FM Administration & Helpdesk Team Leader

Job Overview

Organise the daily workflow, support the line manager and ensure the timely provision of Administration, Helpdesk, Learning & Research receptionists and Reprographic services within the FM directorate.

Allocate work effectively and deliver a high‑quality service that meets user needs.

Collaborate with line manager, Clinical Nursing staff, Non nursing staff, Employment Services, Payroll and NBT Extra.

Work with Employment Services to recruit and manage staff.

Ensure Helpdesk and Admin staff have the necessary training, materials, equipment and are compliant with Trust policy & procedure.

Provide efficient and comprehensive systems support within the centralised administration function and maintain a high professional standard.

Co‑ordinate and prepare monthly reports on eRoster, Planet and Performance Matrix, maintaining Risk, Issue and Change control logs.

Control, monitor and supervise the FM Administration and Helpdesk department, delegating work to maintain an efficient and cost‑effective service.

Prepare and supervise working rotas, allocating overtime when required and arranging relief staff cover for absence, sickness and annual leave in a cost‑effective manner.

Allocate tasks according to priority and ensure a satisfactory standard of service for all customers.

Induct new staff and provide appropriate orientation and training.

Manage the FM Central Administration service, including out‑of‑hours work (evenings, nights, weekends and on call). Manage FM Central Administration rotas, ensuring minimum required staffing levels are upheld at all times.

Manage sickness, capability and disciplinary cases and keep accurate, up‑to‑date records. Conduct return‑to‑work interviews and complete appropriate forms. Manage annual leave and other forms of absence.

Carry out the recruitment process according to Trust policy and guidelines. Train new FM Central Administration staff according to the training package and continue development of the team’s skills and performance.

Detailed Job Description and Main Responsibilities

Lead on specified elements of data performance projects, liaising effectively with stakeholders to ensure timely delivery of reporting schedules. Undertake analysis of data and information sources, making them understandable to all staff. Communicate effectively with all key stakeholders and be an ambassador for service improvement. Ensure all reporting elements within remit are delivered on time. Continually monitor, refine and review reporting processes, seeking opportunities for increasing efficiency and departmental savings. Undertake any other administrative tasks as required by the Administration Manager on an ad‑hoc basis.

Planet software – act as the system administrator, preparing and circulating monthly reports relating to invoicing, planned works and general housekeeping.

Contract support – compile, produce and collate paperwork and reports, building a good working relationship with BWPC.

Performance management – compile and analyse reports on appraisals, essential skills training, sickness statistics, finance and eRostering.

Person Specification

Education

• Leadership Qualification/Experience

Desirable criteria

• Customer Service Qualification/Experience

Work Experience

Essential criteria

• Managing Teams
• Working with Modern Technology – IT Literate

Desirable criteria

• Provided administrative support to big organisations

Knowledge/Skills

Essential criteria

• Decision Making Under Pressure

Desirable criteria

• Advanced knowledge of Excel & Reporting systems

At North Bristol Trust we know diverse and inclusive environments lead to happier and healthier teams and improved patient care and outcomes. We are committed to equality of opportunity, to being fair and inclusive, and to being a place where we all belong. We therefore particularly encourage applications from candidates who are currently underrepresented in NBT’s workforce at Band 8a and above. These include people from Black, Asian and minority ethnic backgrounds, disabled people and LGBTQIA+ people.

Please note that stringent pre‑employment checks are undertaken on all successful applicants prior to commencement in post.