Estates & Sustainability Administrator

East Midlands Ambulance Service NHS Trust; Nottingham; On-site; GBP 21,000 - 27,000; Full time

Job summary

East Midlands Ambulance Service NHS Trust (EMAS) seeks an Administrative Assistant to support Estates and Sustainability teams in Nottingham. You will manage day‑to‑day processes, handle invoice payments, and emails for a shared inbox.

You will prepare agendas for meetings, take minutes, raise purchase orders, and maintain record‑keeping data using Excel and Word. The role spans two busy teams to keep facilities safe and efficient for frontline care.

Qualifications

• Experience with general admin tasks in a busy environment.
• Ability to prioritise and manage multiple tasks with accuracy.
• Familiarity with data recording and basic office procedures.

Responsibilities

• Support Estates and Sustainability administrative duties daily.
• Process invoice payments and manage a shared inbox efficiently.
• Prepare meeting agendas and take clear minutes; follow up actions.
• Raise purchase orders and organise data for record keeping.

Skills

Administrative support

Attention to detail

Communication skills

Microsoft Outlook usage

Tools

Microsoft Outlook

Excel

Word

Job description

We are East Midlands Ambulance Service (EMAS), an organisation focused on delivering a high standard of emergency and urgent care to our patients across the region.

The East Midlands Ambulance Service NHS Trust (EMAS) provides Emergency, Urgent and Non-Emergency pre-hospital care and transport across six counties (Derbyshire, Nottinghamshire, Lincolnshire, Leicestershire & Rutland and Northamptonshire).

Job overview

The role is to assist with both Estates and Sustainability Administrative responsibilities. We are looking for an enthusiastic person to join our teams that has an eye for detail and enjoys learning new processes. The role is shared across two teams so there is great variety in topics covered, from Building Management to Energy Data.

Advert

The main duties of the role involve supporting both the Estates and the Sustainability team with day to day process such as invoice payment and email management of a shared inbox. Along with this, preparation of agendas for meetings and taking minutes of these meetings, recording discussion and any follow up actions.

Raising purchase orders and organising data for record keeping to aid the Trust and helping with postal responsibilities.

Using skills in Microsoft Outlook, Excel and Word will be vital throughout.

Working for our organisation

We are two small teams with busy schedules and an Administrative Assistant will help us keep us going so we can develop and maintain the buildings and the services allowing our front-line teams to be safe and secure when providing the excellent care to patients!

Detailed job description and main responsibilities

Following established systems and processes and maintaining tracking spreadsheets for correspondence. Resolving minor access issues for staff across the Trust. Dealing with incoming and outgoing mail. Booking rooms for meetings and minuting these meetings.

Job Descriptions attached with full details.

The East Midlands has a lot to offer:

Excellent Location

Making a Difference

Action Packed Roles

Support and Belonging

Accessibility

If you have any accessibility requirements at any point during the recruitment process, then please contact the recruiting manager.

If you haven’t heard back from us within eight weeks of the closing date please consider your application unsuccessful.

Due to the high volume of applications received we are unable to provide updates on the progress of applications and only successful candidates at shortlisting stage will be contacted, regrettably feedback will not be provided. If you are unsuccessful at this stage please refer back to the job description, person specification and advertised requirements for ways to improve your future applications.

Internal candidates applying for vacancies must have completed their probationary period (stated within your contract) at point of application.

East Midlands Ambulance Service NHS Trust is an equal opportunities and Disability Confident employer,committed to ensuring equality of opportunity. We actively encourage interest from across our diverse communities. Black and Minority Ethnic staff are currently under-represented within our workforce, and we welcome applications from within these communities.

We are keen to promote a positive work-life balance. We recognise the importance of being able to spend quality time with family and friends and to engage in your own personal interests outside of work, which alongside work helps us to lead healthy and fulfilling lives. We are committed to embedding the NHS People Promise to support colleagues to work flexibly in a way that works for our patients, for us and for you. Many of our staff already work flexibly in many different ways, including job share, part-time or other flexible working patterns. Please talk openly to us at interview about flexible working opportunities. In addition, if a role is advertised as home based, we remain committed to supporting flexibility around workplace locations, so please talk to us about the options available to you. If it works for our service, we will do our best to make it work for you.

At EMAS we believe that our culture should be built upon our core values and that our behaviour should reflect these. Our values – respect, integrity, contribution, teamwork and compassion - underpin everything we do – how we deliver our services and how we work with each other. We believe that it’s our people who make EMAS what it is.

Our Vision -Respondingto patient needs in the right way,developingour organisation to become outstanding for patients and staff, andcollaboratingto improve wider healthcare.

Please note we reserve the right to withdraw this vacancy if an internal member of staff on our redeployment register expresses an interest and is successful for this vacancy, or if a sufficient number of applications is received.

Please be aware if you are applying for a Frontline role, an Enhanced DBS clearance check will be required, and depending on the nature of other non-patient facing roles this check may also be required if offered a position with EMAS (All spent and unspent convictions must declared).

If you are not part of the update service, you will be liable for the payment and this will be deducted from your first months’ salary. The current cost of an enhanced DBS check is £46.88.