E&F Helpdesk Administrator

Job overview

The post holder will be a member of the Estates & Facilities Directorate and will provide professional service to all staff, contractors and visitors ensuring they are appropriately assisted whether via face to face, telephone or other method. The role will be to provide administrative support to E&F Managers, through undertaking the day to day management of staff accommodation, staff gym, ordering of goods and services through the eProcurement and e-financial systems, managing the day to day of jobs on Planet.

This is a pivotal role to ensure the smooth running of the essential administration and business support duties within E&F Directorate. Maintain a professional attitude and ensure the efficient running and co-ordination of the administrative functions being aware of the ever-changing environment of the department.

Main duties of the job

Provide administrative and helpdesk support for the Estates & Facilities Directorate, act as first point of contact for staff, contractors, tenants, and external visitors. Manage maintenance requests through the Planet CAFM system, escalating outstanding issues when required.

Deliver professional helpdesk service by handling telephone, email, and online enquiries relating to maintenance, staff accommodation, staff gym membership, procurement, and general facilities matters. Maintain accurate records, update departmental KPIs and performance scorecards.

Support procurement and finance processes by raising orders, receipting goods and services, processing invoices, resolving payment queries, reconciling accounts, and maintaining departmental stock levels. Liaise regularly with Finance, Procurement, Estates teams, contractors, and external partners to ensure effective service delivery.

Administer staff accommodation services, including enquiries, room allocations, tenancy agreements, invoicing, inspections, maintenance coordination, contractor liaison, advertising vacancies, and ensuring compliance with relevant policies, legislation, data protection, and information governance requirements.

Manage day-to-day administration of the staff gym, including membership registrations, inductions, ordering supplies, and promoting facility usage.

Provide training and support for new staff and volunteers, undertake Health Roster and paycard administration.

Detailed job description and main responsibilities

Please see job description and main responsibilities attached for full details of this role that is available.