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Hours: 37.5
Salary: 25K salary
Overview Of The Role
The Helpdesk & Resource Planner is a key member of the Property Helpdesk Team, responsible for coordinating maintenance requests, planning resources, and supporting facilities management across Choice Care Group Homes. This role ensures that all property-related tasks are managed efficiently, cost-effectively, and in compliance with statutory requirements, while maintaining accurate records and providing regular reporting.
Key Responsibilities
- Act as the central point of contact for all property repair and maintenance requests.
- Assess and prioritise incoming requests, determine specific requirements, and coordinate responses using internal Property Team members or approved external contractors.
- Manage the QFM system, ensuring all data, purchase orders, and documentation are accurate, authorised, and processed in a timely manner.
- Provide administrative support to the Property Team, including managing holiday requests, sickness records, and training logs.
- Maintain and update all relevant property-related paperwork and ensure compliance with Health & Safety legislation and company policies.
- Support the Property Team with technical and administrative tasks, acting as the first point of contact for queries and updates.
- Oversee the upkeep of the QFM database and purchase order generator.
- Assist in the development and administration of service and maintenance agreements, including contractor performance monitoring, cost control, and annual reviews.
- Obtain and evaluate quotations for works, making recommendations based on best value for money.
Resource Planning
- Plan and allocate resources effectively to ensure timely completion of maintenance tasks and statutory inspections.
- Monitor workloads and availability of internal and external teams to optimise scheduling and reduce delays.
- Maintain a forward-looking calendar of inspections, certifications, and planned maintenance (e.g. fixed wire testing, gas safety checks, fire risk assessments).
- Liaise with Homes to ensure minimal disruption to residents while maintaining compliance and safety standards.
- Track and report on resource utilisation, identifying areas for improvement and cost efficiency.
Reporting & Data Management
- Use Microsoft Excel to maintain logs, track performance, and generate reports on maintenance activity, contractor performance, and compliance status.
- Produce regular reports for internal stakeholders, highlighting key metrics, outstanding tasks, and areas requiring attention.
General Duties
- Maintain regular communication with the Property Team and other stakeholders.
- Provide general administrative support to the Maintenance/Property Team.
- Ensure that Choice Homes meet local Environmental Health and other regulatory standards.
- Ensure all checks and services are completed in accordance with company policies, with accurate and up-to-date records.
- Comply with all Choice Care Group standards, policies, and procedures.
- Respect the confidentiality and individuality of the people we support.
- Undertake any other duties as reasonably required.
Personal Attributes & Requirements
- A good standard of general education to GCSE level or equivalent (essential).
- Proven experience in resource planning, with the ability to manage workloads, schedules, and contractor coordination effectively.
- Sound understanding of facilities management, including maintenance processes, compliance requirements, and service delivery standards.
- Familiarity with Health & Safety legislation in the context of building maintenance (advantageous).
- Competent in using Microsoft Excel for data entry, tracking, and reporting
- Strong analytical and problem-solving skills, including the ability to diagnose issues remotely via telephone.
- Capable of lateral thinking to identify practical and cost-effective solutions.
- Willingness to travel to Choice Care Group Homes as required.
- Able to work independently with minimal supervision, demonstrating initiative and reliability.
- Excellent communication and interpersonal skills, with a professional and approachable manner.
- Ability to manage multiple tasks simultaneously and report on live actions clearly and concisely.
- Commitment to ongoing training and professional development to meet the evolving needs of the role.
What are the benefits?
- Enhanced holiday entitlement - starting from 30 days inclusive of bank holidays
- Sick pay entitlement
- Employee Assistance Programme - comprehensive health and wellbeing support for staff
- Refer a friend scheme - enjoy a payment of £500 when you recruit a friend to Choice Care
- Choiceversary - staff receive vouchers of £75 after 5 years, £100 after 10 years and £150 after 15 years to celebrate their commitment to Choice Care
- Christmas bonus - vouchers for all staff members
- Life insurance
- Annual staff awards - this year each winner received £400 and we had over 30 winners in total
- A paid day off on your birthday
- Blue Light Card eligibility
Who are we?
Choice Care is one of the UK’s leading residential care providers for people with learning disabilities, autism and mental health conditions. With over 25 years’ experience, we’re at the forefront of national best practice, with among the
highest CQC ratings of any comparable organisation. We are also proud to be
one of the Top 100 Apprenticeship Employers for the second year in a row!
In every Choice Care home there’s a strong emphasis on living life to the full and having fun, with purposeful daily activities based on individual preferences and capabilities. Alongside this there are regular social events, projects, outings and holiday breaks which everyone can get involved in and express themselves through.
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