Job vacancy: Facilities Admin Assistant, Kettering General Hospital NHS Foundation Trust, Kettering

Job summary

Main area: Administration
Grade: Band 3
Contract: Permanent
Hours: Part time - 30 hours per week
Job ref: 264-7485455-COR

Employer: Kettering General Hospital NHS Foundation Trust
Employer type: NHS
Site: Kettering General Hospital
Town: Kettering
Salary: £24,937 - £26,598 pro rata per annum
Salary period: Yearly
Closing: 08/10/2025 23:59

Facilities Admin Assistant

Band 3

Detailed job description and main responsibilities

Provide administration support to the Facilities department.

To provide a reception service and effective communication links, answering all enquiries in a professional manner, acting on, or managing communication as required.

Maintain departmental training records, identify outstanding training obligations and schedule appropriate courses.

Maintain departmental attendance records. Monitor sickness absence and scheduling sickness review meetings involving external stakeholders.

Management of departmental diaries.

Arranging and administrating agendas for meetings, minute taking, writing letters from notes and general typing.

Maintain departmental annual leave records, providing accurate information to staff.

Create online purchase orders to support the procurement of department commodities.

Receipt of procured items, checking against invoices.
Ensure rosters are accurately entered onto Health Rostering software.
Liaise with external departments incl.Pay Roll and the Rostering Team in order to administrate pay, annual leave and address sickness/ pay queries.
Liaise with external organisations/companies to arrange equipment maintenance visits and enquiries including chasing their progress.
Administrate departmental audit data to ensure compliance with industry guidelines.
Manage departmental records and personnel files as required.
Maintaining Audit software, ensure all data is relevant and up to date.
Support new starter administrative staff to the facilities admin team.
Provide absence administration/payroll cover across all facilities services as necessary.
Assist with workload peaks within the Facilities department.

This job description is an outline of key tasks and responsibilities of the role and is not intended as an exhaustive list. There is scope for the role to develop with the needs of the Trust and its services as well as personal development needs of the post holder.

Person specification

Education, Training & Qualifications

Essential criteria

Educated to NVQ Level 3 in Business Administration or equivalent experience
Educated to GCSE or equivalent
IT educated Level 2 or equivalent experience

Knowledge & Experience

Essential criteria

Working in an office environment for 2 years
Experience in working with Microsoft Office
Prioritising own workload
Diary Management

Desirable criteria

Experience of data entry onto payroll software

Skills

Essential criteria

Good written and verbal communications skills
Ability to analyse and present computer data
Ability to work under own initiative within policy and SOPs, with minimal supervision
Sound communication, both internal and with external stake holders

Key Competencies/ Personal Qualities & Attributes

Essential criteria

Ability to work as part of a team
Willingness to assist other team members during workload peaks
Able to operate within unpredictable/ reactive work streams eg. Staff pay/HR enquiries

Important Information

Applications will be transferred to TRAC system, by completing an application your are giving authorisation for the transfer of your data.

Correspondence regarding your application will be sent to you via a TRAC system account.

We are an equal opportunities employer, which aims to employ a workforce that reflects the diverse communities we serve. We welcome applications from all suitably qualified persons from all backgrounds.

We welcome applications from members of our black and minority ethnic (BME) communities, especially in relation to senior posts within at KGH.

Applicants who have a disability and meet the essential criteria for the job will be interviewed if you indicate you wish to be considered under the Guaranteed Interview Scheme. If you require a reasonable adjustment at any stage of the recruitment process please make the recruitment services team aware as soon as possible.

Appointments will be made on merit.

In submitting an application form, you authorise Kettering General Hospital (KGH) NHS Foundation Trust to confirm any previous NHS service details via the Electronic Staff Record (ESR) Inter Authority Transfer (IAT) process. Including factual reference, occupational health clearance and statutory and mandatory training record.

If you need to have a Disclosure Barring Service (DBS) check, as a requirement of the role, you will be required to repay the cost of obtaining a DBS check (£49.50) and this amount will be reclaimed from your first salary. From 1st February 2019 all new starters to the Trust are required to join the DBS update service as per Trust DBS Re-checking Policy which has an annual cost of £16. New employees who do not join the update service will be required to pay £49.50 for a new DBS check in 3 years time.

Please note that news starters with KGH are subject to a six month probationary period.

Please ensure that the information you provide on your application form is correct, accurate and that nothing has been omitted. Any information that is stated in your application form in relation to qualifications/training courses/work/education experience/references must be able to be evidenced. Failure to do so may result if your offer being withdrawn.

"Safeguarding is everyone's business. KGH considers Safeguarding a priority amongst its citizen's and a key value for all employed to the service."

We want to recruit the best people to deliver our services across the University Hospitals of Northamptonshire and help to unleash everyone’s full potential. As an organisation, we value how we communicate and promote our vacancies to all communities. The Hospital Group encourages applications from people who identify from all protected groups, especially those from BAME, Disabled and LGBTQ+ backgrounds as these are underrepresented in our hospitals. We understand that we need to work with colleagues from diverse backgrounds and make sure the environment they work in is inclusive and collaborative. We have active Networks that promote and support colleagues from all backgrounds. This ensures everyone feels supported and has a sense of belonging working for Kettering and Northampton General Hospitals.