Job Description

The Estates and Facilities Management team are responsible for the support services of the Trust including estates services, facilities services, transport, telecommunications, and capital projects and interpreting. The team is responsible for the smooth running of these services and ensures that the service contracts are monitored for compliance in line with strict regulations.
The role of the post holder will act as the first point of contact for the team, liaising with Trust staff, suppliers and contracted services. The role will primarily be to provide administrative tasks to support the Trust Estates and Facilities Management team and co-ordinate the various facets of Facilities Management throughout the organisation. This will involve the receiving and prioritising of incoming work, redirecting where necessary before passing to the Estates & Facilities Managers. Receive a variety of telephone calls on behalf of the Team and using initiative, tact, and discretion to deal with matters where possible, taking messages and re-directing calls as appropriate. Liaise with staff from external agencies and internal departments, therefore a calm, clear telephone manner is essential
Main duties of the job

• Attend the Trust's User Group / Committee Meetings where specified by the Management Team/ Estates & Facilities Business Manager.
• Assist when required with the administration of the Trust's car parking, room booking facilities, and invoicing Processing invoices and purchase orders
• Ensure deadlines are met with regard to requests and reports which will include information gathering and collation of sensitive material, as required.

• Ensure an effective process is in place for ordering and maintaining office supplies within budget and demonstrating value for money in line with Trust procedures.

To support the completion of staff payroll documentation as directed by the Business Manager ensuring documentation is accurate and completed within designated timescales
About us
Our Trust is one of England's top-performing and safest trusts. We operate two main acute hospital sites--Chelsea and Westminster Hospital and West Middlesex University Hospital--along with award-winning clinics across North West London.
Our nearly 7,500 staff care for a diverse population of 1.5m, providing full clinical services including maternity, A&E and children's services, plus specialist HIV and sexual health care. The CQC rates us Good in safety, effectiveness, care and responsiveness, and Outstanding in leadership and resource use.
We continually invest in our facilities, including a 30m expansion of critical care at Chelsea and an 80m Ambulatory Diagnostic Centre at West Mid.
We are delivering sustainable healthcare through our Green Plan. In line with Greener NHS ambitions, we aim for net zero carbon emissions by 2045. Achieving this requires collective effort. We encourage staff to reduce their impact on carbon, waste and pollution wherever possible. Every action counts to create a healthier, more sustainable future.
We are committed to equal opportunities and believe diversity drives innovation and excellence. We welcome applications from the global majority, veterans and underrepresented communities, valuing the perspectives they bring.
If you haven't heard from us within 3 weeks of the closing date, your application was likely unsuccessful. Employment is subject to a six-month probation. Some roles may require weekend shifts at multiple sites.
Details
Date posted
18 September 2025
Pay scheme
Agenda for change
Band
Band 4
Salary
33,094 to 36,195 a year per annum pro rata
Contract
Fixed term
Duration
12 months
Working pattern
Part-time
Reference number
289-CR-50
Job locations
Chelsea & Westminster Hospital
369 Fulham Road
London
SW10 9NH
Job description
Job responsibilities

• To ensure the provision of an effective administrative support (across both sites Chelsea and West Minster Hospital and West Middlesex University Hospital) to the department and Leadership team, including the production of complex and sensitive correspondence, answering telephones, typing, data input, minute taking and maintenance of a confidential, effective and efficient filing and retrieval system
• Processing departmental purchasing and purchase orders using IT systems
• Maintain and update departmental standard documents.
• Maintain existing office administrative systems, including managing office supplies and the central filing system.
• Co-ordinate the diaries of the Facilities Management Team / Project Managers and assist with the day-to-day efficient running of the office.
• Provide absence cover for the other administrators within the team and ad hoc admin support, as required.

Job description
Job responsibilities

• To ensure the provision of an effective administrative support (across both sites Chelsea and West Minster Hospital and West Middlesex University Hospital) to the department and Leadership team, including the production of complex and sensitive correspondence, answering telephones, typing, data input, minute taking and maintenance of a confidential, effective and efficient filing and retrieval system
• Processing departmental purchasing and purchase orders using IT systems
• Maintain and update departmental standard documents.
• Maintain existing office administrative systems, including managing office supplies and the central filing system.
• Co-ordinate the diaries of the Facilities Management Team / Project Managers and assist with the day-to-day efficient running of the office.
• Provide absence cover for the other administrators within the team and ad hoc admin support, as required.

Person Specification
Experience
Essential

• minimum 2 years experience in a similar role

Desirable

• NHS experience

Person Specification
Experience
Essential

• minimum 2 years experience in a similar role

Desirable

• NHS experience

Skills Required