Facilities Support Officer

NHS; Plymouth; On-site; GBP 20,000 - 25,000; Full time

Job summary

A healthcare provider in the UK seeks a Facilities Support Officer to provide administrative and operational support within the Facilities Management team. The role requires strong organizational and communication skills, with responsibilities including managing car parking systems and supporting the team to deliver efficient services. This full-time position emphasizes flexibility and offers opportunities for professional growth.

Qualifications

• Have demonstrable experience with a wide range of administrative duties.
• Competent in the use of Microsoft Office packages.
• Extensive experience managing systems-based processes.

Responsibilities

• Support the Operations Manager and Facilities team to deliver performance outcomes.
• Manage car parking permit systems and provide customer-focused service.
• Effectively administer the staff ID badge system.
• Assist in reviewing Directorate risks and incidents.

Skills

Administrative skills

Communication skills

Microsoft Office proficiency

Organizational skills

Confidentiality maintenance

Education

GCSE level (5 A-C including English and Maths) or equivalent

Job description

Overview

An opportunity has arisen to join University Hospitals Plymouth NHS Trust within Site Services, Facilities as a Facilities Support Officer (Operations). This post provides key administrative and operational support to the Facilities Management team, helping to deliver safe, efficient and customer-focused services across areas such as car parking, ID badge management, and general site operations. The role is essential in supporting day-to-day activities and ensuring Trust standards are consistently met.

We have one full-time post (37.5 hours per week) available, predominantly working Monday to Friday. The successful applicant must be flexible and may be required to work varied shifts to meet service needs.

This is an excellent opportunity for a motivated and organised individual with strong administrative and communication skills to contribute to the smooth running of critical support services within the Trust.

Preference will be given to internal Trust staff, as well as "Priority" and "At Risk" status including NHS At Risk staff throughout Devon who are able to display recent relevant experience as dictated by the Person Specification.

Main duties / Responsibilities

• Support the Operations Manager and the wider Facilities team, both internal and contracted, to deliver excellent key performance outcomes; ensuring that the service is safe, fit for purpose and enhances staff and patient experience and care.
• Take responsibility for administering the car parking permit systems and providing an efficient, customer-focused service.
• Effectively manage and monitor the University Hospitals Plymouth NHS Trust staff identification badge system.
• Provide a support role, both administratively and operationally, to the Facilities operational services and the wider Facilities team to ensure the efficiency and effectiveness of the function, enabling the Directorate to deliver a cost-effective service that responds to the needs of University Hospitals Plymouth NHS Trust (UHPNT).
• Support the high-performing service team to deliver corporate aims, objectives and aspirations of the Directorate and the Trust.
• Assist the Operations Manager and the wider Facilities team in regularly reviewing all Directorate risks and incidents, ensuring they are up to date and appropriate.
• Undertake the role in line with the vision and values of the organisation and display integrity, fairness, exemplary personal behaviour, and act as a role model for other members of staff.

Car Parking Operations details

• Provide administration for the Trusts car parking systems, ensuring that all systems and records are accurate and up to date.
• Manage the end-to-end parking permit allocation process: downloading applications, applying scoring matrices, communicating outcomes, and maintaining transparent records.
• Administer payroll deductions and liaise with payroll to meet deadlines.
• Administer the appeals process: collating evidence, preparing packs, and supporting decision-making.
• Respond to staff, patient and visitor enquiries via the Car Parking inbox, ensuring professional and timely communication.
• Produce management reports, identifying trends, risks and recommendations for service improvement.
• Liaise with external contractors for parking equipment maintenance and escalate risks where appropriate.

Person Specification

Knowledge & Experience

• Essential: Have demonstrable experience with a wide range of administrative duties.
• Essential: Be competent in the use of Microsoft Office packages.
• Essential: Extensive demonstrable experience of managing systems-based processes and databases.

Qualifications

• Essential: Educated to GCSE level (5 A-C including English and Maths) or equivalent demonstrable experience.
• Essential: Basic written, verbal, numeracy skills and IT skills.

Abilities & Aptitude

• Essential: Good communication skills.
• Essential: Ability to maintain confidentiality at all times.
• Essential: Motivated and organised.
• Essential: Able to acknowledge own limitations & seek support where required.

Attitude and Motivation

• Essential: Positive attitude.
• Essential: Willingness to undertake further personal and practical training/development as required.

Other Factors

• Essential: Able to work flexibly to meet the needs of the service.
• Essential: To attend in the event of a major incident alert.
• Essential: Must adhere to local protocols and policies.

Desirable

• Ability to travel between sites.

About us

We are a people business - where every member of staff matters and can make a difference. Patients are at the heart of everything we do. Joining University Hospitals Plymouth NHS Trust means becoming part of a team of dedicated staff, who are committed to leading the way through innovation, clinical excellence and great customer care. The Trust has great opportunities for career development in a highly progressive working environment. We offer all of this in a vibrant, modern city with a historic reputation for adventure.

How to apply / Additional information

Please note that all communication will be electronic. If you have any issues with applying online and need additional support including reasonable adjustments with the application process please contact the recruitment team. We recognise that work life balance is important and invite requests from applicants around less than full time/flexible working. We commit to giving this full consideration in each case. We encourage people from diverse backgrounds to apply for our roles, as diversity strengthens our teams.

It is sometimes necessary to close vacancies before the closing date. If you have not heard from us within 4 weeks of the closing date, please assume that you have not been shortlisted.