Administrator/Planner (Temporary)

Monday - Friday
Temp - Perm position
Office based
£13p/h PAYE
Must have previous admin experience

PURPOSE OF POST:

To effectively and efficiently plan and deploy the trade operative workforce to ensure that day to day responsive repairs are completed to meet relevant service standards and individual customer's appointment times.

Operating to the principles of 'right first time' for repair completion and 'just in time' for material availability, ensure that resources (human and material) are available and scheduled to maximise performance and efficiency.

Actively contribute to the achievement of the wider Housing Landlord aims, operational objectives and future state.

PRINCIPAL RESPONSIBILITIES

Responsively manage in 'real time' each emerging day, reacting to issues such as unplanned operative absence, emergency repair orders and unexpected delays on jobs and taking decisions on and implementing solutions. Devise strategies and approaches to enable a calm, structured, consistent and repeatable reaction to such situations.

Manage trade operatives diaries via scheduling systems, including Opti-time, to schedule available work for the most efficient deployment of operatives to meet the customer needs and ensuring operatives are kept continually busy. Proactively plan for the coming day(s) and weeks taking account of operative availability in the wider context of BTS's repairs and maintenance functions.

Liaise with stores officers to ensure timely purchase of materials for future appointed jobs and to ensure that specialist plant and equipment is available and booked, re-arranging appointments with customers where necessary.

Liaise with customers regarding the progress of their repair, re-arranging appointments where necessary either at the request of the customer or a BTS operational issue. Contact customers in the event of any potential 'no access' situations to attempt to gain access at the appointed time. Ensure that update text messages are sent to customers at the specified intervals.

Ensure trade operatives are aware of their appointment commitments and aid the delivery of the service through the provision of advice and other appropriate assistance to the operatives. Encourage and facilitate effective communication between the Work Planners and trade operatives on the progress of jobs, access to properties, problems etc.

Ensure that all jobs (including emergency jobs) are completed on time and to relevant standards. Work closely with the Operations Manager regarding issues of work quality, timeliness and any other potential performance issues of the trade operatives.

Produce regular reports for the Operations Manager and BTS management team on current performance and trends that may be affecting the business. Work with Repairs Control Centre staff to correlate performance information between IBS and Opti-time.

Establish excellent working relationships and continuously communicate with Repairs Control Centre staff, trade operatives, Operations Manager etc. to ensure appointments are made and kept and a very high percentage of jobs are completed 'right first time' and to meet the customers needs.

Ensure that systems and records are maintained with timely and accurate data. This will include ensuring that operatives diaries are updated with details of leave, training etc. Carry out all necessary housekeeping on a regular basis.

Working collaboratively with the Repairs Control Centre Manager and Support Team Supervisors, ensure that arrangements for cover (for Work Planner leave and sickness absence etc.) are in place. This will include giving training and timely and detailed handovers including 'hints and tips' to assist in the substitute giving the greatest value possible.

Encourage, facilitate and participate in the review of current processes for efficiencies and opportunities to improve the service that is delivered.

planner, scheduler, administrator, repairs, property services, social housing, local authority