FM Central Administrator

Bristol NHS Foundation Trust; West of England; On-site; GBP 22,000 - 28,000; Full time

Job summary

Bristol NHS Foundation Trust is recruiting for the Administration, Helpdesk and Reception role within the Facilities Management directorate. The post holder will be the first point of contact for service requests, log faults, and provide admin support to about 900 facilities staff, ensuring timely, professional service.

We value flexible working where possible and welcome applicants from all backgrounds, while promoting an inclusive, anti-discriminatory work environment.

Qualifications

• Must have experience of dealing with people using the telephone.
• Must have sound practical understanding of the need for efficient administrative support in an organisation.
• Experience of data entry and keeping information up to date.

Responsibilities

• Provide a full Administration, Helpdesk and Reception service to the facilities directorate.
• Log faults/requests and close work orders after completion.
• Process and monitor pay, annual leave and absence for around 900 facilities staff.

Skills

Telephone handling

Administrative support

Data entry

Record keeping

Communication skills

Team player

Education

IT qualification - PC literacy and MS Office

Level 3 Qualifications

Tools

Trac system

ESR HR system

Job description

North Bristol NHS Trust (NBT) and University Hospitals Bristol and Weston NHS Foundation Trust (UHBW) have merged as of 1st July 2026 to become Bristol NHS Foundation Trust. This creates an exciting future that brings together the best of both organisations. As a single, strong and sustainable organisation, we will not only be able to deliver better outcomes for our patients and fairer care for our population, but it will also provide greater opportunities for our people.

Bristol NHS Foundation Trust recognise the value of a healthy work-life balance. When applying, speak to us about how we might be able to accommodate flexible working, so your work life fits around your home life.

We particularly welcome applications from Black, Asian and minority ethnic candidates as they are under-represented within the Trust.

Generative artificial intelligence (AI) describes algorithms that can be used to produce new content, including audio, code, images, text, simulations, and videos. It is developing all the time and is now being used as a support mechanism for all kinds of content-based creations. Please note the use of AI is monitored and if applicants have used it then they are required to declare this.

Job Overview

This Position will be for the helpdesk function of the admin team. The main focus for the Helpdesk and Administration functions are: during the period on shift the post holder is responsible for the day-to-day operation of the Helpdesk to North Bristol NHS Trust, and it’s employees for all specialities within Facilities Management (Estate Management, Portering Services, Domestic Services, Catering, Laundry and Waste Management), ensuring a prompt and professional service at all times; log the faults/requests and close work orders once the work is completed; provide full administration support in all aspects of the administration and general running of the Facilities Department; process and monitor pay, annual leave and absence for circa 900 facilities staff.

The role is to act as the first point of contact for all service requests that help to facilitate as far as possible, a comfortable, safe, and pleasant patient experience.

Main duties of the job

Our main role within admin is to support the rest of facilities in as many ways we can, by providing a central service which offers help in various tasks from absences to pay queries.

Working for our organisation

North Bristol NHS Trust employs over 12,000 staff providing healthcare to the residents of Bristol, South Gloucestershire and North Somerset from our award-winning hospital building at Southmead. We are the regional Major Trauma Centre, and an internationally recognised center of excellence in a range of services and major specialties. Our vision is that by enabling our teams to be the best that they can be, we will provide exceptional healthcare, personally delivered.

North Bristol NHS Trust values all people as individuals. We aim to be an anti-discriminatory organisation and are committed to building a team that represents a variety of backgrounds, perspectives, and skills. We welcome applicants from all underrepresented groups.

Detailed Job Description And Main Responsibilities

Provide a full Administration, Helpdesk and Reception service to the facilities directorate as part of the facilities central administration team which includes but is not limited to:-

• To answer all incoming and internal calls to the Helpdesk in a responsive and professional manner, ensuring requests are dealt with quickly and efficiently
• Maintain good communication and exceptional working relationships with all Helpdesk colleagues, line managers and other Trust staff at all times
• To respond to all queries in a pleasant, helpful and courteous manner as the post holder will often be the first point of contact for patients received into the service

Person specification

Work Experience

Essential criteria

• Must have experience of dealing with people using the telephone. Excellent telephone manner.
• Must have sound practical understanding of the need for efficient administrative support in an organisation
• Experience of data entry
• Experience of keeping up to date and accurate information

Knowledge/Skills/Abilities

Essential criteria

• Ability to work effectively with minimal supervision
• Must be a team player, having good interpersonal skills, and be able to liaise, co-operate and work with a wide range of Trust staff members
• Must have good communication skills, both written and verbal and the ability to manage difficult or challenging telephone conversations effectively
• Must be supportive of Management and Colleagues and comply promptly with request and instructions. Must cooperate in the prompt processing of all relevant paperwork

Personal Qualities

Essential criteria

• Proactive approach
• Customer focused approach
• Communicate effectively, confident and professional manner and articulate

Qualifications

Essential criteria

• IT Qualification - PC literate, experience of Microsoft Office suite (Excel, Word, Outlook etc.)

Desirable criteria

• Level 3 Qualifications

We hope that you will decide to join us and become part of this exciting journey, helping us to shape our future together.

• As an equal opportunities employer actively working towards a diverse workforce we aim to recruit and retain a workforce which represents the rich diversity of the local population at all levels and are committed to designing our services around the needs of individual patients and those around them. Anonymous information will be used from your application to ensure we’re meeting our pledge.
• The Trust is committed to investing in and caring for all our staff. We will support you in maintaining and improving your health and wellbeing, as well as your career development through management and training support - developing exceptional people for exceptional careers.
• BFT is committed to safeguarding and promoting the welfare of children, young people, and vulnerable adults.
• To comply with Part 7 of the Immigration Act 2016 all applicants must be able to speak fluent English to an appropriate standard which will be assessed at Interview.
• If you require sponsorship for a visa to work in the UK, to avoid disappointment, please check to ensure you are eligible under the UKVI points based system.
• The Trust uses electronic new starter forms on Trac to collect personal details. Information collected is securely stored and used to set up the employee record on the ESR HR system.
• By applying for this post, you are agreeing to Bristol NHS Foundation Trust transferring the information contained in this application to its preferred applicant management system. If you are offered a job, information will also be transferred into the national NHS Electronic Staff Records system.

Important

Please note that if you apply for a position with this Trust, you may be contacted via Trac or via email. This includes invites for job interviews. We therefore recommend that you regularly check your Trac account and email accounts. We may also contact you by texting the mobile number, if provided, on the application form.

Only those candidates who clearly demonstrate how they meet the person specification will be shortlisted for this job.

As a guide interviews should usually take place within 3 weeks of the closing date.

When providing employment reference details, please provide correct work-related email addresses so references can be sought promptly when we are looking to progress your application. Your referee must all be known to you in a line manager or professional lead capacity.