Business Support Assistant - Helpdesk
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  • Expired: 04 Nov, 2016

Job Title: Business Support Assistant – Helpdesk

Department: Business Support

Reporting to: Business Support Manager

Location:  intu Victoria Centre

Hours of Work: 37.5 per week working a two week shift system

                                Week One – 6am – 2pm – Monday to Friday

                                Week Two – 1pm – 9pm – Monday to Friday

Reporting to the Business Support Manager the BSA-Helpdesk will be responsible for supporting the delivery of reactive and planned maintenance as well as technical and health & safety compliance of the centre. Working closely with the Technical team the BSA Helpdesk will manage the logging of information and tasks on concept to ensure statutory compliance and effective completion of tasks. They will also be responsible for tracking the completion of audit tasks across the business and for the tracking of health and safety documentation such as risk assessments.

By building strong internal and external relationships they will help drive the efficiency of the Centre, streamline tasks and remove duplication.  Intu is committed to a heritage of professionalism and quality that makes us a respected supplier of integrated services in our industry.  We offer a range of contractual services to cover the most demanding of service needs and our Business Support team provide the key foundation for our front line team.  At intu we recognise that the growth and success of our company is dependent on the people we employ and they that they are developed and grow within our organisation.

Reporting to the Business Support Manager the BSA-Helpdesk will be responsible for supporting the delivery of reactive and planned maintenance as well as technical and health & safety compliance of the centre. Working closely with the Technical team the BSA Helpdesk will manage the logging of information and tasks on concept to ensure statutory compliance and effective completion of tasks. They will also be responsible for tracking the completion of audit tasks across the business and for the tracking of health and safety documentation such as risk assessments.

By building strong internal and external relationships they will help drive the efficiency of the Centre, streamline tasks and remove duplication.  Intu is committed to a heritage of professionalism and quality that makes us a respected supplier of integrated services in our industry.  We offer a range of contractual services to cover the most demanding of service needs and our Business Support team provide the key foundation for our front line team.  At intu we recognise that the growth and success of our company is dependent on the people we employ and they that they are developed and grow within our organisation.

This role will include a variety of tasks including:

  • Develop close working relationships with internal customers and service providers to fully understand the business
  • Present all out puts of the Business Support team accurately, to a high standard and in a timely fashion
  • Work closely with all teams to ensure a smooth and seamless service
  •  Provide World Class Service in all aspects of the role

Main Duties:

All aspects of technical system business support processes including:

  • Provide input, monitoring and reporting to the technical business systems; Info Exchange, Concept, Contractor Tracker etc.
  • Data input and monitoring of the centres CAFM system re all planned & reactive tasks, resource allocation and close down of tasks for subcontractors and internal resources.
  • Internal PPM assignment, call loggings, reactive assignment, level of completion, events, document upload and task closure.
  • Proactively monitor the centres CAFM system to achieve the centres agreed Service Level Agreements.
  • Compliance monitoring, SLA monitoring, follow up on actions, stock control, raise requisitions, confirm subcontractor attendance, adding notes on the system re communication relating to delays that will cause Service Level Agreement failure.
  • Assign and manage task to centres sub-contractors in line with agreed SLA’s and close out with all statutory certificates and reports as required.
  • Subcontractor management & assignment; print job card for contractors to complete and close down subcontractors jobs on system, ensuring on completion purchase orders are good received in timely manner to meeting financial reporting timetable.
  • Upload of documents to jobs, statutory uploads for Retailer Compliance.
  • Management of compliance log books, performance reporting and upwards escalation.
  • Ensure all the centres work permit system, Contractor Tracker, is followed with contractors’ access and permits in place for all on-site activity in line with centre procedure.
  • Support the Health & Safety Manager and Fire Officer with correspondence, reporting, data input and general administration.
  • Weekly meetings with Maintenance Manager and/or TSM, in respect of CAFM, to discuss any outstanding issues and understand exceptions.  Attendance at other meetings as required, some of which may be off site and other intu Centres.
  • Administrative tasks and duties relating to operational requirements including drafting, production of and checking documents, reports, correspondence and data input.

Any other duties as may reasonably be required from time to time to meet business needs

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