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Facilities Helpdesk

An exciting vacancy has arisen for a Facilities Helpdesk Co-ordinator/Office Administrator to join our FM team

Your new company
We are an NHS organisation that provides strategic leadership and vision for protecting and improving the nation’s health. Our ambition is to lead nationally and enable locally a transformation in the health expectations of all people in England regardless of where they live and the circumstance of their birth. We will achieve this through the application of research, knowledge and skills. We are a distinct delivery organisation with operational autonomy to advise and support Government, local authorities and the NHS in a professionally independent manner.

The Operations team aims to deliver a high performing service for all departments on the site. This will ensure that all the important functions carried out on the site are able to deliver critical services. The team brings together a range of support services ranging from estates and facilities management to media production. 

Your new role

To work closely with the Facilities Management (FM) team to ensure the smooth running of FM processes and provide administration support to the team. You will provide highly efficient, professional and comprehensive confidential administration support to the FM team assisting with the management of projects, gathering information and undertaking enquires as and when necessary. You will work within standard policies and procedures but will be encouraged to contribute to changes to administrative functions and have the freedom to act to implement and review these with the approval of the Head of Site Services.

What you'll need to succeed

We are looking for an enthusiastic, self-motivated individual with a friendly disposition, possessing good communication skills, able to adopt a very flexible approach to the varied tasks assigned to you. You will need to exhibit excellent problem-solving, be confident and able to work under pressure whilst remaining polite and courteous at all times. Previous experience working in administrative environment and keyboard skills are essential. Experience of working in a facilities environment, minute-taking and knowledge of Computer Aided Facilities Management system would be an advantage. You will need to have the ability to use a degree of initiative, and the ability to retain information to prioritise daily duties, whilst maintaining a professional and confidential approach at all times


  • Responsible for the organisation and execution of the Computer Aided Facilities Management (CAFM) system
  • To act as principle Help Desk contact for all enquiries and requests regarding repair and maintenance of the buildings, plant and machinery and all site facilities including cleaning, portering and general services via the CAFM system
  • To ensure allocation of works orders to relevant persons/departments
  • To monitor and progress all works, deal with queries and complaints, and maintain relevant records
  • Collate management and other information and prepare reports
  • To co-ordinate and highlight deficiencies and non-performance, and ensure that they are brought to the attention of the Head of Site Services
  • Responsible for recharging departments for works/services carried out
  • To provide high quality administrative support to the Head of Site Services, Assistant Facilities Manager and members of the team as required
  • Administration of quality management system for FM Department
  • Assist in the design, set up and maintenance of databases/spreadsheets
  • Support the Facilities Managers and Project Mangers in their duties, including but not limited to:
    • undertake aspects of project work
    • supply relevant information as required for FM management
    • check and send relevant invoices for payment
  • Use ‘in house’ systems and processes to order of goods and services to the programme
  • Assist with processing expenses and invoices to ensure that all payments are made to suppliers in a timely manner
  • Liaison with Procurement Department regarding updating of purchase orders
  • Assist with the implementation and updating of FM systems and processes, including absence, leave, mandatory training, and national reporting returns
  • Assist with the setting up and maintenance of effective electronic and paper filing systems, to ensure that information is kept securely and is accessible to other members of the team
  • Provide administrative and organisational support for meetings, teleconferences, events, workshops and conferences organised by the FM Department, including finding appropriate venues, managing invites, delegate lists, organising catering etc
  • Prepare agendas, take minutes and distribute notes/action points of meetings including typing up of minutes
  • Work together with other administrative staff within the wider team and being flexible to cover other administrators’ general duties
  • Carry out any ad-hoc work required by senior members of staff if commensurate with day-to-day tasks

What you need to do now
If you're interested in this role, click 'apply now' to forward an up-to-date copy of your CV, or call us now.
If this job isn't quite right for you but you are looking for a new position, please contact us for a confidential discussion on your career.


Job Type:
Construction and Property
Up to £24,000 D.O.E
Apply Now

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