Contract Administrator - Part time

Equans UK & Ireland; Dunfermline; On-site; GBP 14,000 - 18,000; Part time

Benefits offered by this job

Annual leave

Life Cover

Discount schemes

Cycle to work

CSR days

Learning opportunities

Referral rewards

Employee networks

Wellbeing app

Job summary

Equans UK & Ireland is seeking a Contract Administrator to join the Quality and Compliance team at Fife Victoria Hospital on a permanent, part-time basis (22.5 hours per week). The role offers a salary of £16,040.70 per annum and a benefits package.

You will support operational teams with admin tasks, onboarding/offboarding, risk assessments, safety records, and maintenance coordination.

Qualifications

• Business Administration qualifications, apprenticeship, or training desirable.
• Familiarity with Healthcare sector and Facilities Management (including PFI/PPP Contracts).
• Experience with Maximo/E-Proc/SAP; training provided if needed.
• Strong computing skills with Outlook, Word, Excel, PowerPoint.
• Proven written and verbal communication with high accuracy and attention to detail.
• Enthusiasm, flexibility and team-working ability.
• Ability to prioritise, work independently and follow objectives without supervision.
• Ability to work well under pressure in a fast-moving environment.

Responsibilities

• Provide administrative support to operational teams to deliver SLAs and KPIs.
• Reception duties for onboarding/offboarding Contractors and Visitors.
• Prepare risk assessments, method statements, checklists and access permits.
• Issuing of high-visibility vests, keys, and passes; update of Contractors Board.
• Ensure inductions are monitored, delivered and up-to-date.
• Manage sign-in and works registers; update safety records.
• Maintain data for Management Safety Visits, Observations and Premises Inspections.
• Maintain site logbooks; renew as required.
• Coordinate planned maintenance scheduling and shift rotas.
• Monitor maintenance via Power BI dashboards and Maximo.
• File reports for planned and reactive maintenance; raise follow-ups.
• Support PDA usage and IT/software issues for site teams.
• Compile evidence for contract performance and monthly reports.
• Assist in audits and procurement activity via purchasing cards and E-Proc.
• Handle deliveries, training bookings, and on-site tracking spreadsheets.
• Manage HR annual leave/absences and meeting minutes.
• Attend meetings and take minutes; manage meeting room bookings.
• Participate in personal development and training plans.
• Provide cover across the admin team as required.

Skills

Written and verbal communication

Attention to detail

Teamworking

Prioritisation

Independent working

Under pressure

Education

Business Administration qualifications

Tools

Maximo

E-Proc

SAP

Microsoft Office

Job description

Equans is looking for a Contract Administrator to join the Quality and Compliance team based at Fife Victoria Hospital on a permanent basis. This is a part‑time role working 22.5 hours per week. On offer is salary of £16,040.70 per annum and benefits package.

Reporting to the Quality & Compliance Manager, you will be responsible for the administrative support to the operational teams within the Contract(s)allowing successful delivery of associated Service Levels & Key Performance Indicators.

Please note before applying: The working days are:

• Tuesday 9am - 5pm
• Thursday 9am - 5pm
• Friday 8am - 4pm

What will you deliver?

• Reception duties supporting the onboarding/offboarding of Contractors and Visitors in line with Equans/Site procedures.
• Supporting the Management team in the preparation of Risk Assessment & Method Statement, checklist and issuing of access permits.
  • Issuing of Equans High Viz vests, keys and passes.
  • Updating of Contractors Board.
  • Ensuring Inductions are monitored, delivered, and kept up to date.
  • Manage associated sign in and works registers.
• Updating and recording of data relating to Management Safety Visits, Observations and Premises Inspections aligned with company Health & Safety policy.
• Upkeep and Renewal of site logbooks.
• Review and issue Planned Maintenance works assignments in line with Schedule of Programmed Maintenance and Shift Rotas.
• Monitor ongoing Planned Maintenance works delivery via Power BI Dashboards, Overdue Daily reports, and Maximo (CAFM).
• Ensure that all Planned & Reactive maintenance activity reports are filed accurately. Advising# as required any follow up works that may be required.
• Monitor Reactive Works as part of Jeopardy Management to minimise failure impacts.
• Support the operational teams with PDA use and any IT software and device issues that may arise.
• Prepare and compile evidence documentation to support the Contract performance parameters and deliverables on a monthly basis.
• Assist in the compilation of the Monthly Performance reporting.
• Carry out the collation and preparation activity in support of internal and external audits.
• Facilitate and action procurement activity as requested via purchasing cards, or via the E-Proc system. Inclusive of materials, equipment, PPE, uniform, office supplies, etc…
• Collection and distribution of deliveries to site.
• Arrange through the Equans Academy and local providers any training bookings required, inclusive of travel and accommodation.
• Manage the ongoing updates and collation of on‑site tracking spreadsheets.
• Manage the shift rota and associated HR annual leave and absences.
• Attendance at meeting for the recording of minutes and control of meeting room bookings.
• Undertake through personal development plans any training to support ongoing learning and progression.
• Any other reasonable administrative task in support of the Contract as directed by the management team.
• Flexibility is required within the post to provide cover across the administration team in support of any admin colleagues absence.

