Job overview
As an Admin / Helpdesk Co-ordinator to Capital, Estates and Facilities, you will be able to multitask own and support other’s workload, logging, and resolving Capital, Estates and Facilities related issues and requests reported through the Helpdesk via various communications from internal and external stakeholders.
The Admin / Helpdesk Co-ordinator will play a vital role in ensuring the efficient operation of Capital, Estates and Facilities Management services are provided throughout the Trust. You will serve as the primary point of contact using good organisational skills with the ability to work effectively as a team player within theCapital, Estates and Facilities Administration Team.
The Admin / Helpdesk Co-ordinator will hold good working knowledge of Microsoft packages and demonstrate the ability to maintain accurate record keeping on various software systems. You will hold knowledge of procurement ordering whilst raising purchase orders to suppliers and contractors through a software-based system and processing related invoices, whilst maintaining accurate database records. Providing
administrative support to the Business Administration Support Manager, Senior Management and Managers within Capital, Estates and Facilities services, where applicable.
Main duties of the job
Provide accurate and efficient admin support including appropriate
correspondence on behalf of the service.
• Act as the first point of contact for all Capital, Estates and Facilities related queries, requests, and issues via telephone, email, or in-person.
Redirecting where necessary urgent matters to the appropriate personnel for timely resolution.
• Communicate effectively using good written, verbal, e-mail and telephone skills.
• Liaise closely with staff, service users and stakeholders maintaining a pleasant, professional and helpful manner.
• Log incoming Helpdesk requests and issues promptly and accurately into the electronic software systems.
• Support and provide cover, as required, to other members of the Administration Team to ensure the Helpdesk is operational Monday to Friday, during office hours.
• Manage the diary of the Managers and coordinate with other diaries to arrange meetings, where applicable.
• To communicate with staff in maintaining timely procedures for data entry and answer queries relating to the information held on Trust electronic systems, where applicable.
• Set up and maintain administrative systems e.g., filing system, monitoring system to support the service.
• Attend admin team / departmental meetings on a regular basis and
contribute to building effective teamwork in exchanging views and ideas
and communicating effectively.
• Prioritise own workload and use own initiative to meet varied deadlines.
Working for our organisation
We are proud to provide high quality mental health and learning disability services, both inpatient and in the community across five boroughs of Greater Manchester - Bury, Oldham, Rochdale, Stockport and Tameside and Glossop.
Our vision is for a happier and more hopeful life for everyone in our communities and our staff work hard to deliver the very best care for the people who use our services. We’re really proud of our #PennineCarePeople and do everything we can to make sure we’re a great place to work.
All individuals regardless of race, age, disability, ethnicity, nationality, gender, gender reassignment, sexual orientation, religion or belief, marriage and civil partnership are encouraged to apply for this post. We would also encourage applications from individuals with a lived experience of mental illness, either individually or as a carer.
If you come and work for us we will offer a range of benefits and opportunities, including:
* Generous annual leave entitlement for Agenda for Change and Medical and Dental staff.
* Flexible working opportunities to support your work/life balance
* Access to Continued Professional Development
* Involvement in improvement and research activities
* Health and Wellbeing activities and access to an excellent staff wellbeing service
* Access to staff discounts across retail, leisure and travel
Detailed job description and main responsibilities
Provide accurate and efficient admin support including appropriate
correspondence on behalf of the service.
• Act as the first point of contact for all Capital, Estates and Facilities related
queries, requests, and issues via telephone, email, or in-person.
Redirecting where necessary urgent matters to the appropriate personnel
for timely resolution.
• Communicate effectively using good written, verbal, e-mail and telephone skills.
• Liaise closely with staff, service users and stakeholders maintaining a pleasant, professional and helpful manner.
• Log incoming Helpdesk requests and issues promptly and accurately into the electronic software systems.
• Support and provide cover, as required, to other members of the Administration Team to ensure the Helpdesk is operational Monday to Friday, during office hours.
• Manage the diary of the Managers and coordinate with other diaries to arrange meetings, where applicable.
• To communicate with staff in maintaining timely procedures for data entry and answer queries relating to the information held on Trust electronic systems, where applicable.
• Set up and maintain administrative systems e.g., filing system, monitoring system to support the service.
