Facilities Management Administrator - Sub Contractor Administration

Location: Oxford, Oxfordshire |
Salary: £20,000 - £27,000 |
Posted: 6 Jan 2022 |
Closes: 27 Jan 2022 |
Job Type: Full Time and Permanent |
Business Unit: UK Facilities Management |
Region / Division: UK & Ireland |
Reference: 10681

Role Responsibility:



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

40hrs, Full Time, Permanent

£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 exciting opportunity for a FM Administrator - Sub Contractor Administration  to join our team based at Churchill Hospital.  This is a full time position working 40hrs per week.


As FM Administrator dealing with Sub Contractor Administration you will provide strategic administrative support to the Healthcare contract based at the Churchill hospitals to ensure compliance with contractual requirements, through the day to day administration of subcontractors attending site to carry out scheduled works


Key Responsibilities will include:


  • Allocate tasks to Sub contractor

  • Issue job to Mobiess for G4S engineers

  • Schedule subcontractor visit

  • Raise PO for sub contractor and include need for assurance docs

  • Contact sub-contractor and schedule attendance date and request RA+MS

  • Receipt sub-contractor to site and take to PPM location

  • Obtain report and assurance docs from sub contractor

  • Obtain post subcontractor event documentation, issue to AP for review

  • Store assurance documentation on System as evidence of job completion for the compliance team (After review by competent person)

  • Close sub contractor PPM task

  • If parts required, obtain specification from AP and contact approved suppliers to obtain quote

  • Close task on CAFM and initiate remedial task if required

The Ideal Candidate:



Essential Criteria:


  • Educated to GCSE level or equivalent.

  • Excellent literacy and numeracy skills

  • Interpersonal skills

  • Experience of working in customer service environment

  • Knowledge/experience of IT (MS office suite, Google Docs, CAFM systems) 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.




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