Data Coordinator (Facilities Management) - Subject to Contract Award

Job description / Role

Key purpose

- The purpose of this position is to manage data related to Operations services including: maintaining the integrity of static data related to assets in CAFM - Computerised Maintenance Management System; document management and control and Maintaining the integrity of dynamic data related to assets in CAFM.

Structure and reporting relationship

- The Data controller will report directly to the Head of Operations.

Based on the specific requirement of the role

Key accountabilities

Key Job Responsibilities

Deliver the stock-taking program that will:

- Validate the integrity of the existing static data in CAFM;
- Detect new and added assets which are not captured in CAFM;
- Review a minimum rate of 5% of the geographic area per month and a maximum of 50% of the geographic area every year.
- Report any new assets discovered to the Head of Operations
- Assist the delivery of the approval process for the deletion, amendment or addition of static data CAFM due to new and/ or decommissioned assets resultant from:
- Minor New Works;
- Projects; and/or
- Reactive Maintenance
- Assist delivery of the approval process for the deletion, amendment and addition of static data to the CAFM for out-of-scope, specifically, assets which are not the responsibility of the client for maintenance purposes or are not covered under the contract, that will:
- Readily identify assets and out-of-scope;
- Provide direction to contract centre on the manner in which the task is to be handled;
- Capture knowledge of out-of-scope asset ownership; and
- Assist in the prevention of either reactive or preventative maintenance tasks being undertaken without approval.
- Undertake functions for the successful delivery of the document management system that will:
- Register and record all documents held related to maintenance including: OEM manual;site, architectural, engineering, subterranean and other drawings; project briefs, contract related matters associated with Projects or Minor New Works; business cases, reports, etc. developed by Serco, our sub-contractors and/ or consultants and our customer.
- Ensure that all the document register is in a structured and searchable format and that soft or hard copy of documents can be accessed readily.
- Account for documents and manage their release and return;
- Conduct a 100% audit of documents once every 12 months; and
- Ensure only authorised personnel can access documents.
- Assist delivery of procedures for ensuring the integrity of work orders in CAFM is maintained and that the continuous improvement is occurring in relation to dynamic data:
- Monitoring, analysing, reporting and recommending corrective action on the accuracy, clarity and level of detail and timeliness on recorded in CAFM and on job dockets by: the contact centre; the task owner; and/ or sub-contractors.
- Monitoring, analysing, reporting and recommending corrective action on docket status including: work-in-hand; practical completion; and financial completion.
- Audit procedures for ensuring the dynamic data in the CAFM is true and correct through daily audit of a minimum of one financially complete tasks checking:
- task asset data matches the physical asset;
- PO compliance;
- accuracy, clarity and timeliness of task related information and works carried out;
- Evidence of good receipt or quality check;
- Evidence of physical works matching the described works;
- Adherence to sub-contractor sign-in procedures;
- Compliance to sub-contractor induction;
- Evidence of risk analysis and adherence to OH&S requirements;
- Evidence of currency of credentials of personnel involved; and
- Evidence of permits being obtained when required; and that the task has been completed

HSQE Responsibilities and Information Security Responsibilities

- Awareness of the Integrated Management System and the content of the Environment, Quality ,Health & Safety and Information Security Policy Statements.
- Understanding of personal responsibilities and contribution to achieving compliance with the Integrated Management System requirements, (including but not limited to competence to perform safety critical roles, legal requirements, control measures arisen from environmental impacts and aspects, job safety analysis and information security risk assessment) and the potential consequences of departure from the arrangements in place to deliver the commitments stated in the policies statements above;
- Play an active role in assisting the development of the Integrated Management System requirements within Base Operations.
- Provide monitoring to ensure that contents of Environment, Quality, Health & Safety and Information Security Policy Statements are being complied with by staff and sub-contractors
- Exercise a personal duty of care for their own health, safety and welfare and for those affected by the acts or omissions and promotes the same within their area of responsibility.
- Ensure that a good HSQE and Information Security culture is promoted and among their peers.
- Protect information assets and data including both electronic and paper based from all threats whether internal, external, deliberate or accidental.
- Conduct regular reviews on the HSQE and Information Security Performance and seek ways to continually improve.
- Carry out regular safety tours and inspections.
- Required to undergo safety critical medicals and random alcohol and drugs testing as requested.

Requirements

Essential technical and professional skills, knowledge and qualifications

Knowledge , Skills , Experience

- Strong written and verbal communication skills in the English language.
- Sound analytical reasoning ability and capable of making decisions on complex matters.
- A high degree of computer literacy including database queries and reporting
- Ability to collaborate effectively with cross functional teams.
- Strong understanding of risk management and demonstrated ability to implement risk management processes and procedures.

Experience

- A minimum of 2 years, in a Building/Facilities Maintenance environment.
- Thorough understanding of quality, and occupational health and safety issues, particularly as they apply to engineering type sites.

Technical, Financial and People Accountabilities

- In-depth knowledge of CAFM and database systems
- A high degree of knowledge of computer software
- Assist the Operations team with an aim to meet or exceed the committed performance target of KPI's.

Additional/special features of the role

- Ensure compliance with the Serco Management System and all relevant business processes, procedures and work instructions to deliver all work with appropriate quality and governance standards
- Ensure security and integrity of all data provided including reporting performance, finance and customer information; reference Serco non-disclosure policy
- To exercise personal duty of care for their own health, safety and welfare and for those affected by their acts or omissions; reference SMS GSOP-HSE1-6 Serco organizational HSE responsibilities
- Ensure compliance with all training requirements of Serco and ensure adherence to these requirements at all times whilst in employment
- Report any accidents, incidents, breaches or potential breaches to appropriate management or the speak up process

Serco is committed to Equal Employment Opportunities and is committed to ensuring the safety of all of its employees through its Zero Harm initiative.

About the Company

Serco is a FTSE 250 international service company which combines commercial know-how with a deep public service ethos.

Serco customers are looking for expertise in managing their people, processes, technology and assets more effectively. We advise economic decision makers, design innovative solutions, integrate systems and - most of all - deliver quality services directly to the public.

Serco supplies to governments, government enterprise, agencies and companies who seek a trusted outsourcing partner with a solid track-record of service excellence. Serco people offer operational, logistical and technical expertise in the Transport, Justice and Immigration, Defence, Education and Healthcare industries as well as in the commercial sectors of Facilities Management.

Serco Middle East have been in the Region since 1947, starting out delivering Air Traffic Control Services in Bahrain; a service we are proudly still running today and have expanded to include many other Airports in the region.

We have expanded significantly since that time across the UAE, Saudi Arabia and Qatar. We have been supporting the RTA to operate the Dubai Metro since 2009, are preparing to launch the flagship Saudi Arabia Passenger Rail service from Riyadh to Qassim in 2016. We deliver Facility Management services to both Cleveland Clinic and Healthpoint Hospitals in Abu Dhabi, large-scale medical facilities in Saudi Arabia and a range of educational and commercial properties in the UAE. We also deliver postgraduate education to Officers in the Qatar Armed Forces through the Joaan Bin Jassim Joint Command and Staff College in Doha.

Focusing on our core values, and creating a positive environment for employees to thrive, we look forward to a bright future as we continue to grow with the region.