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Administration Assistant
Administration Assistant – Oncology Unit, St. James’s Hospital
Full-Time (40 hours/week), Permanent – £27,230 with Benefits Package
About the Role
Equans is seeking an Administration Assistant to support the Estates services for Equans’ Oncology unit at St. James's Hospital. In this vital role, you will provide comprehensive administrative, financial, and operational support to ensure smooth running of procurement, finance, helpdesk, and secretarial functions.
The successful candidate will assist with electronic and manual processes, including invoicing, payroll, document control, reporting, and team organisation.
This is a critical role within Equans’ healthcare facilities management services, requiring precision, confidentiality, and strong communication skills.
Key Responsibilities
Core Duties & Deliverables
As the Administration Assistant, you will:
- Provide full support to procurement, finance, secretarial, and helpdesk operations, including:
- Processing invoices and raises orders via internal software
- Monitoring financial records for errors
- Generating monthly and annual financial reports
- Preparing contractual invoicing on schedule
- Handling employee expenses and overtime payments
- Serve as a contact point for queries, both internal and external, ensuring adherence to budgetary compliance and service standards
- Support with secretarial functions, including drafting memos, meeting minutes, and internal reports
- Maintain electronic and manual administration systems, including a paper-based records management system
- Organise team training, applications, and logistics (accommodation, travel)
- Provide general administrative support, such as:
- Assisting with purchasing requests
- Managing telephone enquiries (including taking messages and follow-ups)
- Supporting document provision and spreadsheet updates
- Actively contribute proactive ideas to improve administrative efficiency and support workflows
- Uphold data protection, confidentiality, and organisational policies
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Key Performance Areas
- Financial Accuracy: Ensuring absolute precision in invoices, payroll, and expense claims.
- Compliance & Reporting: Collaboration with stakeholders to meet budgetary and regulatory requirements.
- Operational Dependability: Adherence to timelines and prioritisation of tasks in a dynamic environment.
What We Offer
We provide a competitive salary and comprehensive benefits package, including: ✅ 24 days annual leave (+ public holidays) ✅ Life cover (equivalent to 1.5x annual salary) ✅ Employee discount schemes across leading brands and retailers ✅ Gym membership discounts ✅ Cycle-to-work scheme ✅ Holiday purchase scheme ✅ 2 corporate social responsibility (CSR) days per year ✅ Extensive learning and development opportunities:
- Professional qualifications
- Collective and individual training
- Personalised support programs ✅ Attractive Employee Referral Rewards Scheme ✅ Access to Equans’ growing employee networks:
- AccessAbility (disability support)
- Encompass (LGBTQ+ community)
- RISE (ethnical diversity)
- Veterans & Reservists
- WOMEN Together
- Working Parents
- Young Professionals ✅ 24/7 Employee Assistance Programme (EAP) ✅ Access to mental wellbeing apps
Requirements
Essential Criteria
- Proactive professional, capable of independently managing administrative duties in a fast-paced environment
- Excellent customer service and telephone communication skills
- Strong interpersonal abilities – collaborative with all levels of staff
- Proficient in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint)
- Safe and secure – able to pass an Enhanced DBS check (including barred lists check)
- Right to work in the UK (unable to offer relocation support)
- Thrive in an accountable and values-driven workplace
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Desirable (but not essential)
- Previous experience in administration, procurement, or finance roles
- Familiarity with procurement systems
About Equans
The company Equans is a UK & Ireland facilities management, decarbonisation, and digital services provider embedded within the Bouygues Group, a global leader in construction and utilities. Our 15,000+ UK employees drive sustainable solutions across the built environment.
Global impact
- Operates across 20 countries
- 5 continents, with 90,000 employees
- €19.2 billion turnover (2024)
Our values & culture At Equans, we uphold five core values and seek to deliver operational excellence:
- Accountability: Taking ownership of our actions
- Respect: Valuing differences to drive inclusivity
- Team Spirit: Collaborating across boundaries
- Service Focus: Prioritising customer needs
Our commitment to Diversity and Inclusion (D&I) is central to our success. We support a welcoming, open environment and actively encourage applications from: 🌍 Women 🏳️ Ethnically diverse candidates ⚖️ People with disabilities 🌈 LGBTQ+ individuals 👨👩 Participants in protected characteristic groups (under the Equality Act 2010)
Next Steps
If this role excites you, we invite your application! Registration is open for candidates to submit via our online form. Theoretically, our Resourcing Team will follow up with shortlisted applicants promptly.
For queries relating to application processing or DBS requirements, contact the Equans Resourcing Team directly—direct enquiries to operational managers are not required.
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