Facilities Services Senior Admin Co-Ordinator

Overview

A vacancy has arisen for a Senior Facilities Administrator within the Facilities Administration Office in the Estates Department working for Derbyshire Services Facilities Services (DSFS) based at Chesterfield Royal Hospital.

Working hours are Tuesday to Friday 10.00am - 4.00pm. Please note there may be times when flexibility will be required due to service provisions.

• Issue identification badges and manage access control requirements.
• Coordinate meeting minutes and action logs within agreed time frames and support the meeting chair with robust documentation.
• Assist and support six administrators in a busy environment, including greeting contractors, handling maintenance calls, and ensuring the hospital remains a safe environment for patients, visitors and colleagues.
• Arrange and remove identification badges and authorise access to areas as requested.
• Provide cover for annual leave to ensure service continuity and resilience.
• Process staff identification badge requests and assign appropriate access levels in line with relevant policies and procedures.
• Organise and facilitate meetings and events, produce agendas and meeting action notes, and where necessary, host meetings via Teams.
• Manage diaries, support staff meeting arrangements and associated administrative processes.
• Draft and type letters, reports and correspondence with the support of M365 Copilot AI, if approved.
• Provide general administrative support within a busy office environment when requested.
• Proactively book meetings into the following year, maintaining a record of booked meetings.

• Proactive and able to work independently with own initiative.
• Strong organisational skills and ability to prioritise workload.
• Good communication and interpersonal skills.
• Experience with Microsoft 365 tools and familiarity with AI‑augmented productivity tools is desirable.

• DSFS is a subsidiary of Chesterfield Royal Hospital NHS Foundation Trust, committed to a diverse and inclusive workforce.
• The organisation values and welcomes everyone’s abilities, uniqueness and individuality, and encourages all colleagues to be their authentic selves at work.
• DSFS does not currently offer a Certificate of Sponsorship; applications requiring sponsorship will not be considered.

Closing date: 19th July

Interviews w/c 3rd August