Team Co-ordinator – Estates, Sustainability and Health & Safety

Career Choices Dewis Gyrfa Ltd; Cardiff; On-site; GBP 31,000 - 39,000; Full time

Job summary

A major healthcare organization in Cardiff is seeking a Team Co-ordinator to manage estates compliance and support health and safety activities. Key responsibilities include maintaining compliance logs, facilitating audits, and ensuring effective administration of estates-related committees. The ideal candidate should have strong administrative skills, familiarity with health and safety standards, and experience with relevant software tools. This is a full-time permanent role with competitive pay and opportunities for professional development.

Benefits

Professional development opportunities

Comprehensive benefits package

Supportive work environment

Qualifications

• Experience in administrative support within a health or estates environment.
• Knowledge of health and safety compliance standards.
• Ability to manage multiple tasks and deadlines effectively.

Responsibilities

• Support the Trust Estates Manager in compliance reporting.
• Coordinate health and safety training and documentation.
• Manage contractor compliance and operational workflows.

Skills

Communication

Administrative skills

Risk assessment

Document control

Sustainability knowledge

Education

Relevant degree or equivalent experience

Tools

Oracle

CAFM system

MURA

Job description

Team Co-ordinator – Estates, Sustainability and Health & Safety

Employer:

NHS Jobs

Location:

Cardiff, CF142TL

Pay:

£31,516.00 to £38,364.00 per year, £31516.00 - £38364.00 a year

Contract Type:

Permanent

Hours:

Full time

Disability Confident:

No

Closing Date:

08/02/2026

About this job

You will be able to find a full Job description and Person Specification attached within the supporting documents or please click "Apply now" to view in Trac Governance, Compliance and Audit Support Maintain up-to-date and auditable logs of statutory estates and health and safety compliance activities, including:

• Fire safety (risk assessments, PPMs, fire door surveys)
• Medical gas, lifting equipment, pressure systems and electrical systems- Emergency planning and response Collate and coordinate evidence for internal and external audits including:
• NWSSP assurance audits (fire, medical gas, estates statutory compliance)
• Internal audit actions- Daily Management of CAFm system- Producing Compliance reports CAFm.
• Health & Safety Executive or HIW inspections Log audit recommendations, assign actions, chase updates, elevate delays, and ensure evidence is collected to close actions.
• Support the Trust Estates Manager in producing regular assurance reports on compliance gaps, progress and risks.

Monitor and manage contractor management system Meeting and Committee Administration Provide full administrative and governance support for a portfolio of estates-related groups, including:

• All relevant safety groups- Health, Safety & Fire Committee- Environmental Management System (ISO) Group- Sustainability Management Board- Capital Projects Risk and Compliance Forums Duties include:
• Preparing and circulating agendas, reports and highlight summaries.
• Accurately taking minutes and technical notes, including regulatory issues, risk discussions, and escalation points.
• Maintaining detailed action logs and tracking responses from multiple departments.
• Drafting post-meeting highlight reports for senior management and board committees.
• Monitoring terms of reference and meeting effectiveness to support good governance.

Operational Business Support Provide high-level business support to the Estates Senior Team, including the Head of Estates and Capital VUNHST. Manage shared inboxes and communication flows relating to estates compliance, contractor appointments, access arrangements and statutory returns.

Prepare briefings and summary reports for senior leaders and committees on estates risk, compliance performance, and business-critical issues.

Provide diary support for key compliance functions including internal audits, contractor walkthroughs, and technical surveys.

Document Control and Data Management Maintain accurate document control of estates and health and safety records, including:

• Risk assessments- Maintenance logs reports- Audit evidence packs o Compliance certificates- Training records Act as lead administrator for digital compliance systems including:
• CAFM system o MURA (intranet editing and publishing)
• ESR (mandatory training compliance for estates)
• Oracle (finance and procurement records) Ensure consistent version control, audit readiness and information governance across all Estates compliance documentation.

Health and Safety Coordination Provide business support for health and safety activities across the estate, including:

• Supporting Health & Safety reps and fire wardens with documentation and communications.
• Logging and tracking incidents and near misses from SHE Assure (or relevant system).
• Coordinating training logs for mandatory H&S topics (fire, manual handling, working at height, etc).
• Preparing health and safety data-reports for Trust committees and working groups.
• Assisting with risk register reviews and H&S policy updates.

Environmental and Sustainability Support Support implementation and ongoing operation of the Trusts ISO 14001-certified Environmental Management System (EMS), including:

• Coordinating internal environmental audits and annual management review meetings.
• Collating KPI data (waste, energy, water, travel) and maintaining evidence logs for audits.
• Supporting decarbonisation projects and green estates initiatives through minute-taking, reporting, and communication support.
• Working with the Sustainability team to ensure alignment with the Trusts Sustainable Infrastructure and Carbon Zero goals.
• Ensure that EMS procedures are up to date, followed correctly, and embedded into daily Estates operations.

Finance, Procurement and Asset Tracking Use Oracle to:

• Raise and receipt orders o Reconcile procurement card transactions
• Monitor minor works expenditure and code appropriately Assist with tracking of estates-related budgets (e.g. PPM contracts, H&S training, waste disposal). Maintain accurate records of capital equipment and statutory testing requirements, ensuring traceability of remedial actions.

HR, Training, Systems and Development Line manage Estates Administration Support Officers Manage and coordinate the Estates training matrix.

Deliver training to estates and facilities colleagues in the use of key business systems (e.g. QPulse, Mura, ESR, Oracle). Create user guides and briefings to ensure consistency of documentation and reporting.

Support the induction of new team members into estates governance and compliance procedures.

Identify own development needs and opportunities to broaden understanding of estates technical operations and NHS estates governance.