SOFT SERVICES ADMINISTRATOR

Main Responsibilities

SOFT SERVICES ADMINISTRATOR

Salary: £26,000 - £28,000 per annum

Working Hours: Fixed Term Contract for 3-6 months, Full Time, 40 hours per week, Monday to Friday between 8:30am and 5:30pm

Location: Churchill Hospital, Oxford, OX3 7LE

Join our team at G4S Facilities Management! We're seeking a highly organised and efficient Soft Services Administrator to provide crucial administrative support at the Churchill Hospital in Oxford. This fixed-term role (3-6 months) offers a fantastic opportunity to contribute to the smooth running of our busy office.

As Soft Services Administrator, you'll be the backbone of our administrative operations, working closely with Heads of Service, the H&S team, and the Performance Manager. Your key responsibilities will include:

Responsibilities

• Document Management: Preparing, typing, and distributing reports, minutes, papers, specifications, and other important documents. This includes attending meetings and taking accurate notes.

• Scheduling & Coordination: Managing appointments, meetings, and training sessions, including preparing briefing papers, agendas, and presentations.

• Information Management: Collating, producing, and distributing information and reports to ensure accurate and timely communication across teams.

• Office Administration: Handling general office duties such as photocopying, scanning, and assisting with office setup.

• Filing & Record Keeping: Implementing, updating, and maintaining a central filing system, including critical Health & Safety records, Toolbox Talks, training workbooks, and the training matrix.

• Procurement Support: Raising and receiving purchase orders, resolving invoice queries, and ensuring smooth procurement processes.

• Payroll Support: Updating schedule data for the Soft FM team in Kronos to support the payroll administrator.

• Delivery Management: Checking and verifying deliveries, and following up with suppliers on any discrepancies.

• HR Support: Assisting the Soft FM team with creating letters and documents for HR processes.

• CAFM & Audit Support: Closing out domestic tasks on the CAFM system, updating managers on failures, updating OCM or failure reports, closing audit rectifications on the Trust system, and sending out star ratings.

• Stock Management: Completing chemical stock takes and placing orders.

The Ideal Candidate

Essential Skills:

• Excellent attention to detail and ability to follow instructions.

• Strong teamwork skills.

• Excellent communication and interpersonal skills.

• Proven organizational and time-management abilities.

• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint).

Desirable Skills:

• Experience with CAFM systems (e.g., Kronos).

• Knowledge of Health & Safety procedures.

Benefits

While working for G4S, you are entitled to a number of benefits and offers from G4S partners and other organisations, from employee assistance provided through WeCare, to RAC cover and so much more, including the below;

• 25 days holiday plus bank holidays.

• Progression, training and development catered to you.

• Refer A Friend incentives. 

• Company pension scheme with employer contributions.

• G4S Life Assurance Scheme.

• Subsidised healthcare plan.

• Charity work- Match-IT and Payroll Giving.

• Confidential Counselling Services.

• 24/7 support specialising in health and medical. 

• Discounts on high street shops and brands including several leading high street brands, retailers and travel suppliers.

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