FACILITIES ADMINISTRATOR

Allscreens Nationwide Ltd; Rottingdean; On-site; GBP 22,000 - 28,000; Full time

Job summary

G4S Facilities Management at Churchill Hospital, Oxford, is seeking a Facilities Administrator for a full-time, permanent role. You will provide administrative support to Heads of services, H&S and HR, maintaining records and ensuring compliance on-site.

Responsibilities include document production, calendar management, recruitment tasks, PO/billing support, and maintaining training matrices. On-site role with a focus on safety and efficient FM operations.

Qualifications

• Administrative support experience
• Calendar management and meeting prep
• HR onboarding and recruitment tasks
• Documentation and note-taking skills
• Vendor invoicing and PO handling

Responsibilities

• Produce and distribute documents and take notes during meetings.
• Manage calendars, schedule training, and prepare meeting materials.
• Answer calls and greet visitors, routing inquiries to managers.

Job description

Working Hours: Permanent, Full Time, 40 hours per week, Monday to Friday

Location: Churchill Hospital, Oxford, OX3 7LE

G4S Facilities Management is looking for a Facilities Administrator to join our team at the Churchill Hospital in Oxford. This is a full-time, permanent role offering a fantastic opportunity to gain experience in a fast-paced and rewarding environment.

This role will provide administrative support, working with the Heads of all services, H&S and the HR department to keep records up to date.

Core Responsibilities

Produce and distribute documents (letters, minutes, specifications, reports) and provide note-taking support during meetings.

Manage calendars, schedule training, and prepare meeting materials, including agendas, briefing papers, and presentations.

Act as the first point of contact for calls and visitors, screening inquiries and routing them to managers as appropriate.

Assist the HR team with recruitment tasks, including preparing candidate packs, drafting offer letters, and completing onboarding documentation.

Raise purchase orders, verify material deliveries against invoices, resolve supplier discrepancies, and support smooth invoicing.

Maintain Google Drives to support FM operations, tracking key compliance tasks such as Health & Safety records, Toolbox Talks, and training matrices.

Foster a strong H&S culture on-site by adhering to safe working systems, reporting accidents/near misses promptly, and setting a positive example.