# Estates & Facilities Team Administrator > NHS job listing from Job Clerk for Livewell Southwest. ## Canonical URLs - **HTML:** https://www.jobclerk.com/job/estates-and-facilities-team-administrator/4c7ab6e3-3c72-406d-9e9d-39a6ff5fa076 - **Markdown:** https://www.jobclerk.com/job/estates-and-facilities-team-administrator/4c7ab6e3-3c72-406d-9e9d-39a6ff5fa076.md ## Summary - **Status:** Live - **Employer:** Livewell Southwest - **Location:** Erme House - **Workplace type:** onsite - **Profession:** Team administrator - **Grade:** Band 3 - **Salary:** £25760.00 to £27476.00 - **Contract type:** Permanent - **Employment type:** Full-time, Part-time, Job share, Flexible working - **Closing date:** 2026-09-14T23:59:00.000Z - **Posted:** 2026-09-04T12:18:09.870Z - **Source information URL:** https://www.jobs.nhs.uk/candidate/jobadvert/B9832-2026-AC-1978 - **Application URL:** https://www.jobs.nhs.uk/candidate/application/B9832-2026-AC-1978/pre-application-questions-pause?referrer=jobadvert&ref=B9832-2026-AC-1978 - **Employer website:** https://www.livewellsouthwest.co.uk/ ## Job Content ### Job summary This post is available to LWSW employees only. Please do not share these details outside of the organisation. An opportunity has arisen to appoint an Estates & Facilities Team Administrator within our Estates & Facilities Management Team, with responsibility for providing a professional and courteous service. Applications are welcomed from enthusiastic individuals with a flexible approach to work. You will be part of a team based at Mount Gould Hospital. As the first point of contact for Estates & Facilities it is essential you possess exemplary interpersonal skills which will be utilised in dealing with a wide variety of people and situations. You will be very organised and methodical. You will require a good level of communication skills, good people skills and the ability to work as a member of a team are essential. You must be able to demonstrate ICT skills to perform administrative duties. Working hours will be Monday - Friday and range between 08:00 and 17:00 hours. All Livewell Southwest staff are expected to able and willing to work across a 7 day service Job Share(s) Considered please note that this role may not be eligible for sponsorship under the Skilled Worker route, please refer to the Direct Gov website for more information with regards to eligibility Please note that Livewell may close the job advertisement earlier than the specified deadline if a high number of applications are submitted. Therefore, we recommend you submit your application at the earliest opportunity ### Main duties of the job The role of the Estates & Facilities Department is to ensure the provision of an appropriate, safe, secure and high quality environment which meets the needs and expectations of our patients, staff, visitors and provider partners. The role will include; Communicating with staff at all levels in the organisation and external contractors, face to face and using a variety of technology. To use and follow legislation and policies, applying knowledge to provide advice, support, guidance and assurance to ensure the organisation is compliant in areas relevant to Estates & Facilities provision. Create databases for recording and monitoring. The design and implementation of systems and procedures to ensure the smooth running of Estates & Facilities provisions. Self-motivation to prioritise and organise own work and that of the team when required, to incorporate any unexpected changes that may occur. The co-ordination of the Estates & Facilities Management Team, negotiating individual diaries, service meetings and staff training. To audit standards of cleanliness and maintenance within Livewell buildings, food safety standards within kitchens and waste audits, create action plans and monitor outcomes. ### About us Livewell Southwest is an independent, award-winning social enterprise delivering integrated health and social care services across Plymouth, South Hams, and West Devon, with specialist services in parts of Devon and Cornwall. Our teams work in community hospitals, GP practices, sports centres, and health hubs. As an organisation with a strong social conscience we are guided by our values, kindness, respect, inclusivity, ambition, responsibility, and collaboration. We focus on transforming services to ensure sustainability, while empowering staff and those we serve. We involve the people we care for, along with their families and carers, in shaping the care they receive, striving to deliver the right care at the right time and place. Centering our work on individual needs helps people lead healthy, independent lives. We prioritise employees' development, offering protected CPD time, training pathways, leadership programs, and funding for qualifications like the Care Certificate and Nurse Training Scholarships. Our induction and preceptorship programs ensure a smooth transition into our organisation. Livewell Southwest values diversity and encourages applications from all sections of