(*) Estates & Facilities Administrator Assistant | Mid and South Essex NHS Foundation Trust

Southend University Hospital NHS Trust; Basildon; On-site; GBP 22,000 - 28,000; Full time

Job summary

Southend University Hospital NHS Trust is seeking an Estates & Facilities Administration Assistant to join the Estates Maintenance team. The role focuses on comprehensive administrative support, record keeping and coordinating meetings, ensuring information accuracy and compliance within a large NHS setting.

You will assist with purchase orders, invoices, and maintenance of reporting data, while providing occasional helpdesk coverage and logging maintenance requests.

Qualifications

• Strong organisational and administrative skills with attention to detail.
• Proven ability to manage diverse admin tasks in a busy environment.
• Discretion handling confidential information and data.

Responsibilities

• Organise meetings, prepare agendas and take minutes.
• Raise purchase orders and process invoices.
• Maintain records, filing systems and generate reports.
• Support health and safety compliance and training records.
• Provide cover for Estates Helpdesk and log maintenance requests in the CAFM system.
• Liaise with Estates Managers, contractors and other departments.

Skills

Administration

Communication

Record keeping

MS Office

Tools

CAFM system

Purchase ordering software

Job description

(**) Estates & Facilities Administrator Assistant | Mid and South Essex NHS Foundation Trust

Company:

Company: Southend University Hospital NHS Trust

An exciting opportunity has arisen for an Estates & Facilities Administration Assistant to join the Estates Maintenance team at Mid and South Essex NHS Foundation Trust. This varied and rewarding role is ideal for an organised and proactive individual who enjoys working in a busy environment and supporting essential services that help keep our hospitals running safely and effectively.

Based within the Estates team, you will provide comprehensive administrative support, including maintaining records, coordinating meetings, preparing documentation, raising purchase orders, producing reports and supporting departmental compliance activities. You will work closely with Estates Managers, operational teams and external contractors to ensure information is accurate, processes run efficiently and service standards are maintained.

The role also includes providing occasional cover for the Estates Helpdesk, where you will assist in logging and coordinating maintenance requests using the Trust's computerised systems. This is an excellent opportunity to develop your administrative skills within a large NHS organisation while contributing to the delivery of safe, high-quality healthcare environments for patients, visitors and staff.

The successful candidate will provide efficient administrative support to the Estates Maintenance department, ensuring records, correspondence and departmental documentation are maintained accurately and professionally. Key responsibilities include organising meetings, preparing agendas, taking minutes, monitoring training records, maintaining staff absence and annual leave information, and supporting the management of departmental performance data. You will assist with the raising and processing of purchase orders and invoices, maintain filing systems, produce reports and spreadsheets, and support compliance and health and safety activities.

The post holder will work collaboratively with Estates colleagues, contractors and other departments across the Trust to ensure effective communication and service delivery. In addition, you will provide occasional cover for the Estates Helpdesk, receiving and logging maintenance requests, allocating work through the CAFM system and helping ensure jobs are progressed within agreed service standards. You will be expected to demonstrate excellent customer service, strong organisational skills and the ability to prioritise a varied workload while maintaining confidentiality and accuracy at all times.

Our ambition is to deliver excellent local and specialist services, to improve the health and well being of our patients, and provide a vibrant place for staff to develop, innovate and build careers.

We aim to make the most of our skills and experiences so we can become the best we can be. As one organisation we will recruit the finest and retain more specialist staff due to more employment opportunities across our Trust

Please be aware that we reserve the right to close this vacancy early if we receive a suitable number of applications.

***No VISA sponsorship available for this role***

This advert closes on Thursday 22 Oct 2026