating to the status of the job CS2 – Clerical Officer 6 Provide assistance to customers requiring information/reporting issues not under Maintenance remit (e.g. pest control). Providing assistance or redirecting them to the appropriate person/department in a helpful and courteous manner 7 Receive emergency calls reporting gas leaks, lift trappings, floods etc. Following relevant estates Office and University protocols, and advise Emergency Service Provider, Security Control and Supervisor. Accurately log information into both paper based and management information system. Escalate as necessary by notifying the appropriate personnel 8 Responding to requests from authorised sources for amendments to information held, and to undertake research of the software as necessary. Running regular standardised reports to ensure a smooth and efficient provision of services. Ensuring the integrity and accuracy of the information held by questioning discrepancies as appropriate. Undertaking photocopying duties as necessary for information dissemination 9 Using Microsoft Office Software (Access, Excel, Word), to be able to produce correspondence including drafting text for letters, reports, spreadsheets etc. 10 Keeping Outlook diaries efficiently for the Maintenance management – organising meetings and training sessions as required, making best use of time possible 11 To raise order requests, cross-referencing information given against job numbers, and checking invoices, passing for payment if authorised, and investigating any discrepancies with suppliers as necessary 12 To be responsible for updating and maintaining filing systems for correspondence, reactive, planned, and statutory maintenance work, and work related documentation, making sure that all information is cross referenced and kept in a logical and accessible manner 13 Attend maintenance meetings and team briefings as required, to take minutes and contribute to the discussions. Ensure that any minutes taken are legible and presented in an appropriate layout 14 To be part of the maintenance clerical team and provide support/cover for other positions in times of absence 15 Control of pre-planned maintenance dockets, segregating into various trades for Team Leaders to allocate work 16 Co-ordinating annual leave forms, ensuring they are completed fully and that absence (for whatever reason) is noted in the relevant places 17 Other reasonable duties as and when required by either the Maintenance Management or PA to Assistant Director
Hay-reference-job-descriptions-and-grade-rationales-17-June-2013.docx