About The Service
Cardiff Cleaning & Support Services is an operational team within the Economic Development Property Services Group, which provides support to all Council owned buildings. We provide cleaning and security resources to 150 Council owned sites throughout the County. The majority of cleaning is undertaken in early mornings, late afternoons and evenings, while security is provided 24/7.
Our customers include Schools, Educational establishments, Core Administration buildings, Social Care locations, Libraries, Community HUB’s, Operational Depots, Arts and tourism venues etc.
The service is committed to supporting Council owned buildings by ensuring they are clean, hygienic and secure environments for service users and Council employees. We provide cleaners and security guards to some of our corporate, community and venue buildings.
Cardiff Cleaning is a function within the Economic Development Property Services Group, which provides support to all Council owned buildings. The cleaning service provide cleaning resources of over 500 cleaning operatives to 150 Council owned sites throughout the County. Our cleaning teams ranges from over twenty in our bigger sites, down to individual cleaner on small sites.
About the job
This position priority will be to provide an efficient and effective administrative support service to the Cleaning and Support Services Team. You will be responsible for co-ordinating and certifying the development and maintenance of management information. Taking ownership of the equipment and stores inventories to ensure effective and efficient control of the service’s assets will be an important aspect of this role. You must be able to maintain the equipment inventory and service history across the service, thereby taking responsibility for the organisation and security of centrally held equipment and consumables.
There will be a requirement to analyse a range of performance data and produce reports for managers. An important part of this position will be to provide an efficient and effective first point of contact to internal/external customers.
Working collaboratively with colleagues across the service to ensure effective service delivery, share knowledge and keep working practices up to date will be vitally important.
This position involves undertaking a range of complex administrative tasks, including works order management, SAP and Sypol COSHH Risk Assessments.
Financial monitoring of/and reporting of cleaning materials expenditure against budgets along with co-ordinating, arranging and undertake online ordering of cleaning materials for sites and the processing of delivery notes / goods receipting in relation to these orders.
A part of this role will be to ensure all billing/recharging to customers is completed in a timely manner and to co-ordinate the processing of additional and variation income including the maintenance of a comprehensive and accurate record of all journals.
Confidence with all methods of communication is vital as you will be expected to resolve as far as possible enquires from suppliers, contractors and customers.
In addition, the service has moved its document management process to SharePoint and you will be the services main administrator for document control and maintenance.
What We Are Looking For From You
This post is an exciting and challenging opportunity for a committed individual with excellent customer focus skills.
You should possess clear and effective communication skills with experience of communication with staff, customers and management, both written and verbally.
Experience in providing administrative support within a busy operational environment is vital, along with working flexibly and proactively approach
You will have a flexible approach, the ability to build positive working relationships with both customers and staff.
You will be able to work to strict deadlines and be extremely flexible. You will have experience of working with IT systems.
Experience in processing orders and invoices would be an advantage.
A capability to prioritise workloads to meet conflicting work demands and deadlines will be necessary.
Advanced user experience of SAP would be an advantage.
You must possess good experience of tracking, monitoring and reporting progress and taking effective corrective action where necessary
You should be experience of working customer service environment and providing administrative support.
Ability to communicate clearly and effectively, both written and verbally is a priority.
Excellent customer care and relationship management skills are key.
Able to plan and prioritise to ensure the effective use of own time.
Good organisational skills with attention to detail is a must.
Good organisational skills with attention to detail and you will be expected to plan and prioritise to ensure the effective use of own time.
You must be commitment to continuous professional development.
Able to respond effectively to changing priorities and short deadlines
Flexibility with regards to working times.
Additional information
For further information or an informal conversation about these opportunities, please contact Neville Lord on: 02920873708.
We welcome applications in both English and Welsh. Applications received in Welsh will not be treated less favourably than English applications.
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