Job Title: Facilities Administrator, Abingdon, Permanent
Reference: 371
Summary of the Facilities Administrator role:
Our client is seeking an experienced administrator to assist the Facilities and Safety Leadership in the monitoring and delivery of the Facilities Management & Safety Management as well as improving their internal processes and financial control. The Facilities administrator will also provide admin support for the wider General Site Services team.
Facilities Administrator deliverables / outcomes (include but are not limited to):
HSSE Admin-related duties:
- Administrator of COSHH Database - grant access and manage permissions.
- HSSE Audit admin - set up audit dates and manage audit calendars.
- DSE (Display Screen Equipment) queries - requesting equipment to be purchased for DSE requirements; and manage admin access rights to Cardinus (HSSE software).
- Specsavers Vouchers - issuing vouchers to colleagues who need VDU or lab safety glasses or an eye test.
General Site Service support:
- Site Services SharePoint Management.
- Primary owner and point of contact for the site services SharePoint - develop and maintain the site services portal; develop the Document Control process; and create and maintain folder structure.
- SAP (financial management platform) - primary point of contact for Site Services SAP requirements; manage Purchase Order (PO) requests for Site Services team (Operational and Capex); population of PO Requestor on behalf of management; raise POs; and assist with PO management.
- Supporting the Site Services Leadership to align and embed Facilities Management (FM) Providers with client practices, including communication, OIMS (Operations Integrity Management System), safety and general expectations.
- To serve as the Secretary for the Operations Integrity Committee (OIMS 1.1).
- Management of Change for Site Services (OIMS 7.1).
- Be knowledgeable about FM-related OIMS and be able to answer questions on these OIMS from stakeholders.
- Lead cost or time-saving initiatives, such as the introduction of reusable cups, or lab coat badges.
- Provide Financial support to the Site Services Team (including projects) through the creation, monitoring and troubleshooting of POs.
- Review the financials of the outsourced FM provision, ensuring value for money, correct assignment of costs, and creation of Change Control Note of the main contract where required.
- Create management reports that show the demands across site to ensure correct financial assignment, showing areas of potential savings and a passion for profit.
- Work autonomously across all areas.
- Engage with key stakeholders (both internally and externally) when required.
- Enhance outcome delivery and ensure success.
- Manage email Distribution Lists.
- Support with ad-hoc events, such as External Assessments, visitors, and team events.
- Support the values of the client.
- Any other duties as required.
Skills, Experience & Qualifications:
- Good verbal and written communication skills.
- High level of organisation skills with an eye for detail.
- Effective communication and interaction with colleagues.
- Ability to respond to changing requirements and work across multiple interfaces.
- Experience of FM delivery from an admin perspective.
Location: Abingdon, on-site
Start date: Immediate
Duration: Permanent (with initial 3–6 month probation period review)
Salary: £33,000 - £38,000 per annum (depending on experience)
Application Deadline: Open until filled
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