Job summary
- Main area
- Admin
- Grade
- Grade B £24,705-£26,330
- Contract
- Permanent
- Hours
- Full time - 37.5 hours per week
- Job ref
- 284-26-7821811-VSAB
- Employer
- BWC Management Services Ltd
- Employer type
- NHS
- Site
- Birmingham Children's Hospital
- Town
- Birmingham
- Salary
- £24,071 - £25,674 Per Annum
- Salary period
- Yearly
- Closing
- 20/03/2026 23:59
- Interview date
- 14/04/2026
Employer heading
Facilities Administration Officer
Grade B £24,705-£26,330
Job overview
The post holder will provide a high level of administrative support to the Facilities Management Team and be conversant in all the duties of a Facilities Administration Officer.
Main duties of the job
- To support the weekly and monthly payroll returns.
- To coordinate the sickness reporting for the department including keeping ESR up to date with all sickness and producing reports for Management and HR. Keeping a track on trigger points and advise operational team accordingly.
- To act as ‘super-user’ of the various bespoke systems that the department uses on a daily basis: auditor, access control, oracle, Time and attendance, facilities intranet page and survey monkey. This will include being the first point of contact and escalation with suppliers.
- To undertake general office duties including filing, circulation of post, photocopying, letters, generating reports, compiling agendas and note taking as required.
- To maintain a filing system within the department and ensure records are stored, filed and archived both physically and electronically.
- To gather data from the facilities bespoke systems and produce reports and statistics for audit purposes when required.
- To use the Trust’s internal ordering system to order and receipt goods and to raise orders from capital and special trustee funds complying with the Trust’s Standing Financial Instructions (SFI’s) at all times.
- To keep and maintain spreadsheets monitoring labour utilisation (including Agency returns), financial expenditure, any other management spreadsheets within the Facilities department.
Working for our organisation
BWC Management Services Limited (also known as Vital Services) is a wholly-owned subsidiary company of Birmingham Womens and Childrens NHS Foundation Trust (BWC). The sole focus of Vital Services is the provision of estates and facilities services and, most importantly, the staff who provide these crucial services who are fundamental to the Trust being able to deliver world-class care. All Estates, Medical Engineering and Facilities staff are employed directly by Vital Services and although not NHS employees, are very much part of the BWC family, working together to be a world-leading team, providing world-leading care.
Detailed job description and main responsibilities
Please refer to the attached job description and person specification to view the full details for this opportunity at BWC Management Services Limited.
When completing your application, please ensure you have evidenced how you meet the job description and person specification to include transferable experience, qualifications, skills along with professional registration details (if applicable).
Occasionally we receive a large number of applications for our roles and when that happens we sometimes bring the closing date forward, so please apply promptly to avoid disappointment.
Person specification
Experience
Essential criteria
- Minimum 2 years experience of working within a similar function
- Experience of communicating at all levels inside and outside the organisation
Desirable criteria
- Experience and capability to provide absence cover within the department
Qualifications
Essential criteria
- Good standard of secondary education
- Customer Service
Desirable criteria
- NVQ level 2
Knoweledge
Essential criteria
- Able to prioritise own work and that of others
- High degree of accuracy
- Detailed working knowledge of Excel, Word, Outlook
- Excellent written and verbal communication
Desirable criteria
- Previous experience of working in Estates or Facilities
Skills
Essential criteria
- Able to work as part of a team
- Professional, punctual and reliable
- Possess excellent organisational skills
- Able to speak clearly through radio system without risk of misunderstanding
- Able to receive and issue instructions (sometimes technical) in English (written and verbal) without risk of misunderstanding
Employer certification / accreditation badges
Applicant requirements
The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.
Application numbers
Documents to download
Further details / informal visits contact
- Name
- Sharon Dobb
- Job title
- Facilities Business Manager
- Email address
- [email protected]
- Telephone number
- 0121 333 8463
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