Description:
To provide advanced administrative support to the Mechanical (Water) Team within a PFI healthcare environment. The role is responsible for ensuring accurate data management, effective coordination of tasks, and supporting compliance with water safety and operational processes. The postholder will play a key role in maintaining system integrity, supporting service delivery, and enabling efficient communication between internal teams and subcontractors.
Key Responsibilities
- Provide dedicated administrative support to the Mechanical (Water) Team
- Accurately input, update, and manage data within CAFM systems (training provided)
- Log, track, and monitor reactive and planned maintenance tasks
- Support the management and administration of water risk assessments
- Coordinate and distribute works to engineers and subcontractors
- Liaise with internal teams, engineers, and external subcontractors to ensure timely task progression
- Take and distribute minutes from meetings, ensuring actions are clearly recorded and followed up
- Support the planning and organisation of meetings as required
- Maintain accurate records and documentation in line with contractual and compliance requirements
- Provide general administrative support to the wider FM team as required
- Assist with ad hoc duties and provide cover for colleagues during periods of absence
Skills & Experience
- Previous experience in an administrative role, ideally within Facilities Management or a similar environment
- Strong organisational skills with the ability to manage multiple tasks and priorities
- Excellent attention to detail and data accuracy
- Proficient in Microsoft Office, particularly Excel and Outlook
- Experience using CAFM systems (desirable, training provided)
- Strong communication skills, both written and verbal
- Ability to work independently and as part of a team
- Confident in liaising with stakeholders at all levels
Personal Attributes
- Proactive and self-motivated
- Professional and confident in approach
- Able to work under pressure in a fast-paced environment
- Strong problem-solving mindset
- Flexible and adaptable to changing priorities
Additional Information
- This role operates within a live healthcare environment and requires a high level of professionalism and compliance
- The postholder may be required to support additional areas of the business as needed
RX is acting as an Employment Business in relation to this vacancy.
