FM Central Administrator

Bristol NHS Foundation Trust; West of England; On-site; GBP 21,000 - 28,000; Full time

Job summary

Bristol NHS Foundation Trust is seeking an efficient Helpdesk Administrator to support busy Facilities Management services. You will be the first point of contact for service requests, manage day-to-day helpdesk operations, and ensure patient experience remains safe, comfortable and smooth.

Responsibilities include logging faults and requests, closing work orders, providing full admin support, and processing pay, annual leave and absence for around 900 facilities staff.

Qualifications

• Must have experience of dealing with people using the telephone with an excellent telephone manner.
• Must have sound practical understanding of efficient administrative support in an organisation.
• Experience of data entry and using Microsoft Office suite.

Responsibilities

• Day-to-day operation of the Helpdesk for the Facilities Management division.
• Log faults/requests and close work orders once work is completed.
• Provide full administration support in all aspects of the department's running.
• Process and monitor pay, annual leave and absence for circa 900 facilities staff.
• Act as the first point of contact for service requests to facilitate a safe, comfortable patient experience.

Skills

Telephone etiquette

Communication skills

Data entry

Team player

Microsoft Office

Tools

Microsoft Office suite

Job description

Job Overview

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.

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.

Detailed Job Description And Main Responsibilities

For a more detailed job description and main responsibilities, please refer to the job description document attached to this vacancy.

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

Desirable criteria

• Previous experience of working within a customer help line environment

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

Desirable criteria

• Knowledge of NHS Policies and Procedures

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.

Due to the high number of applications that are received for some posts we may close this vacancy before the advertised closing date.

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.