Facilities Administrator in Great Horwood)

Ad Warrior Ltd; England; On-site; GBP 25,000 - 62,000; Part time

Job summary

Medical Detection Dogs is seeking a Facilities Administrator to support the facilities function at the Great Horwood centre. This part-time role (15 hours per week) provides admin, supplier coordination, and records management to ensure smooth day-to-day operations.

The post offers a pro-rata UK salary of £24,853 per annum FTE, with DBS check and driving license required; you will work as part of a small charity team focused on life-saving dog training and evidence-based work.

Qualifications

• Experience in Facilities Management, Hospitality or Front of House.
• Financial experience in tracking and monitoring purchases.
• Proficient with Microsoft Office (Word/Excel/PowerPoint).
• Excellent written and verbal communication skills.
• Ability to work independently and as part of a team.
• Willingness to deputize for Facilities Manager.
• Hold a valid UK driving license.

Responsibilities

• Provide efficient administrative and operational support to the Facilities function.
• Manage purchasing requests, requisitions and facilities orders.
• Administer uniform ordering, distribution and stock control.
• Coordinate reception and post handling.
• Liaise with contractors and suppliers regarding appointments and service delivery.
• Maintain facilities compliance records and documentation.
• Assist with scheduling contractor visits and service appointments.
• Support facilities reporting and budget monitoring.
• Cover for non-working hours of the Facilities Manager.

Skills

Facilities management

Hospitality experience

Front of house

Microsoft Office

Written communication

Verbal communication

Teamwork

Deputise for manager

Can-do attitude

Tools

Microsoft Office Suite

Job description

Facilities Administrator

Location: Medical Detection Dogs Centre, Great Horwood, MK17 0NP

Salary : £24,853 per annum (FTE), pro rata

Vacancy Type: Permanent, Part Time, 15 hours per week

Medical Detection Dogs trains dogs to save lives.

We train specialist dogs to detect the odour of human disease, providing life-saving Medical Alert Assistance Dogs to people with complex health problems across the UK and collaborating with NHS Trusts and other researchers and Universities both in the UK and internationally to advance the early diagnosis of disease. We have an exciting new opportunity to join this small, but ambitious charity that is a world leader in its specialist, innovative field.

Main Purpose & Scope Of The Role:

To provide efficient administrative and operational support to the Facilities function, ensuring the smooth day-to-day management of facilities services, suppliers, records and site operations.

What You’ll Do:

Facilities Administration

* Manage purchasing requests, purchase requisitions and facilities-related orders.

* Administer uniform ordering, distribution and stock control.

* Purchase and provision of office supplies and stationery.

* Coordinate reception arrangements and associated administration.

* Manage incoming and outgoing post, courier services and franking.

* Maintain water testing schedules and records.

Record Keeping and Coordination

* Maintain facilities compliance records and documentation.

* Assist with scheduling contractor visits and service appointments.

* Maintain supplier information and service records.

* Support facilities reporting and budget monitoring.

* Maintain contractor file to include insurance documentation and staff qualifications as appropriate.

Supplier and Contractor Support

* Liaise with contractors and suppliers regarding appointments, quotations and service delivery.

* Raise purchase orders and track expenditure where required.

* Support contract administration activities.

Shared Facilities Operations - including cover for non-working hours of the Facilities Manager

• Coordinate day-to-day operation of:
  • Storage facilities
  • Waste and recycling
  • Merchandise stock and storage
  • Supplier and contractor management
  • Air conditioning systems

Facilities Administrator

• Automatic gates and doors
• Water heaters
• Cleaning services
• Utilities providers
• Furniture
• Gardening and grounds maintenance

Customer Service

* Act as a first point of contact for facilities enquiries.

* Provide support to staff regarding facilities issues, maintenance requests and site services.

* Escalate operational or compliance concerns to the Facilities Manager.

* Volunteer and Assist with Fundraising Events throughout the Year as needed.

Person Specification :

* Previous experience within Facilities Management, Hospitality or Front of House Environment.

* Financial experience in tracking and monitoring purchases ensuring best value for money.

* Proficient using Microsoft Office Suite (Word, Excel, Powerpoint) with sound attention to detail.

* Excellent written and verbal skills.

* Ability to work individually and part of a team.

* Ability to deputize in the absence of the Facilities Manager.

* A positive "Can-do" attitude and willingness to learn

Other Requirements

* Hold a full UK Driving License.

* Provide proof of identity and eligibility to work in the UK.

* Undertake a Disclosure and Barring Service (DBS) check

Diversity, Equality & Inclusion

We are a welcoming, diverse and inclusive charity. Medical Detection Dogs thrives when everyone feels comfortable bringing their best self to work. We celebrate difference, whilst striving to create an environment where colleagues feel respected and valued for their unique potential. We are committed to our values on equity, diversity, and inclusion.

Values & Behaviours

Working at Medical Detection Dogs will be a richly rewarding experience.

Our Values & Behaviours encapsulate who we are, what we stand for and what it will feel like to be part of our team:

* We are respectful.

* We stay positive.

* We strive for excellence.

* We communicate and listen.

* We are ambassadors.

* We are one team.

And of course, we advocate for Medical Detection Dogs whenever we get the chance, and we pride ourselves on our role as ambassadors for the charity.