Pay: £13.22 per hour
Contract: 6 months
Hours: 37.5 hours per week
Location: Various sites across Birmingham
We are seeking a highly organised and proactive Facilities Administrator to support Facilities Department with a wide range of administrative, helpdesk, and coordination duties. This role is essential in ensuring smooth day‑to‑day operations across multiple sites, working closely with internal teams, contractors, suppliers, and external stakeholders.
Key Responsibilities
Provide general administrative support including filing, emails, letters, spreadsheets, and reports.
Manage incoming calls, shared email inboxes, and direct enquiries professionally.
Process invoices, petty cash, quotations, purchase orders, and other finance documents.
Raise, allocate, monitor, and close reactive and remedial works using CAFM systems.
Support PPM scheduling, compliance documents, contractor reports, and audit records.
Manage diaries, arrange meetings, book rooms, organise hospitality, and take minutes.
Collect, input, and chase data for weekly/monthly reports, dashboards, and statutory returns.
Assist with audits, surveys, Freedom of Information requests, and compliance reporting.
Maintain information boards and share team communications.
Provide cross‑cover for other administrators across multiple sites.
Receive deliveries and support ID card production.
Essential Requirements
NVQ Level 2 in Business Administration or equivalent administrative experience.
Strong administrative background in a busy office environment.
Competent in Microsoft Office (Word, Excel, Outlook).
Excellent communication skills—verbal, written, and telephone.
Highly organised with the ability to prioritise workload and work under pressure.
Accurate minute‑taking and strong attention to detail.
Able to work independently and maintain confidentiality.
Flexibility to travel and work across different sites.
Desirable
NVQ Level 3 in Business Administration, ECDL, or Customer Care training.
Experience working in NHS, healthcare, estates, facilities, or multi-site environments.
Understanding of facilities services, PPMs, or CAFM systems.
Additional Information
You will be expected to comply with all organisational policies, including GDPR, Safeguarding, Health & Safety, Infection Control, and Equality & Diversity. Full training will be provided, and you will participate in mandatory training, supervision, and ongoing development.
If you are interested, please apply or get in touch on (phone number removed) or email (url removed)
