Facilities Administrator

NHS Blood and Transplant; Barnsley; On-site; GBP 21,000 - 27,000; Full time

Benefits offered by this job

Flexible working options

Job summary

NHS Blood and Transplant is seeking a Facilities Administrator to help keep our sites safe, welcoming and running smoothly. You will coordinate contractors, handle queries and maintain accurate records to evidence compliance and performance.

As the first point of contact for staff, visitors and suppliers, you will log and escalate issues, support planned maintenance and assist with invoices and site checks.

Qualifications

• GCSE (or equivalent) in English and Maths.
• NVQ Level 3 in Facilities or Business Management Administration (or a related subject), or equivalent experience.

Responsibilities

• Be the first point of contact for estates and facilities enquiries, helping colleagues, visitors and suppliers get the right support quickly.
• Coordinate contractors and suppliers, logging work requests and following up so services are delivered safely and on time.
• Maintain accurate records and databases for planned maintenance, health and safety and finance information, so we can evidence compliance and performance.
• Raise orders for work, materials and services and support invoice checking and processing, helping us control costs and reduce delays.
• Support audits, building inspections and risk assessments, recording actions and raising follow-up work when needed.
• Help maintain safe, clean and compliant environments, including waste records and pest control activity where required.
• Manage room bookings and video conferencing support, making sure meeting spaces are prepared and services are available.
• Monitor site security systems and maintain records, supporting data protection and a safe working environment.
• Support business continuity and emergency response by staying calm, communicating clearly and escalating issues appropriately.
• Suggest improvements to processes and help keep local procedures up to date, so we keep learning and working smarter.

Skills

Communication skills

Record keeping

Microsoft Word

Microsoft Excel

Contractor coordination

Team collaboration

Education

GCSE English & Maths

NVQ Level 3 in Facilities or Business Management Admin

Tools

Microsoft Word

Excel

Job description

As a Facilities Administrator, you will help keep our sites safe, welcoming and running smoothly, so colleagues can focus on the work that saves and improves lives. You will support estates and facilities services by coordinating contractors, handling queries and keeping accurate records.Acting as a first point of contact, you will provide clear information to staff, visitors and suppliers, and make sure issues are logged, resolved or escalated quickly.You will also support planned maintenance, invoices and site checks, helping us meet required standards and stay ready for the unexpected. If you like organising, problem-solving and working with people, this is a role where your contribution is seen every day.

Main duties of the job

Be the first point of contact for estates and facilities enquiries, helping colleagues, visitors and suppliers get the right support quickly.Coordinate contractors and suppliers, logging work requests and following up so services are delivered safely and on time.Maintain accurate records and databases for planned maintenance, health and safety and finance information, so we can evidence compliance and performance.Raise orders for work, materials and services and support invoice checking and processing, helping us control costs and reduce delays.Support audits, building inspections and risk assessments, recording actions and raising follow-up work when needed.Help maintain safe, clean and compliant environments, including waste records and pest control activity where required.Manage room bookings and video conferencing support, making sure meeting spaces are prepared and services are available.Monitor site security systems and maintain records, supporting data protection and a safe working environment.Support business continuity and emergency response by staying calm, communicating clearly and escalating issues appropriately.Suggest improvements to processes and help keep local procedures up to date, so we keep learning and working smarter.

About us

It takes all types of people to deliver the kind of service that saves and improves lives. At NHS Blood and Transplant, youll join a team of more than 6,000 people who are making a genuine difference to communities, families, friends, relatives and more across the UK. We play a unique and special role in the NHS by helping people do something extraordinary- donate blood, blood products, organs, tissues, or stem cells to save someone in need.Our three core values are what set us apart. They guide and inspire everything we do.By being caring, expertly meeting the needs of our patients and our people, and accepting nothing less than the best quality, we can do extraordinary work and help our people to do something extraordinary in their career, too. Three small words, one big difference - Caring, Expert and Quality. Together we'll save and improve more lives than ever.You will join us on our journey to create an inclusive workplace and aim to reflect the diverse communities we work with, and we positively encourage applications from all sectors of the community.

Job responsibilities

What we offer:

• Flexible working options – we promote flexible working where the role allows. We’re happy to discuss what flexibility might look like for you.
• Generous annual leave - 27 days annual leave (pro rata for part-time) plus Bank Holidays, increasing to 29 days after 5 years’ service and to 33 days after 10 years.
• Inclusive pension scheme - the NHS Pension Scheme is a defined benefit scheme (not dependent on investment returns). Further details and outline of benefits can be found at: http://www.nhsbsa.nhs.uk/information-about-nhs-pensions
• Supportive learning culture - we’ve fostered a culture of continuous learning where colleagues are well-led, engaged, and encouraged to grow. We support you in reaching your full potential, both in your current role and future career. Our Thrive program embodies our commitment to learning and development, offering a wide range of activities to support your personal and professional growth. It’s open to everyone at NHSBT, ensuring you have the resources to succeed and shine in your role.
• Health and wellbeing support – we offer confidential services including occupational health, employee assistance programme, and wellbeing resources. Our support is available to all colleagues and we endeavour to provide tailored workplace adjustments where possible.

As a Disability Confident Employer, we welcome applications from disabled candidates. We will talk with you to explore any adjustments that may help you during the recruitment process. You can find more information about accessibility, our culture, and how we support applicants on the NHSBT Careers website.

To learn more, please see the job description and person specification.

Person Specification

Qualifications

• GCSE (or equivalent) in English and Maths.
• NVQ level 3 in Facilities or Business Management Administration (or a related subject), or equivalent experience.

Experience

• Communicate clearly and calmly, both in writing and face to face, including during tense or emergency situations.
• Work proactively as part of a team to help meet day-to-day service objectives.
• Solve problems, monitor performance and raise issues in a timely way when support is needed.
• Use Microsoft Word and Excel to manage information accurately and keep records up to date.
• Have experience working with contractors or suppliers and providing administrative support in a service setting.