Facilities Administrator
Location: Medical Detection Dogs Centre, Great Horwood, MK17 0NP
Salary:£24,853 per annum (FTE), pro rata
Vacancy Type: Permanent, Part Time, 15 hours per week
Medical Detection Dogs trains dogs to save lives.
We train specialist dogs to detect the odour of human disease, providing life-saving Medical Alert Assistance Dogs to people with complex health problems across the UK and collaborating with NHS Trusts and other researchers and Universities both in the UK and internationally to advance the early diagnosis of disease. We have an exciting new opportunity to join this small, but ambitious charity that is a world leader in its specialist, innovative field.
Main Purpose & Scope Of The Role:
To provide efficient administrative and operational support to the Facilities function, ensuring the smooth day-to-day management of facilities services, suppliers, records and site operations.
What You'll Do:
Facilities Administration
- Manage purchasing requests, purchase requisitions and facilities-related orders.
- Administer uniform ordering, distribution and stock control.
- Purchase and provision of office supplies and stationery.
- Coordinate reception arrangements and associated administration.
- Manage incoming and outgoing post, courier services and franking.
- Maintain water testing schedules and records.
Record Keeping and Coordination
- Maintain facilities compliance records and documentation.
- Assist with scheduling contractor visits and service appointments.
- Maintain supplier information and service records.
- Support facilities reporting and budget monitoring.
- Maintain contractor file to include insurance documentation and staff qualifications as appropriate.
Supplier and Contractor Support
- Liaise with contractors and suppliers regarding appointments, quotations and service delivery.
- Raise purchase orders and track expenditure where required.
- Support contract administration activities.
Shared Facilities Operations - including cover for non-working hours of the Facilities Manager
- Coordinate day-to-day operation of:
- Storage facilities
- Waste and recycling
- Merchandise stock and storage
- Supplier and contractor management
- Air conditioning systems
Facilities Administrator
- Automatic gates and doors
- Water heaters
- Cleaning services
- Utilities providers
- Furniture
- Gardening and grounds maintenance
Customer Service
- Act as a first point of contact for facilities enquiries.
- Provide support to staff regarding facilities issues, maintenance requests and site services.
- Escalate operational or compliance concerns to the Facilities Manager.
- Volunteer and Assist with Fundraising Events throughout the Year as needed.
Person Specification:
- Previous experience within Facilities Management, Hospitality or Front of House Environment.
- Financial experience in tracking and monitoring purchases ensuring best value for money.
- Proficient using Microsoft Office Suite (Word, Excel, Powerpoint) with sound attention to detail.
- Excellent written and verbal skills.
- Ability to work individually and part of a team.
- Ability to deputize in the absence of the Facilities Manager.
- A positive "Can-do" attitude and willingness to learn
Other Requirements
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Facilities Administrator employer: Ad Warrior Ltd
Stratford-upon-Avon Town Council is an exceptional employer, offering a collaborative work culture that values transparency and civic engagement. Employees benefit from professional development opportunities, including support for obtaining the CiLCA qualification, and enjoy a meaningful role in shaping local governance and community events in the historic town of Stratford-upon-Avon.
