Maintenance Services - Business Support Officer

HMP Perth
Closing date
25/01/2019, 12:00
Normal Office Hours
Full-Time - 37 Hours

The post-holder is an integral member of maintenance service team and is responsible for the planning, co-ordinating and monitoring of meetings, records and training for our staff. As a critical link between contractors and estates managers you ensure that the administration associated with maintenance, associated contracts and systems is both efficient and effective. You’ll also be involved in the collation, design and delivery of Management Information concerning contractors and all aspects of SPS Estates.

With the relevant training and support required you’ll support the administration, management and co-ordination of the day to day operation of the Computerised Maintenance Management System (CMMS) and relevant Contractor Web-Portals including staff log ins, training guides and permissions to allow access and provide relevant performance Information to ensure that all aspects of maintenance delivery is attained whilst providing added value.

Carry out general administrative duties including progress and system reports, create and update spreadsheets, transcript data, manage calendars attend meetings and take minutes.
Co-ordinate staff access and manage registrations to supplier’s web-portals and provide Management Information, status and update reports.
Co-ordination, administration and management of scheduling visits for Maintenance Contracts. This includes populating supporting systems, planners, Asset lists and ongoing performance reporting.

Assist in the administration and management of Estates Maintenance Systems providing accurate performance reports for maintenance and repairs. Update maintenance schedules and liaise with system suppliers to address performance issues with the aim of improving maintenance performance and asset management.

Review, analyse, comment and report on the information available from the CMMS which will form part of the Monthly Management Report.

Point of contact for issue and fault logging on Computerised Maintenance Management System, booking maintenance services calls and providing system advice for SPS Establishments, ensuring efficient and effective use of resources in accordance with financial guidelines to provide best value for money.
Work in conjunction with Systems and Administration Manager and provide support to Establishment based Estates and Technical Services teams when required.
Person Specification

SPS recruitment and selection practice is based on the fundamentals of our Behavioural Competency Framework. This identifies behaviours and standards required both of applicants seeking to join us, and our staff in their respective roles. Assessment of specific behaviours, of which there are twelve, will be determined by the role you are applying for. Whilst it is unlikely you will be assessed on all of them , you will be assessed on these identified as key to role.

Qualifications Requirements

Minimum of 5 National 5 (or equivalent) including English and Mathematics and experience gained in a similar role and/or environment


A full driving licence that enables the person to drive in the UK. However the SPS is willing to consider proposals put forward by applicants to carry out the duties by any other means.


Experience Requirements

Proficient in carrying out general administrative duties and the use of IT systems including the Microsoft Office suite


Knowledge and experience in the use and operation of Computerised Maintenance Management Systems including performance and fault reporting


Experience and knowledge of administration for performance monitoring, scheduling and performance reporting of maintenance of building services and assets through maintenance contracts, systems and processes


Knowledge Skills Requirements

Evidence of providing effective support and direction to teams along with the ability to effectively prioritise and manage your own workload.


Well-developed communication and interpersonal skills at all organisational levels, across a range of media with the ability to work on own initiative or as part of a team


Ability to prioritise workload to meet regional, departmental and organisational deadlines with the ability to delegate or escalate as required


Performance monitoring, profiling and reporting skills for contracts, budgets and computerised systems


Vacancy Information Booklets:

This opportunity is closed to applications.