the community, including those with armed forces experience, lived experience of mental health, neuro-diverse conditions and learning disabilities. If you need assistance or reasonable adjustments during the application process, contact the Recruiting Manager listed in the job advert. ### Details - Date posted: 04 September 2026 - Pay scheme: Agenda for change - Band: Band 3 - Salary: £25,760 to £27,476 a year pro rata - Contract: Permanent - Working pattern: Full-time, Part-time, Job share, Flexible working - Reference number: B9832-2026-AC-1978 - Job locations: Erme House, Mount Gould Road, Mount Gould, Plymouth, Devon, PL4 7QD, United Kingdom ### Job responsibilities Create databases for recording and monitoring the financial details of services provided and tendered. To audit standards of cleanliness within Livewell buildings, food safety standards within kitchens, and waste audits, create action plans and monitor outcomes. Postholder must be able to work flexibly between 8am and 5pm but this may be subject to change to meet service needs. FACILITIES MAIN DUTIES/RESPONSIBILITIES Communicate and build relationships face to face, via the telephone, letter and email with all staff groups at all levels in all departments within the organisation, dealing with sensitive and confidential information on occasion. Providing advice and information as required and signposting to the correct department if required. Communicate and build relationships with external contractors face to face, via the telephone, letter and email, dealing with any discrepancies and invoicing, so requiring a calm manner and knowledge of systems, procedures and policies. Use knowledge of legislation policies and codes of practices, i.e. waste disposal, Health and Safety and COSHH to provide advice, support, guidance and assurance to ensure the organisation is compliant in areas relevant to Facilities provision. Apply and use knowledge of personnel organisational policies such as risk, absence management, and uniform to create paperwork to allow the recording and monitoring. Create and maintain databases for recording and monitoring the financial details of services provided and tendered. Implement filing systems for the Facilities Team to use and follow. Co-ordinate the Facilities Management Team negotiating and planning diaries, training and meetings. To provide administrative support to the Facilities Management Team. Record absence and sickness. Create requisitions, producing and implementing the appropriate paperwork for Facilities staff to use. Organise and plan work day prioritising own work and that of others, incorporating any changes that may occur. Motivate staff and facilitate basic ICT training. Physically deliver or arrange delivery of domestic stores to units/clinics if requested. To monitor standards of cleanliness in accordance with National Standards of Cleanliness and compliance with LSW Safe Catering Practices throughout the organisation. Postholder will need to travel between different LSW sites. To record and create action plans and ensure these are completed. To re-audit as required. To undertake annual kitchen audits and present outcomes and results. To undertake annual waste audits and present outcomes and results. To assist with the annual cleanliness environment audits. To ensure Safe Catering Practices and Food Safety Legislation is compliant throughout the organisation. To keep updated on any changes to legislation. To maintain Food Safety Training database, booking food handlers onto training and supporting staff to access and complete. To email PT&D once completed for recording on ESR. ESTATES MAIN DUTIES/RESPONSIBILITIES Provide first point of contact for the Estates helpdesk through telephone, email and web portal enquiries regarding all issues relating to the Estates department, including queries from any LSW staff, contractors and suppliers. Determine whether it relates to maintenance or new work. Operate the bespoke software system, Planet Enterprise system on a daily basis. To record customer calls onto Planet Enterprise, prioritise as necessary, following processes you will produce work orders and ensure the same are sorted into relevant trades and issued to the Maintenance Manager or Supervisor and if requested to a relevant Contractor included on the approved lists. Ensure that all email enquiries via the Estates Helpdesk mailbox are responded to promptly and courteously and that messages actioned and followed up with minimum delay, exercising initiative when drafting responses. To provide timely contact with Maintenance Manager or Supervisor on all urgent matters. To prepare and take notes for and during Daily Huddle to include previous days Helpdesk review of urgent jobs raised and quotations received/required. Daily closing of completed Work Orders, ensuring all information is accurate. Regular follow up reports to be sent to Maintenance Supervisor for review. To ensure all unactioned Open Calls on Planet Enterprise are reviewed on a daily basis and those requiring