• Attend admin team / departmental meetings on a regular basis and
contribute to building effective teamwork in exchanging views and ideas
and communicating effectively.
• Prioritise own workload and use own initiative to meet varied deadlines.
Person specification
Education / Qualifications
Essential criteria
* GSCE English and Maths Grade 9 – 4 (Grade C or above) or equivalent
* NVQ Level 3 or equivalent experience
Desirable criteria
* RSA III or equivalent
* City and Guilds Certificate
Experience
Essential criteria
* Experience of using Microsoft Office applications, including Word, Excel, PowerPoint, Outlook
* Administration experience
Desirable criteria
* Work experience in medical environment.
Knowledge
Essential criteria
* Office procedures and systems
Desirable criteria
* Knowledge of NHS services
Skills and Abilities
Essential criteria
* High standard of communication skills both verbal and written
* Excellent prioritisation skills
* Ability to effectively work on own or as part of a team
* Use own initiative
* Able to maintain confidentiality.
* Flexible
* An ability to use initiative and work under high levels of pressure in sensitive situations is essential.
Work Related Circumstances
Essential criteria
* Use of a car or access to a means of mobility to travel across the Trust footprint in line with service needs
* Willing to carry out all duties and responsibilities of the post in accordance with the Trust’s Equal Opportunities and Equality and Diversity policies
* Appointments to regulated and controlled activities require an enhanced DBS disclosure.
📝 Application support - We recommend tailoring your application to each role you apply for, particularly your supporting information. This gives you the best chance of success. Your supporting information should clearly explain, with examples, how your skills and experience meet the essential and desirable criteria for the role.
We understand that some candidates may use AI tools to help prepare their application. This is not restricted, however, any AI support should only be used to enhance your own writing and must reflect your genuine skills and experience. You will be asked to talk about your application at interview. Applications that contain false or misleading information may be removed from the recruitment process.
We also offer virtual application support sessions each month, where you will learn some hints and tips to support you in completing your application form. To secure your place, and to find out more visit the on our website.
🌍 Sponsorship Information - We are an approved sponsoring organisation. Applications will be considered from applicants requiring sponsorship alongside all other applications. Please be aware, not all roles are eligible for sponsorship. You can review the list of eligible role and requirements on the
📬 After You Apply - Once your application is submitted, you’ll receive updates via email. Shortlisting is based on how well you meet the criteria outlined in the person specification. Only shortlisted candidates will be invited to interview, and invitations will be sent by email.
✅ If You're Offered the Role - If successful, the hiring manager will contact you directly with a verbal offer. They will then notify the Recruitment Team and submit the necessary paperwork. You’ll receive a formal conditional offer via email
🔍 Pre-Employment Checks - To confirm your suitability for the role, we will carry out pre-employment checks in line with. These include:
* Identity verification
* Right to work check
* Disclosure and barring service (DBS)/Criminal record check (dependent on role)
* Professional registration and/or qualification check
* Occupational health assessment
* Employment history and reference validation
All applicants external to Pennine Care NHS Foundation Trust will be required to provide their to cover the most recent three years employment. This information will used to validate employment history and references.
If you require sponsorship, we will assess your eligibility based on current If the role is not eligible and you cannot demonstrate your right to work, your conditional offer may be withdrawn.
🚀 Once Checks Are Complete -
The Recruitment Team will coordinate with you and the hiring manager to confirm a start date. You’ll be booked onto a Trust Welcome Session and receive your Pennine Care NHS Terms and Conditions.
📣 Additional Information -
We are committed to equality, diversity, and inclusion (EDI), and we strive to ensure our workforce reflects the communities we serve. We actively encourage applications from individuals of diverse backgrounds to help us grow, innovate, and improve.
If you wish to be considered under the Disability Confident Scheme, you will be guaranteed an interview if you meet the essential criteria for the role.
If you need reasonable adjustments during the recruitment process, please contact us on 0161 716 3181 as early as possible so we can support you.
Please note:
* We do not accept unsolicited contact from recruitment agencies. Hiring managers should not be contacted directly.
* We may close this vacancy early if we receive a high volume of applications. If you have a disability or long‑term health condition and need extra time or adjustments to complete your application, please contact us as soon as possible. We will ensure you are not disadvantaged where a reasonable adjustment is appropriate.