CEF Administrator

Job overview

GMMH Capital, Estates & Facilities (CEF) are looking to recruit an Administration to enhance our Facilities Departments and Services Teams who are moving towards a new and exciting future, utilising technological advancements, and reviewing processes to deliver an excellent customer experience. The post holder will work as part of a dynamic team in supporting both clinical and non-clinical teams and enabling the continuing transformation.

The post holder will work as part of the Capital Estates & Facilities Team and will be required to work closely with his/her colleagues, providing a flexible comprehensive administration service offering cover for colleagues when necessary, for which full training will be provided. This is a part time position on a permanent contract of 35 hrs per week, 7 hours per day Monday to Friday, 8.00 to 15:30pm.

The work will be varied, interesting and challenging, requiring strong communication skills to establish excellent working relationships with Ward/Departmental and CEF Operational Managers.

Main duties of the job

• Communicating with staff, patients or public requiring tact or persuasive skills
• Receive, understand, and respond to requests and queries in person, via phone, chat, or email
• Respond promptly to customer enquiries
• Identify and escalate situations requiring urgent attention
• Maintain the service standards, bringing any non-compliance data to the attention of the local management team.
• Identify and inform management of recurring problems
• Use knowledge of customer service to effectively support customers.
• Administrative duties including notetaking, meeting minutes, raising requisitions, updating reports.

Detailed job description and main responsibilities

The Administration Assistant will provide a comprehensive and flexible administrative service within the Capital, Estates & Facilities (CEF) department, supporting both clinical and non-clinical services to ensure the effective delivery of day-to-day operations. The post holder will play a key role in delivering a high-quality, customer-focused service, contributing to service improvement and operational efficiency.

Key responsibilities include receiving, processing, and responding to a high volume of enquiries via multiple channels including telephone, email, face-to-face, and digital systems. The post holder will be responsible for ensuring accurate data handling, directing requests appropriately, and providing clear advice and guidance to staff, service users, and external stakeholders.

The role requires the development and maintenance of strong working relationships with internal teams including Ward/Departmental staff, Operational Managers, Facilities teams, and senior management, as well as external organisations, suppliers, contractors, patients, carers, and members of the public. The post holder will communicate effectively with a wide range of stakeholders, often in sensitive or complex situations, ensuring a professional, responsive, and compassionate approach at all times.

The Administration Assistant will support procurement and financial processes, including raising requisitions, managing purchase orders through NHS Supply Chain systems, obtaining supplier quotations, receipting goods, and resolving invoice queries in liaison with Accounts Payable. The role also includes maintaining accurate records, monitoring compliance with contracts, and ensuring processes align with procurement frameworks.

The post holder will contribute to service improvement by reviewing existing administrative processes, identifying inefficiencies, and supporting the development and implementation of new systems and ways of working. They will use initiative and judgment to resolve issues, escalate concerns where appropriate, and ensure service standards are consistently met.

Additional responsibilities include supporting team coordination, arranging cover for absences, participating in supervision, and deputising for line management as required. The role also involves supporting training delivery, onboarding processes, and maintaining compliance with mandatory training requirements.

The post holder will be expected to manage their own workload effectively, prioritising tasks in line with service needs, and maintaining high standards of accuracy, confidentiality, and record keeping. They will ensure adherence to Trust policies, including those relating to equality and diversity, safeguarding, information governance, health and safety, and sustainability.

Overall, the role requires flexibility, strong organisational and communication skills, and the ability to work both independently and as part of a team to support the delivery of an efficient, responsive, and high-quality administrative service.