What can we offer you?

On offer is a competitive salary and benefit package, which includes;

• 24 days annual leave(+ public holidays) - Pro rata.
• Life Cover equivalent to 1.5 timesannual salary.
• Employee discount shopping schemes on major brands and retailers.
• Cycle to work scheme.
• 2 corporate social responsibility days per year.
• Broad range of learning opportunities, such as professional qualifications, collective/individual training, and personalized support programmes.
• Attractive Employee Referral Rewards Scheme.
• Access to our growing employee networks.
• 24/7 Employee Assistance Program and access to mental wellbeing app.

Who are you?

• Business Administration qualifications, apprenticeship, or training is desirable.
• Familiarity with the Healthcare sector with experience of Facilities Management (including PFI/PPP Contracts).
• Use of Computer Aided Facilities Management Systems (Maximo/E-Proc/SAP), desirable, although training will be provided.
• Excellent computing skills with proficient knowledge in the use of Microsoft applications such as Outlook, Word, Excel, and Power Point.
• Proven written and verbal communication skills including a high level of accuracy and attention to detail.
• Enthusiasm, flexibility, and team‑working skills.
• Ability to establish priorities, work independently, and proceed with objectives without supervision.
• Ability to work well under pressure in a fast moving and challenging environment.

This role includes a DS PVG check therefore ability to pass is essential.

Who are we?

In the UK & Ireland, Equans is a provider of sustainable facilities management and regeneration, and cutting‑edge energy and digital services. Our 15,000 employees combine these activities to deliver decarbonisation across the built environment and help businesses, communities, public sector organisations and government to accelerate the transition to a low carbon, resilient world.

Globally, Equans is a world leader in the energy and services sector with operations in 20 countries, 90,000 employees working on 5 continents and a turnover of 19.2 billion euros in 2024. Equans is a subsidiary of the Bouygues group.

At Equans, we are driven by our ambition to be recognised for our operational excellence and as the best place to work for our employees. This commitment extends to achieving global and sustainable performance through Impact, ensuring that everything we do aligns with our core values—Accountability, Respect, Team Spirit, and Service Focus.

We take ownership, act with integrity, and set high standards. We listen, support, and care for one another. We collaborate and build trust to achieve shared goals, always striving to meet our customers' needs in a proactive and pragmatic way. These values shape our culture, strengthen our community, and inspire us to deliver excellence every day.

What's next?

As part our commitment to better reflect the markets within which we operate, we encourage applications from women, ethnically diverse individuals and people with disabilities, along with all candidates who identify with protected characteristic groups under the Equality Act 2010.

At Equans we’re committed to delivering a culture where everyone’s voice is heard and supported. We know the value a diverse workforce creates, delivering better results for our people, customers, and stakeholders. Diversity and inclusion is at the core of what we do, should you join Equans you’ll find a welcoming and open workplace where you’re supported and encouraged to be your true self at work.

You’ll also have access to our growing employee networks including AccessAbility (representing those with physical and mental disabilities), Encompass (representing the LGBTQ+ community), RISE (representing people from ethnic backgrounds), Veterans & Reservists, WOMEN Together (representing women in Equans), Working Parents, and Young Professionals.

For this role, you must have evidence of the right to work in the UK. Unfortunately, we are not able to offer a re‑location package with this job role. Certain roles may require applicants to undergo a Disclosure check, as noted in the role requirements.