Vacancy: Facilities Administrator - 35 hours per week

Job title Facilities Administrator - 35 hours per week (8:00am - 4:00pm Monday to Friday)
Salary Up to £21,859 p.a.
Location Swindon
Closing date Friday 22 December 2017


To support the Swindon Facility Manager in the provision of a comprehensive day-to-day facilities service to ensure that premises are accessible and useable by all to support the Group’s operational requirements.

Key responsibilities

  • Support the Swindon Facility Manager in the delivery of facilities management services, contracts and projects ensuring all tasks are carried out in compliance with all current regulatory requirements, seeking advice as necessary;
  • Provision of administrative support to the business as required;
  • Act as a first point of contact for reporting and resolution of facilities issues, escalating where necessary to the Swindon Facility Manager;
  • Support the Swindon Facility Manager in the implementation of plans for the use of the space and assets;
  • Ensure all front-of-house services are set-up ready for the start of each working day and replenished according to requirements;
  • Oversee contractors to ensure effective delivery of contracts and compliance, reporting issues in a timely manner;
  • Raise purchase orders and process invoices for products, services and supplies;
  • Carry out minor site maintenance tasks as needed;
  • Keep all facilities records up-to-date in a timely and accurate manner;
  • Collate data to support the facilities management operations;
  • Develop and manage productive relationships with all stakeholders;
  • Investigate and respond to customer feedback on facilities service delivery and agree changes to services or products where necessary;
  • Use IT systems to assist service delivery and set-up equipment/provide support for users.
  • Cover for the Swindon Facility Manager for periods of absence;
  • Assist in the development and continuous improvement of Facilities’ working practices;
  • Flexibility is required of all job holders to adjust responsibilities as required from time to time by their Line Manager/Divisional Director;
  • There is an expectation that all staff will live BCS’ values and support our purpose
  • Continually looking at ways to make improvements to systems, processes and procedures;

The content and reporting lines detailed in this job description may be reviewed and changed from time to time to reflect organisational requirements.

Skills, qualifications and knowledge

Education and qualifications

  • BIFM Level 3 qualification or equivalent experience
  • 5 GCSE’s including Maths & English at Grade C or above;

Trained in:

  • IOSH Managing Safely
  • First Aid
  • Fire Warden
  • Manual Handling
  • Basic food hygiene certificate


Proven experience of hands-on support of facilities services in a similar business

Competencies & skills

  • Well spoken, articulate and positive
  • Excellent interpersonal skills with customer focus
  • Excellent level of literacy, numeracy with good attention to detail
  • Excellent communication skills both written and verbal
  • Excellent IT skills including knowledge of Microsoft, facilities systems and AV equipment
  • Ability to work on own initiative and as part of a team
  • Good problem-solver
  • Ability to remain calm under pressure and handle challenging situations
  • Good organisational skills, time management, ability to multi-task and prioritise in order to meet deadlines
  • Positive and flexible approach to working with a can-do attitude
  • Ability to identify improvements within departments


  • Facilities or office management
  • Current health and safety regulations
  • Facilities systems and AV equipment

Special Conditions

  • Significant manual handling
  • Occasional travel to other sites (Bedford / London)
  • Driving licence is desirable
  • Regular out-of-hours working as required
  • On-call for emergency response

How to apply

Please email your CV with a covering letter summarising how your experience relates to our requirements to