Clerical Officer

Somerset NHS Foundation Trust; Yeovil; On-site; GBP 23,000 - 26,000; Full time

Benefits offered by this job

Flexible working options

NHS pension scheme

Generous annual leave allowance

Career development

Blue Light Card discounts

Job summary

Somerset NHS Foundation Trust is seeking an Estates and Facilities Administrative Support Officer to provide comprehensive admin support for the Estates and Facilities Office, especially the Car Parking and Accommodation services. The role acts as a central contact for staff, visitors, contractors and external stakeholders, ensuring smooth day-to-day delivery and accurate records.

Working within the EFM Team, you’ll handle helpdesk tasks, maintain systems, input data, and assist with payments

Qualifications

• Proactive and organised individual who can manage a varied workload. Prioritises competing demands and maintains accurate records while delivering a high standard of customer service.

Responsibilities

• Answer car park intercom, assist customers during office hours.
• Ensure ParkingEye white list is accurate and up-to-date.
• Respond to queries from staff on parking by email, telephone or face-to-face.
• Answer EFM Helpdesk, add maintenance tasks to First FM, or forward queries as appropriate.
• Sign-in contractors, ensure keys issued, permits issued and parking actioned on ParkingEye.
• Provide administrative support within the EFM Team.
• Provide training to others within the EFM team.
• Book accommodation and take payments using PayPal.
• Greet contractors and manage signing in/out procedures and key distribution.
• Print Trust ID Badges and issue to staff following procedures.

Job description

The Estates and Facilities Administrative Support Officer is responsible for providing comprehensive and efficient administrative support to the Estates and Facilities Office, with a particular focus on supporting the Car Parking and Accommodation services. The post holder will play a key role in ensuring the smooth day-to-day delivery of these services, acting as a central point of contact for staff, visitors, contractors, residents, and external stakeholders. The role requires a proactive and organised individual who can manage a varied workload, prioritise competing demands, and maintain accurate records while delivering a high standard of customer service. The post holder will also support the Maintenance Helpdesk function and assist with a range of administrative activities that contribute to the effective operation of the Estates and Facilities Department. Working closely with colleagues across the organisation, the successful candidate will help ensure that accommodation, car parking, maintenance reporting, and contractor management processes are delivered efficiently, professionally, and in accordance with organisational procedures and policies.Main duties of the job Answer car park intercom, assist customer appropriately during office hours Ensure ParkingEye white list is accurate & up-to-date at all times Respond to queries from staff on parking, by email, telephone or face-to-face Answer EFM Helpdesk, adding maintenance tasks to First FM, or forward query as appropriate Sign-in contractors ensuring keys issued are recorded, the necessary permits are issued & any parking is actioned on ParkingEye Provide administrative support within the EFM Team Provide training to others within the EFM team so others can provide support to cover role during absence Contact external providers when required to report issues Update spreadsheets with income & expenditure. Responsible for inputting data onto First FM Raise sales orders or PO orders when requested by Management Booking accommodation & take payments using PayPal. Greet contractors, explaining signing in/out procedure & supplying keys to plant rooms where necessary Communicate effectively with other members of the Facilities Admin team as appropriate. Follow procedures for the central filing system for correspondence, letters etc. that are required to meet statutory, mandatory or best practice needs. To provide cover for the rest of the Estates & Facilities Admin team as required. Print Trust ID Badges & issue to staff following agreed procedures Provide security access to staff ID badges following management approval
At Somerset NHS Foundation Trust, we're committed to supporting our employees with a range of benefits designed to enhance your professional and personal life. We offer, Why Somerset? Somerset offers the perfect blend of idyllic countryside, outstanding areas of natural beauty, and breathtaking coastlines, with vibrant cities like Bristol, Bath, and Exeter just a short drive away - and only two hours to London. The region is home to excellent educational facilities, and with affordable housing compared to other parts of the country, it's a great place to build both your career and your future. Somerset truly has it all - the peaceful countryside and cosmopolitan city life, with something for everyone to enjoy.

• Flexible working options to help you balance work and life
• NHS pension scheme for long-term financial security
• Generous annual leave allowance to recharge and relax
• A strong focus on career development to help you grow and achieve your potential
• Additionally, you'll gain access to our Blue Light Card, unlocking exclusive discounts on shopping, dining, and leisure activities, as well as NHS-specific perks to support you both inside and outside of work.