Facilities Administrator

The Air Ambulance Service; Rugby; Hybrid; GBP 26,000; Full time

Job summary

A leading charity is seeking a Facilities Administrator to manage compliance and support internal clients in Rugby. This entry-level role involves coordinating maintenance, managing records, and ensuring timely completion of tasks. Join a team dedicated to saving lives and improving community health through efficient facility management.

Qualifications

• Responsible for administering facilities compliance and managing stakeholder needs.
• Entry-level position requiring strong organizational skills.

Responsibilities

• Assist in delivering efficient services to internal clients.
• Manage the Facilities inbox and log reactive jobs.
• Plan PPM work and coordinate with contractors.

Skills

Health & Safety

Data Protection

Equality, Diversity, and Inclusion

Job description

Join to apply for the Facilities Administrator role at The Air Ambulance Service.

1 week ago Be among the first 25 applicants.

The Air Ambulance Service provided pay range

This range is provided by The Air Ambulance Service. Your actual pay will be based on your skills and experience — talk with your recruiter to learn more.

Base pay range

The Air Ambulance Service provides two very important functions: Helicopter Emergency Medical Services (HEMS) and The Children’s Air Ambulance (TCAA), which provides paediatric transfers across the UK. Our objective is to save lives, utilising specialist pilots, doctors, and paramedics, with our work centered on saving lives, improving clinical outcomes, and reacting quickly and efficiently to emergencies.

We are at the forefront of innovative clinical care, and we challenge boundaries.

Every day, our charity is tasked with a unique set of missions, which we respond to with our fantastic services. All of these are funded entirely by voluntary donations, trading, and fundraising activities. This ethos remains at our core; we work alongside and support the NHS without using their funds. The impact of our services is to keep people alive, keep families together, enable children to grow into adults, and support the NHS in doing more work.

We also impact our communities by creating jobs, improving the environment, engaging volunteers, and providing worthwhile training and experience opportunities.

Our work is only possible thanks to the support and generosity of the public, combined with the dedication, skill, and enthusiasm of staff and volunteers. This support allows us to invest in our operational services, staff development, and future financial stability to sustain our services now and in the future.

Job Details

• Job Title: Facilities Administrator
• Location: Rugby - Hybrid (40% office based)
• Full Time: 37.5 hours
• Annual Salary: £25,500
• Closing Date: 23rd May 2025
• Interview date: 28th May 2025

Job Purpose

The Facilities Administrator is responsible for administering all facilities compliance, planned and reactive works, providing an agile response to stakeholder needs in a timely manner.

Key Responsibilities

• Assist in delivering efficient services to internal clients.
• Manage the Facilities inbox: log reactive jobs, appoint contractors, update stakeholders, and ensure timely completion of work.
• Maintain accurate records per the PPM schedule and make them available as needed.
• Plan PPM work and coordinate with contractors and shops on planned maintenance.
• Provide monthly reports on reactive works and compliance at the start of each month.
• Generate quotations as required.
• Complete POs and invoice processing for all works.
• Maintain contractor database and compliance records.
• Ensure contractor works have risk assessments and method statements.
• Manage hard and soft facilities and compliance checks for head office.
• Act as Office Manager: handle site opening, access control, supplies, etc.
• Provide general administrative support for Facilities and Property.

Compliance Responsibilities

All colleagues are responsible for:

• Health & Safety and Environment
• Safeguarding
• Data Protection
• Equality, Diversity, and Inclusion
• Quality

You are encouraged to raise and escalate any potential breaches or improvements regarding these areas.

This role is subject to a Basic DBS check.

Environment

TAAS promotes an inclusive environment where Equality, Diversity, and Human Rights are guiding principles. We respect individuals and value a diverse workforce. Recruitment, employment, and development are based on qualifications, experience, and competency, eliminating bias.

We are committed to safeguarding children and vulnerable adults involved in our activities. All new staff must be committed to safeguarding, complete relevant training, and report concerns. We operate a safer recruitment process to identify and reject risks to vulnerable people.

Additional Details

• Note: We reserve the right to close this vacancy early if sufficient suitable applicants are found.

Other Information

• Seniority level: Entry level
• Employment type: Full-time
• Job function: Management and Manufacturing
• Industries: Public Safety

Referrals can double your chances of interview success.

Related Roles

• Regional Manager (Facilities Management) - Rugby, England
• Team Leader / Listing Officer - Northampton