Facilities Management Administrator (Legacy)

Location: Oxford, Oxfordshire |
Salary: £20,000 - £25,000 |
Posted: 8 Oct 2021 |
Closes: 29 Oct 2021 |
Job Type: Part Time and Fixed Term |
Business Unit: UK Facilities Management |
Region / Division: UK & Ireland |
Reference: 10641

Role Responsibility:



Churchill Hospital, Old Rd, Headington, Oxford OX3 7LE

40hrs, Full Time, Fixed Term Contract - 6 months

£20,000 - £25,000 per annum

Excellent Company benefits including Contributory Pension


As a leading Facilities Management company, G4S FM improves the lives of millions of people across the UK and Ireland by creating productive, safe and smooth working environments. We support the efficient delivery of front line services in critical environments for the private sector, national and local government agencies. 


At G4S FM our expertise in sectors such as defence, courts and hospitals is second to none. Our success is underpinned by the way we attract, develop and engage with our people, as well as the culture and values that shape the way we work and how our colleagues carry out their roles. Our values are integral to everything we do.


We act with integrity and respect. We are passionate about safety, security and service excellence and we achieve this through innovation and teamwork. We are a sustainable, ethical business and this is key to the ongoing success of G4S FM.


Churchill Hospital is a centre of excellence for cancer services and other specialties, including renal services and transplants, clinical and medical oncology, dermatology, haemophilia, chest medicine and palliative care. 

In 2009 the hospital saw a major new development consisting of an integrated cancer and haematology Centre, a surgery and diagnostics centre and the Wytham Wing – housing the Wytham Ward (transplants) and private outpatients. 

G4S FM delivers the following services and employs circa 200 staff: Helpdesk, Patient and Retail Catering, Cleaning, Portering, Planned and Reactive Maintenance, Lifecycle Replacement, Grounds Maintenance and Pest Control.

We have an opportunity for a Facilities Management Administrator to join our team based at Churchill Hospital.  This is a full time position working 40hrs per week,  primarily Monday to Friday on a Fixed Term Contract for 6 months


As Facilities Management Administrator you will provide strategic administrative support to the Healthcare contract based at the Churchill hospitals to ensure compliance with contractual requirements, by maintaining a professional and efficient Administrative and Secretarial Service. Day to day operation of operational administrative systems including Kronos, personnel systems and Concept with a focus on providing hard services support.


Key Responsibilities will include:


Hard Services


  • Administration of compliance and assurance records. Identify, collate and scan data held in various hard copy and computer system formats

  • Identify and collate documentation relating to reactive, planned and remedial maintenance activities.

  • Updating of systems as required.

  • Liaison with suppliers, engineers & the wider G4S team (Compliance, Commercial, Procurement etc) to compile files for assets and lifecycle needs

  • Interrogating systems to identify evidence of works carried out, POs raised, invoices issued etc

  • Coordination of statutory documentation and filing

  • Updating of CAFM and other systems




  • Provide admin support to the Chief Engineer as required

  • To update IT systems as and when required; Concept, Compliance software, QMS, Google

The Ideal Candidate:


Essential Criteria:


  • Educated to GCSE level or equivalent

  • Excellent literacy and numeracy skills

  • Good interpersonal skills

  • Experience of working in customer service environment

  • Knowledge/experience of IT

  • Dealing with confidential information

  • Ability to work to deadlines, balancing different priorities and coping with fluctuating workloads


Additional Company Benefits available:


  • Company pension scheme with employer contributions

  • G4S Life Assurance Scheme

  • Free eye-tests/discounts for VDU users

  • 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.


It is G4S’ current policy (subject to the Equality Act 2010), in the light of the specific work being undertaken, that all [employees] must be fully vaccinated or have had the relevant [“full”]Covid-19 vaccinations [(including any “waiting period”)]  by their commencement date.




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