Facilities Administrator

Main Responsibilities

Facilities Administrator

Gatwick Immigration Removal Centre, Gatwick Airport, RH6 0PQ

Salary range : £22,000 - £22,500 per annum

Full-time (40 hours per week)

As the world’s leading security solutions group with operations in over 120 countries and more than 625,000 employees worldwide, G4S is a truly unique company. We’re bigger, more diverse and involved in more fascinating, cutting-edge projects than many people would imagine and we now have an opportunity for Facilities Administrator to join our team at Gatwick IRCs.

As the largest private provider of Immigration Services for the UK Border Agency (UKBA), G4S is responsible for providing a safe and secure environment for people being detained due to their immigration status. Our Contract locations are situated near Gatwick Airport and can accommodate just under 600 male/female detainees with an ever changing population.

As part of our continuing development, we’re now looking for confident and approachable team players who are committed to providing a high quality service for the people in our care

The successful candidate will be required to ensure completion and compliance of all related administration tasks providing support to the Deputy Facilities Manager.

Key Responsibilities

• To receive and monitor all helpdesk calls through the CAFM Database ensuring that the helpdesk is covered at all contractual times.
• To update information held on the CAFM Database, completing work tasks within timescales and updating information to allow system to run effectively.
• To produce reports from the CAFM Database
• Plan workload effectively to meet deadlines
• To arrange customer feedback on all work tasks as and when necessary.
• To maintain central office systems, ensuring that records are accurate and consistent with relevant company procedures. 
• To maintain annual leave records.
• To maintain sick absence records effectively.
• Purchasing of all necessary items for the on-site team.
• To attend any training courses required for this role.
• Manage own workload and that of the admin team effectively ensuring that the managers requirements are met.
• Order and keep records of all PPE requirements
• To understand the contractual requirements and the operational needs of the site.
• To complete billing to a high standard to submit to client.
• To prepare written quotations for customers and record using the relevant documents.
• Resolve invoice queries using our finance systems.
• To work closely with finance team and provide information as requested by then.
• Review of COSHH assessments on an annual basis and to manage the COSHH system
• To review the statutory compliance spreadsheet and manage this on a monthly basis.
• To review, manage and implement office systems to ensure local procedures in place for all processes.
• To monitor and sign off Kronos when required.
• To assist other contracts as and when required.
• Provide training to other team members and other administrators at other contracts.
• Provide general administrative support and other appropriate duties as directed by line manager
• Contribute to company objectives by meeting own performance objectives
• Establish good working relationships with other team members
• Ability to work flexible hours
• Any other tasks requested by the line manager.

The Ideal Candidate

Essential Skills

• Experience in a proven administrative role with a supervisory element is essential.
• Able to work to varying deadlines.
• Should have excellent verbal and written skills
• Good organisational skills
• A good knowledge of finance and accounting systems is  essential and a willingness to attend training courses as and when necessary
• Educated to GCSE level or higher
• Strong knowledge of Microsoft Office suite
• Proactive and resourceful.

Desirable Skills

• Knowledge of CAFM Database
• Knowledge of SAP & ARIBA
• H & S awareness and certified to at least BSC level 1

If you join us, you can be sure that you’ll find a secure, friendly and professional working environment and be given all the support, training and encouragement you need to build and develop a successful career with us. Our benefits are as you would expect from a large global organisation and include a company pension, comprehensive training, career development, generous holiday entitlement and uniform.

Please note that these vacancies are subject to a 10 year checkable history and the strict vetting standards set by G4S and the Secretary of State for the Home Office and are exempt from the Rehabilitation of Offenders Act.

You must be eligible to work in the UK and must have been resident in the UK for a minimum period of 5 years. You will also need to provide full details of your employment and education history for the last 10 years as part of the security screening process for this role.