Band 3 Facilities Administrator

6 months ago


Birmingham, United Kingdom Birmingham Community Healthcare NHS FT Full time

Job Description Act as first point of contact for the Helpdesk and contract services ensuring a professional, polite, friendly and helpful approach is maintained at all times whilst maintaining effective working relationships and communication channels. Manage and respond to queries and requests either by telephone or face-to-face in a courteous and supportive manner and direct appropriately in a timely manner. Responsible for accurately processing and logging all requests received with regards to contract services and Facilities requirements into the Estates and Facilities Helpdesk using the integrated Facilities Management software system. The Helpdesk function is key to providing a Soft Facilities Management Service across the BCHC Estate.

To manage, assign and close the Facilities requests on the Estates and Facilities Helpdesk promptly and efficiently ensuring they are delivered in a timely manner to the relevant teams, staff, contractors and suppliers. To complete reactive and planned jobs on the Estates and Facilities Helpdesk for the Facilities contracts as and when directed by the Facilities Management Team. Ensuring any outstanding or overdue requests to be pursued with the contractors and suppliers in a timely manner. Responsible for raising catalogue and non-catalogue requisitions and receipting invoices, investigate any problems with invoices or payments with suppliers and contractors to ensure prompt payment of goods and services received.

To assist with the recording of expenditure of all operational Facilities revenue budgets, Facilities planned programmes and services including the Estates and Facilities Helpdesk requests. To ensure that efficient resolution of issues and customer feedback are addressed as a matter of urgency. Responsible for producing monthly Helpdesk reports for the Facilities Managers. Using own initiative to plan time effectively and prioritise all incoming work on a daily basis.

To use a variety of software packages such as Microsoft Word, Outlook, PowerPoint, Excel, Access etc. to produce correspondence and maintain presentations, records, spreadsheets and databases. Display and update comprehensive information within the Department ensuring communication is current and relevant to the Facilities Team. To assist the department with typing of accurate letters, reports, memorandums and Standard Operating Procedures (SOPs).

Organise and maintain manual and electronic filing systems ensuring documentation is relevant and not excessive following guidance within the Archiving, Retention and Destruction Policy. Organise meetings, events, interviews and appointments for the Facilities Management Team including room bookings and equipment. Ensuring agendas and relevant papers are distributed in a timely manner. Taking minutes/notes at meetings as required.



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