Facilities Administrator

Location: |
Salary: £25,000 |
Posted: 6 May 2022 |
Closes: 27 May 2022 |
Job Type: Full Time and Permanent |
Business Unit: UK Facilities Management |
Region / Division: UK & Ireland |
Reference: 11672

Role Responsibility:


Royal Wootton Bassett Academy, Wiltshire, SN4 7HG

Full Time, 40 hours per week

£25,000 per annum


This role and contract sit within our Facilities Management sector of G4S where we aim to improve the lives of people across the UK and Ireland by creating productive, safe and smooth working environments.

We are actively seeking to recruit a Facilities Coordinator to join our team at Royal Wootton Bassett Academy, Wiltshire, SN4 7HG as part of our contract with North Wiltshire Schools.

This is a full time role working 40 hours per week, Monday to Friday between 8am and 4:30pm. 


Job Summary

The Facilities Administrator is required to provide administrative support to the Contracts Manager and Hard Services Manager across the contract. The task involves elements of office management and assisting in providing support to operational staff. Throughout, due emphasis is to be given to the importance of health, safety and the environment and to promote the importance and values of effective communication throughout G4S.


Main Tasks and Responsibilities


  • Management of all Admin Process, Finance, HR and Hard Services Admin workload across the contract. 

  • To administrate the Recruitment and Selection process including and not limited to:
  • Authority To Recruit /Offer Letter Request completion.

  • Agency liaison where applicable, including agency timesheets.

  • Arranging interview liaising with applicants.

  • Updating Recruitment & HR of outcome of interviews.

  • Induction of all staff generally.

  • Schedule periodic  reviews such as probationary period reviews on behalf of Management.

  • DBS & Vetting plus periodic renewals.

  • Compilation of monthly and Annual WHEP reports plus monthly meeting minutes/reports and internal meeting minutes/reports.

  • Responsible for training  matrix, sourcing of training and its arrangement and EDR admin.

  • Ariba/SAP - Raising Purchase Orders & receipting Invoicing. 


Health & Safety

  • To assist the CM in the provision of statistical Information, relating to Health & Safety/accident reports.

  • H&S meeting Coordinator.  

  • To carry out Health and Safety responsibilities as per G4S corporate Part B responsibilities document complying with the HASWA 1974.

  • To act as COSHH Coordinator, Risk & COSHH Assessment Champion relating to Soft Services.

  • Ensure all HOD’s have their Risk Assessmemnts in place and reviewed regularly.

  • Accident & Incident reporting - follow up with HOD’s to ensure compliance.



  • To provide cover for the  Hard Services Administrator during holidays and sickness.

  • To operate within and maintain the standards of service and security required at the contract.

  •  Maintain an efficient support service to the COM , Hard Services Manager and operational teams completing all administrative tasks to deadline and to the prescribed standards.

  • General admin support including compilation of letters, development  and management of the filing system, booking of meetings, compilation of minutes and general office duties.

  •  Cashless/catering – support to the cashless catering system from an administrative side and dealing with parent pay issues. Supporting the school in setting up and the continuous admin relating to cards.

  • Corporate Social Responsibility Management. 

  • Paymech – Preparation of any unavailability and performance shortfall for COM verification.

  • COSHH Coordinator.

  • NWS Health & Safety and Google Champion.

  • NWS Monthly Newsletter.

The Ideal Candidate:

Essential Criteria

  • Sound knowledge of IT systems (word/excel/PowerPoint)

  •  Minute taking ability

  • Experience of working with people at all levels

  • Highly organised

  •  Reliable, conscientious with an eye for detail

  •  Sound problem solving abilities.

  • Paymech Admin



Desirable Criteria

  •  Experience of  working in a contract environment

  •  Experience of working in a schools environment

  •  Experience of working in a PFI

  • Understanding of cashless catering

  •  Asset register compilation

  • Knowledge of CAFM systems

  • Ariba & SAP


North Wiltshire School is spread over three school sites, you may be asked to work at another site if the need arises to which we will reimburse travel expenses.



  • Company pension scheme with employer contributions.

  • G4S Life Assurance Scheme.

  • Subsidised healthcare plan.

  • Charity work- Match-IT and Payroll Giving.

  • Employee Assistance Programme Scheme (Confidential Counselling Services, 24/7 support specialising in health and medical topics).

  • Discounts on high street shops and brands including several leading high street brands, retailers and travel suppliers.

  • Progression, training and development opportunities. 



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