Job Description
Facilities Administrator
This vacancy is not eligible for Visa Sponsorship. Please do not apply unless you have another means of establishing a right to work.
Job Summary
As a Facilities Administrator, you will help keep our sites safe, welcoming and running smoothly, so colleagues can focus on the work that saves and improves lives. You will support estates and facilities services by coordinating contractors, handling queries and keeping accurate records.
Acting as a first point of contact, you will provide clear information to staff, visitors and suppliers, and make sure issues are logged, resolved or escalated quickly.
You will also support planned maintenance, invoices and site checks, helping us meet required standards and stay ready for the unexpected. If you like organising, problem-solving and working with people, this is a role where your contribution is seen every day.
Main duties of the job
- Be the first point of contact for estates and facilities enquiries, helping colleagues, visitors and suppliers get the right support quickly.
- Coordinate contractors and suppliers, logging work requests and following up so services are delivered safely and on time.
- Maintain accurate records and databases for planned maintenance, health and safety and finance information, so we can evidence compliance and performance.
- Raise orders for work, materials and services and support invoice checking and processing, helping us control costs and reduce delays.
- Support audits, building inspections and risk assessments, recording actions and raising follow-up work when needed.
- Help maintain safe, clean and compliant environments, including waste records and pest control activity where required.
- Manage room bookings and video conferencing support, making sure meeting spaces are prepared and services are available.
- Monitor site security systems and maintain records, supporting data protection and a safe working environment.
- Support business continuity and emergency response by staying calm, communicating clearly and escalating issues appropriately.
- Suggest improvements to processes and help keep local procedures up to date, so we keep learning and working smarter.
About You
Essential Skills & Experience
- Communicate clearly and calmly, both in writing and face to face, including during tense or emergency situations.
- Work proactively as part of a team to help meet day-to-day service objectives.
- Solve problems, monitor performance and escalate issues in a timely way when support is needed.
- Use Microsoft Word and Excel to manage information accurately and keep records up to date.
- Have experience working with contractors or suppliers and providing administrative support in a service setting.
Essential Qualifications
- GCSE (or equivalent) in English and Maths.
- NVQ level 3 in Facilities or Business Management Administration (or a related subject), or equivalent experience.
About Us
It takes all types of people to deliver the kind of service that saves and improves lives. At NHS Blood and Transplant, you’ll join a team of more than 6,000 people who are making a genuine difference to communities, families, friends, relatives and more across the UK. We play a unique and special role in the NHS by helping people do something extraordinary- donate blood, blood products, organs, tissues, or stem cells to save someone in need.
Our three core values are what set us apart. They guide and inspire everything we do.
By being caring, expertly meeting the needs of our patients and our people, and accepting nothing less than the best quality, we can do extraordinary work – and help our people to do something extraordinary in their career, too. Three small words, one big difference - Caring, Expert and Quality. Together we'll save and improve more lives than ever.
You will join us on our journey to create an inclusive workplace and aim to reflect the diverse communities we work with, and we positively encourage applications from all sectors of the community.
What we offer:
- Flexible working options – we promote flexible working where the role allows. We’re happy to discuss what flexibility might look like for you.
- Generous annual leave - 27 days annual leave (pro rata for part-time) plus Bank Holidays, increasing to 29 days after 5 years’ service and to 33 days after 10 years.
- Inclusive pension scheme - the NHS Pension Scheme is a defined benefit scheme (not dependent on investment returns). Further details and outline of benefits can be found at: http://www.nhsbsa.nhs.uk/information-about-nhs-pensions
- Supportive learning culture - we’ve fostered a culture of continuous learning where colleagues are well-led, engaged, and encouraged to grow. We support you in reaching your full potential, both in your current role and future career. Our Thrive program embodies our commitment to learning and development, offering a wide range of activities to support your personal and professional growth. It’s open to everyone at NHSBT, ensuring you have the resources to succeed and shine in your role.
- Health and wellbeing support – we offer confidential services including occupational health, employee assistance programme, and wellbeing resources. Our support is available to all colleagues and we endeavour to provide tailored workplace adjustments where possible.
As a Disability Confident Employer, we welcome applications from disabled candidates. We will talk with you to explore any adjustments that may help you during the recruitment process.
You can find more information about accessibility, our culture, and how we support applicants on the NHSBT Careers website:
To learn more, please see the job description and person specification. These can be accessed via the link below, or by clicking ‘Apply’ if you are viewing this advert on another site.
Next steps
This vacancy is a fixed term/secondment for 7 months.
This vacancy will close at 23:59 on Wednesday 20th May 2026.
This vacancy may close sooner than the advertised deadline if we receive a high volume of applications, so we recommend applying early.
The assessment process for this role will include a single interview. Interviews are anticipated to be held at Birmingham Centre on Monday 8th June 2026 – subject to confirmation.
For informal enquiries please contact Brian Steventon, Estates and Facilities Manager, via email at brian.steventon@nhsbt.nhs.uk
