Clerical OfficerNHS

Job summary

The Estates and Facilities Administrative Support Officer is responsible for providing comprehensive and efficient administrative support to the Estates and Facilities Office, with a particular focus on supporting the Car Parking and Accommodation services. The post holder will play a key role in ensuring the smooth day-to-day delivery of these services, acting as a central point of contact for staff, visitors, contractors, residents, and external stakeholders.

The role requires a proactive and organised individual who can manage a varied workload, prioritise competing demands, and maintain accurate records while delivering a high standard of customer service. The post holder will also support the Maintenance Helpdesk function and assist with a range of administrative activities that contribute to the effective operation of the Estates and Facilities Department.

Working closely with colleagues across the organisation, the successful candidate will help ensure that accommodation, car parking, maintenance reporting, and contractor management processes are delivered efficiently, professionally, and in accordance with organisational procedures and policies.

Main duties of the job

Answer car park intercom, assist customer appropriately during office hours

Ensure ParkingEye white list is accurate & up-to-date at all times

Respond to queries from staff on parking, by email, telephone or face-to-face

Answer EFM Helpdesk, adding maintenance tasks to First FM, or forward query as appropriate

Sign-in contractors ensuring keys issued are recorded, the necessary permits are issued & any parking is actioned on ParkingEye

Provide administrative support within the EFM Team

Provide training to others within the EFM team so others can provide support to cover role during absence

Contact external providers when required to report issues

Update spreadsheets with income & expenditure.

Responsible for inputting data onto First FM

Raise sales orders or PO orders when requested by Management

Booking accommodation & take payments using PayPal.

Greet contractors, explaining signing in/out procedure & supplying keys to plant rooms where necessary

Communicate effectively with other members of the Facilities Admin team as appropriate.

Follow procedures for the central filing system for correspondence, letters etc. that are required to meet statutory, mandatory or best practice needs.

To provide cover for the rest of the Estates & Facilities Admin team as required.

Print Trust ID Badges & issue to staff following agreed procedures

Provide security access to staff ID badges following management approval

Job description

Please refer to the attached job description for comprehensive information regarding the role, including the key duties and responsibilities, essential skills and experience, and the contribution the post makes to the effective delivery of Estates and Facilities services. The job description provides a full overview of the expectations, responsibilities, and requirements associated with the position.

About us

At Somerset NHS Foundation Trust, we're committed to supporting our employees with a range of benefits designed to enhance your professional and personal life. We offer:

• Flexible working options to help you balance work and life
• NHS pension scheme for long-term financial security
• Generous annual leave allowance to recharge and relax
• A strong focus on career development to help you grow and achieve your potential

Additionally, you'll gain access to our Blue Light Card, unlocking exclusive discounts on shopping, dining, and leisure activities, as well as NHS-specific perks to support you both inside and outside of work.

We are proud to foster a diverse, skilled, and inclusive workforce, and we encourage applications from all backgrounds.

Why Somerset? Somerset offers the perfect blend of idyllic countryside, outstanding areas of natural beauty, and breathtaking coastlines, with vibrant cities like Bristol, Bath, and Exeter just a short drive away - and only two hours to London.

The region is home to excellent educational facilities, and with affordable housing compared to other parts of the country, it's a great place to build both your career and your future.

Somerset truly has it all - the peaceful countryside and cosmopolitan city life, with something for everyone to enjoy.