Facilities Administrator

Job Purpose:

To deliver a proactive, customer-focused facilities support service across HEI buildings, ensuring a safe, efficient, and welcoming environment for staff, contractors, and visitors. The role combines hands-on building support with administrative responsibilities, contributing to the smooth operation of facilities and health & safety processes.

Operational Support

• Act as the first point of contact for face-to-face enquiries, contractors, visitors, and deliveries.
• Conduct routine building checks including H&S inspections (e.g. First Aid boxes, defibrillators, fire safety).
• Monitor signage, furniture placement, and general building presentation.
• Manage stationery and facilities stock levels, reporting low inventory.
• Coordinate courier bookings and equipment transfers.

Administrative Duties

• Respond to and manage queries via the HEI Facilities inbox, escalating complex issues.
• Maintain accurate records including staff lists, equipment inventories, and booking data.
• Support DSE assessments and issue basic equipment for non-complex cases.
• Update and manage SharePoint sites and internal communications (e.g. posters, surveys).
• Use systems such as Planon, Agresso, Office 365 to track maintenance and facilities tasks.

Systems & Data Management

• Access and manage bookings via Planon (e.g. desk reservations).
• Maintain the USSP maintenance tracker and follow up on outstanding jobs.
• Assist with space planning, refurbishments, and accommodation moves.

Health & Safety

• Support staff with workstation setups and DSE compliance.
• Coordinate H&S training and ensure compliance with safety protocols.
• Willingness to train as a First Aider, Fire Warden, and DSE Assessor.

Person Specification:

Essential Skills & Experience

• Previous experience in a facilities support
• Basic understanding of building operations and health & safety
• Proficient in Microsoft Office 365 (Word, Excel, Teams, PowerPoint, SharePoint)
• Strong communication and influencing skills (written and verbal)
• Ability to manage multiple tasks, prioritise effectively, and remain calm under pressure
• Good physical ability for manual handling and building walkthroughs

Desirable

• Experience with Planon or similar facilities management systems
• Trained First Aider, Fire Warden, or DSE Assessor (or willingness to train)

Special Requirements

• Office-based role with regular movement between buildings.
• Manual handling, bending, and physical activity required.
• Lone working may be involved.
• Commitment to personal development and training.

Please be aware this advert will remain open until the vacancy has been filled. Interviews will take place throughout this period, therefore we encourage you to apply early to avoid disappointment.

Tate is acting as an Employment Business in relation to this vacancy.

Tate is committed to promoting equal opportunities. To ensure that every candidate has the best experience with us, we encourage you to let us know if there are any adjustments we can make during the application or interview process. Your comfort and accessibility are our priority, and we are here to support you every step of the way. Additionally, we value and respect your individuality, and we invite you to share your preferred pronouns in your application.