Facilities Services Senior Admin Co-Ordinator

Job 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 (flexibility may be required).

Responsibilities include issuing identification badges, coordinating minutes and action logs, supporting meeting chairs with documentation, and managing access control. The incumbent will support a team of six administrators, prioritize workload, cover for annual leave, and ensure a safe environment for patients, visitors and colleagues.

Provide specialist clerical and administrative services to senior facilities staff. Manage staff identification badge requests, organise meetings and events, and produce agendas and action notes.

Coordinate diaries, ensure meeting arrangements are completed on time, and maintain records of meetings booked for the year.

Prepare correspondence, reports and draft letters using Microsoft 365 Copilot AI assistance where applicable.

Maintain a balanced workload, work independently, and prioritize tasks using own initiative.

DSFS is a subsidiary company 100% owned by Chesterfield Royal Hospital NHS Foundation Trust and employs almost 1,000 staff across a range of facilities and corporate services.

• Microsoft Office 365
• GCSE English Language grade C or above
• Microsoft Teams
• NVQ or equivalent in business and administration
• Customer Service

• Note‑taking at higher‑level meetings
• Experience working as part of a multi‑disciplinary team
• Problem‑solving on own initiative
• Prioritising workloads and organising meetings
• Accurate typing of documents
• First‑line management or supervision
• Busy administration office environment
• Access control systems

• Good interpersonal skills
• Excellent verbal and written communication
• Ability to handle simultaneous tasks
• Ability to meet deadlines under pressure
• Advanced IT skills, including AI software

• Self‑motivated
• Professional approach
• Flexibility to meet demands
• Methodical
• Articulate
• Adaptable to change and open to feedback

Flexible or predictable working arrangements can be discussed to accommodate the service and patient needs.

DSFS Ltd currently does not offer a Certificate of Sponsorship; applications requiring sponsorship will not be considered.