further information are reviewed on a weekly basis. To review incoming Engineers Reports, report/raise follow up work and file paperwork accordingly. To input Call Out Reports onto Planet, raise any follow up work, complete, scan and file paperwork. To log receipt of Condemned Notes and inform relevant people that equipment is no longer usable. To assist the Maintenance Supervisor in PAT Testing of Hybrid Workers equipment process. To manage and maintain the quotation procedure ensuring it is kept up to date at all times. Create purchase order requisitions including data input, progressing, saving of associated documentation, forwarding to suppliers and keeping track of progress. To manage and maintain the job audits procedures on a monthly basis. Assist Estates Support & Helpdesk Manager to process and pass for payment incoming invoices via Oracle in a timely manner in accordance with business processes, confirming details and costs are accurate before processing. Assist Contractors and Suppliers with invoices queries / non-payments of invoices. Enter invoice details onto Planet Enterprise ensuring invoices correspond and no duplication or overcharge occurs. Responsible for generating and maintaining financial monitoring for the Estates Department; eg liaising with contractors & suppliers to establish if work has been completed/to ensure all invoices are sent in a timely manner. Able to work on own initiative, prioritising work within defined policies and procedures to set timescales. Be proactive and contribute ideas for improvement in the way the service is delivered. Provide a general administration to include scanning, photocopying, circulating of information and minute taking. COMMUNICATIONS AND RELATIONSHIPS Liaising with links across the southwest peninsula including: Building users Both clinical and non-clinical staff Members of the public External contractors Other appropriate bodies as needed PHYSICAL DEMANDS OF THE JOB Physical Effort Frequent sitting & standing. Inputting at a keyboard for most of day, frequent light manual handling to receive and deliver cleaning and catering stores. Travel between sites to conduct National Standards of Healthcare Cleanliness audits. Mental Effort Frequent concentration is required when inputting into systems, typing documents, arranging meetings & processing data with a need to ensure accuracy. The work is usually predictable but there may be interruptions from telephone calls, visitors and staff & occasionally imposed deadlines. Emotional Effort The postholder may receive initial contact from staff with emotional wellbeing issues and will be required to manage these calls with empathy and be able to escalate when required. Physical Skills General administrative skills. Working Conditions Exposure to unpleasant conditions ie bodily fluids. May be exposed to verbal aggression from service users when auditing clinical areas. Will use VDU for high proportion of time. The flexible nature of the job may require post holder to move within the team. ### Certificate of Sponsorship Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab). From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab). ## Person Specification ### Knowledge **Essential** - Working knowledge of Microsoft Office including Word and Excel. - Understanding of confidentiality & data protection act. - Able to build effective working relationships with customers and colleagues/staff. - Ability to use Business applications and database systems. **Desirable** - Understanding of National Healthcare Standards of Cleanliness. - Food Safety legislation. - COSHH - Infection Control ### Experience **Essential** - Substantial experience of working in an administrative environment using computerised data systems. **Desirable** - Experience of working in a health environment. ### Qualifications **Essential** - Educated to NVQ 3 in a relevant subject or equivalent level of - qualifications or significant equivalent previous experience and knowledge. - Good general education to GCSE level or equivalent. - Intermediate word processing, MS Office word and excel. **Desirable** - NVQ 3 in Business Administration or equivalent ### Skills & Abilities **Essential** - Good writing, typing, data entry and telephone skills ensuring accuracy. - Ability to communicate verbally and in writing to a good level (face to face and over the telephone). - Ability to prioritise own workload. - Ability to work effectively as part of a team. - Ability to use initiative organising own workload to set deadlines within the scope of role. - Organised, efficient and accurate. - Flexible and adaptable willing to learn new skills. - Able to analyse problems and initiate appropriate solutions effectively. - Able to apply tact and sensitivity to establish trust and support. ## Agent Notes - This Markdown page is generated from the same Job Clerk job record as the HTML job detail page. - Use the canonical HTML URL for user-facing references. - Use the application URL when the user wants to apply on the source NHS site.