Assets Administration Team Leader

Full Time – Permanent – 37 hours per week – Ideally located within 1 hour of Peterborough

We have a brand-new opportunity to join our Assets and Estates directorate as an Asset Administration Team Leader. This role is responsible for managing a small team of people to ensure accurate data and record keeping across the directorate, providing support services to the project surveyors, manage and monitor operational management of our partner contractors as well as improving quality compliance and performance.

To be successful in this role you will need to ensure that you have previous experience of managing large inhouse database systems, previous line management experience and the ability to accurately manipulate and present data as well has having great communication skills.

If this sounds like your ideal opportunity, we would love to hear from you!

We are looking for someone

• Have line management responsibility of the administration support that is provided to all parts of the Asset Management department
• Ensure that accurate data and record keeping is embedded across the department and monitor accuracy through monitoring and reporting
• Provide administrative support for audits that are taking place and ensure information requests are dealt with promptly.
• To provide a series of reports as required to assist the efficient working of the department.
• Work with the Business Insights team to enable reporting of asset management activities across Power BI.
• Co-ordinate the work of the administration team to ensure a professional and efficient support service to all surveyors.
• To organise programmes of stock condition surveys by collection for a minimum 20% of the housing stock per annum to assist Asset management achieve its service standards and targets.
• Oversee the data collection of assets following survey completion, assist with updating the databases when any works are carried out that effect the survey results and accuracy to ensure all data within the Keystone modules is correct.
• Assist in the development and the administration of the Asset Management database, apply changes to the database as required to improve reporting procedures and produce ad-hoc reports from the database.
• Oversee the Asset Management servicing and inspection maintenance and reporting including updates to Fire risk assessments completions, next due dates and fire door inspections for compliance.
• Responsible for the recording of Asset Management KPI’s into the Clearview performance reporting system on a monthly basis and highlight any issues or failures.
• Assist with testing current data systems and collection processes to ensure consistent, accessible and auditable data sources are available. Support Asset Management during internal and external audits.
• Oversee the management of the NES Energy module within the Asset Management system and update energy information when it becomes available. Be responsible for the reporting and collation of information from this system for distribution to Service managers each month.
• Monitor and amend programmes of work within the Planned Maintenance Module and liaise with the contractor to ensure systems are up to date.
• Ensure new assets are entered onto the Keystone database at handover and ensure their supporting files and certificates are attached and saved.
• Ensure and audit that all certificates for all Cyclical testing, Asbestos surveys, EPC’s and Tenant Refusals are saved correctly.
• Act in a support role to the team on I.T user issues and take responsibility for the departments training needs in relation to the Keystone system.
• Assist in the development and implementation of new and existing modules within the Asset Management system.
• Manage the actions from audits with key stakeholders and ensure completion within timescales.

Essential Requirements

• Experience in the administration of large Asset databases, including bulk uploading data sets.
• Good practical knowledge of statistical techniques, data manipulation and reporting.
• A good working knowledge of MS office, Excel in particular.
• Knowledge of relational database structures and their associated reporting tools such as SQL.
• Experience in extracting statistical reports from in house systems and presenting them to a varied audience.
• Knowledge of handheld data collection technology and its applied principals
• Experience in dealing with internal and external customers either face to face or via the telephone.
• Previous line management experience
• Ability to communicate at all levels with other employees, partner organisations and external contractors.
• Demonstrable excellent interpersonal skills and the ability to establish effective working relationships at all levels.
• Ability to generate own ideas and put those ideas into practice to ensure continuous improvement.
• The ability to extract and manipulate reports from System databases for presentation to varied audiences.
• The ability to manipulate and transfer data from various sources and populate and update databases using the available system tools.
• Ability to work flexibly as the needs of the business demand.

Desirable Requirements

• Experience in the operation of an Asset Management database in a similar environment.
• Experience in Data Management and the collection and recording of K.P.I information.
• Ability to write complex reports from within a relational database.
• Able to deliver in-house Keystone training courses to individuals or teams.

We reserve the right to close this advert early if sufficient interest is received. Therefore, if you are interested in the role, we encourage you to apply without delay!

No agencies please.