Estates Administrator - Chesterfield - Full time

SeeMeHired.com; Chesterfield; On-site; GBP 26,000 - 34,000; Full time

Job summary

Hill Care is looking for a Facilities Coordinator in Chesterfield to join a local care-focused team. The role emphasizes strong communication, independence, and teamwork, with a focus on administrative support and office software proficiency.

You will handle scheduling, correspondence, and help ensure compliance and safety standards are maintained, contributing to smooth head office operations and resident care support.

Qualifications

• Great communication skills and ability to work in a fast-paced environment.
• Strong team player with a proactive attitude and self-discipline.
• Experience with administrative tasks and office software is essential.

Responsibilities

• Monitor site compliance certificates and keep the internal drive up to date.
• Manage estates inbox, respond to emails promptly and maintain tidy mail handling.
• Schedule and monitor planned preventive maintenance with contractors.
• Raise purchase orders for the Estates Manager and liaise with suppliers.

Skills

Communication

Teamwork

Administration experience

Tools

MS Word

Excel

Outlook

Job description

Facilities Coordinator - Chesterfield - Full time

We have an exciting opening at a well-established local business for the role of Facilities Coordinator. We’re seeking a driven person eager to embark on a career journey within our company, aiming for continuous growth. Alternatively, we welcome candidates with prior administrative experience in a fast-paced business environment, capable of thriving under tight deadlines.

Profile

You will need to have great communication skills, self-discipline and be a strong team player. A calm manner is essential alongside a proactive attitude. Knowledge of MS Word, Excel, Outlook and previous administration experience is essential.

About the role

Estates Support

• 1. Monitoring site compliance certification – ensuring certification is uploaded to the (internal) L drive, is accessible and the compliance report is accurate and up to date at all time.
• 2. Regularly monitor the estates email inbox ensuring all emails are actioned and responded to appropriately and in a timely. Maintain good housekeeping of the estates inbox.
• 3. Scheduling and monitoring of planned preventive maintenance.
• 4. Raise purchase orders for the Estates Manager.
• 5. Liaising and organising repair work or installation dates with suppliers and external contractors.
• 6. Support Estates Manager in monitoring lift maintenance requirements, scheduling repair work and site visits when required.
• 7. Ensure all relevant insurance, risk assessment, method statements and permits to work are completed and on file for all new and existing contractors.
• 8. Providing administrative support to the Estates Manager and Estates Officers.

Administration

• 9 Answer incoming telephone calls in a friendly and professional manner. Ensure all telephone calls are passed onto the appropriate person or messages taken when necessary.
• 10 Open and sort incoming mail and distribute to the correct staff member to action.
• 11 Ensure filing is kept up to date and filed accurately.
• 12 Provide administrative support to the Admin Team.
• 13 To undertake ad-hoc requests as required to support overall smooth running of Head Office and Operations.

Communication:

• 14 Ensure all messages taken are accurate and passed on to the relevant staff member / manager in a timely manner.
• 15 Update PA to the Directors with daily priorities and when at risk of missing deadlines.
• 16 Participate in staff training as and when required.

Training and Development:

• 17 Attend mandatory training days/courses, on or off site, as and when required.
• 18 Maintain professional knowledge and competence.

Health and Safety:

• 19 Understand and ensure the implementation of the Company Health and Safety policies, and Emergency and Fire procedures.
• 20 Promote safe working practice in Head Office.

General:

• 21 Ensure that all information of confidential nature gained in the course of duty is not divulged to third parties.
• 22 Notify the PA to the Directors, or the Person in Charge, as soon as possible of your inability to work, and also on your return to work from all periods of absence.
• 23 Adhere to all Company policies and procedures within the defined timescales.
• 24 Ensure all equipment is clean and well maintained.
• 25 Carry out any other tasks that may be reasonably assigned to you.

About the company

At Hill Care, we believe a care home should be more than just a place to live—it should be a warm, welcoming community where residents feel safe, valued, and truly at home. Guided by our core values of Compassion, Aspiration, Respect, and Empowerment (C.A.R.E.), we provide exceptional care that puts people first.

Required Criteria

Desired Criteria

Skills you’ll need