Maintenance Administrator

Are you looking for a role where you can make a real impact behind the scenes in healthcare? Do you take pride in being organised, proactive, and ensuring things run smoothly? If so, we have the perfect opportunity for you!

We are looking for an individual to join our team who:

• Is organised, proactive, and self-motivated
• Is able to use their initiative and manage competing priorities
• Is an excellent communicator, both written and verbal
• Is able to build effective working relationships with contractors, suppliers, and internal teams
• Demonstrates strong attention to detail and accuracy in record-keeping
• Is comfortable tracking, monitoring, and following up on actions
• Understands the importance of compliance, governance, and audit-ready documentation
• Can be flexible and adaptable in a busy environment
• Is competent with IT

Main duties of the job:

In the role of Maintenance Administrator, you will act as the central point of co-ordination for all maintenance and estates-related activity across our York sites. You will plan, organise, and oversee both reactive and planned maintenance work, ensuring tasks are completed efficiently, safely, and to a high standard.

You will liaise closely with contractors and suppliers, co-ordinate sites access, monitor performance, and ensure all statutory and compliance documentation is accurately recorded and audit-ready. Working alongside the General Management Team, you will support procurement processes, assist with tendering for larger works, and help maintain strong governance and cost-effective estate management.

In return you will receive:

• Full induction and training plan
• Long service rewards
• Generous holiday entitlement
• Ride to work scheme
• Support to develop your skills and career

About us:

We are a leading primary care organisation that delivers high quality care from GP practices in York, Hull and Scarborough. Innovative and committed, we are at the forefront of developments within our field. We are well organised and deliver high quality care with a range of friendly and supportive staff.

Job responsibilities:

• Organise, schedule, and track all reactive and planned maintenance work.
• Act as first point of contact for maintenance queries from staff and contractors and maintain the email inbox.
• Coordinate contractor visits, including access arrangements and onsite support.
• Work with the General Management team to ensure works are completed to an acceptable standard, within agreed timelines.
• Maintain accurate and up to date records of all maintenance activity and certification.
• Build effective working relationships with external contractors and suppliers.
• Support in obtaining quotes for works, comparing costs and value to support procurement.
• Assist the General Management team with tendering processes for larger works.
• Monitor contractor performance and escalate concerns as required.
• Support weekly, monthly, and annual health and safety checks.
• Ensure all statutory and compliance documentation is logged, stored, and retrievable.
• Flag risks, overdue actions, or urgent issues promptly to the DGM or relevant leads.
• Contribute to maintaining CQC and H&S compliance across the site.
• Maintain central logs, trackers, compliance documents, and maintenance dashboards.
• Produce simple reports or summaries for management when required.
• Support consistent processes for estates management across all areas.
• Ensure records are kept to audit ready standards.
• Taking messages and passing on information.
• Filing and retrieving paperwork.
• Computer data entry, data allocation and collation, processing and recording information in accordance with Practice procedures.
• Providing clerical assistance to Practice and Trust staff as required from time to time, including word or data processing, filing, photocopying and scanning.
• Any other duties required as part of your role.

Person Specification:

• Able to work at the desired times
• Flexibility of hours for cover
• Able to travel to all sites when required
• Current UK/EU driving licence
• Excellent attendance record.

Knowledge/Qualifications/Skills:

• Strong organisational and planning skills.
• Excellent communication and interpersonal skills.
• Ability to manage multiple tasks and prioritise effectively.
• Confidence liaising with contractors and suppliers.
• Competent with administrative systems, tracking logs, and documentation.
• Attention to detail and commitment to accurate record keeping.
• Experience in estates, facilities, or maintenance administration.
• Knowledge of health and safety processes or compliance requirements.
• Experience within a healthcare or regulated environment.
• Proactive and able to work independently.
• Reliable and responsive.
• Able to apply judgement and escape issues appropriately.
• Solution focused and organised.
• Comfortable working in a fast paced operational environment.
• Able to work unsupervised.
• Self-motivated.
• Work well under pressure.

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.