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Facilities Administrator
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Location: Medical Detection Dogs Centre, Great Horwood, MK17 0NP
Salary: A GBP 24,853 per annum
Vacancy Type: Permanent, Part Time, 15 hours per week
About Us
Medical Detection Dogs trains dogs to save lives. We train specialist dogs to detect the odour of human disease, providing life-saving Medical Alert Assistance Dogs to people with complex health problems across the UK and collaborating with NHS Trusts and other researchers and Universities both in the UK and internationally to advance the early diagnosis of disease. We have an exciting new opportunity to join this small, but ambitious charity that is a world leader in its specialist, innovative field.
Main Purpose and Scope of the Role
To provide efficient administrative and operational support to the Facilities function, ensuring the smooth day-to-day management of facilities services, suppliers, records, and site operations.
What You'll Do
Facilities Administration
- Manage purchasing requests, purchase requisitions, and facilities-related orders.
- Administer uniform ordering, distribution, and stock control.
- Purchase and provision of office supplies and stationery.
- Coordinate reception arrangements and associated administration.
- Manage incoming and outgoing post, courier services, and franking.
- Maintain water testing schedules and records.
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Record Keeping and Coordination
- Maintain facilities compliance records and documentation.
- Assist with scheduling contractor visits and service appointments.
- Maintain supplier information and service records.
- Support facilities reporting and budget monitoring.
- Maintain contractor file to include insurance documentation and staff qualifications as appropriate.
Supplier and Contractor Support
- Liaise with contractors and suppliers regarding appointments, quotations, and service delivery.
- Raise purchase orders and track expenditure where required.
- Support contract administration activities.
Shared Facilities Operations (including cover for non-working hours of the Facilities Manager)
- Coordinate day-to-day operation of:
- Storage facilities
- Waste and recycling
- Merchandise stock and storage
- Supplier and contractor management
- Air conditioning systems
Facilities Administrator
- Automatic gates and doors
- Water heaters
- Cleaning services
- Utilities providers
- Furniture
- Gardening and grounds maintenance
Customer Service
- Act as a first point of contact for facilities enquiries.
- Provide support to staff regarding facilities issues, maintenance requests, and site services.
- Escalate operational or compliance concerns to the Facilities Manager.
- Volunteer and assist with fundraising events throughout the year as needed.
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Person Specification
- Previous experience within Facilities Management, Hospitality, or Front of House Environment.
- Financial experience in tracking and monitoring purchases ensuring best value for money.
- Proficient using Microsoft Office Suite (Word, Excel, PowerPoint) with sound attention to detail.
- Excellent written and verbal skills.
- Ability to work individually and as part of a team.
- Ability to deputize in the absence of the Facilities Manager.
- A positive can-do attitude and willingness to learn.
Other Requirements
- Hold a full UK Driving License.
- Provide proof of identity and eligibility to work in the UK.
- Undertake a Disclosure and Barring Service (DBS) check.
Diversity, Equality, and Inclusion
We are a welcoming, diverse, and inclusive charity. Medical Detection Dogs thrives when everyone feels comfortable bringing their best self to work. We celebrate difference, whilst striving to create an environment where colleagues feel respected and valued for their unique potential. We are committed to our values on equity, diversity, and inclusion.
Values and Behaviours
Working at Medical Detection Dogs will be a richly rewarding experience.
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