Job Title: Facilities Administrator
Location: Head Office, Cannock
Salary: £12.71 per hour
Contracted hours: 16 hours per week
About our Charity
As one of the UK’s leading charities providing essential specialist equipment to children with disabilities, Newlife is dedicated to making life better - for the families we serve, and for the people who help us to make that happen.
Through grants and emergency equipment loans, we ensure children get the vital equipment they need, when they need it, while our free nurse helpline offers crucial support and information – as well as a listening ear. Our campaigns help to give children with disabilities and their families a voice, advocating for change to benefit the families we serve. And we support adults with additional needs with volunteering and employment opportunities, providing an introduction to the workplace and a means for career development.
Across the whole of Newlife, our teams are crucial to our success – it’s not just a job; here you’ll be helping us to change lives every day.
About the role
The Facilities Administrator plays a key role in supporting the effective delivery of the Facilities function across the Newlife estate. The post‑holder ensures the smooth coordination of facilities activities by working collaboratively with internal departments, site management, and the wider Facilities team to maintain a safe, compliant, and high‑quality operational environment. This role is responsible for upholding safe working practices in line with relevant legislation and best practice, supporting risk identification and mitigation, maintaining accurate documentation, and contributing to regular monitoring and reporting. The Facilities Administrator also works closely with the Head of Profit Protection to ensure compliance, assist with incident investigations, and promote continuous improvement in safety, security, and operational standards across all sites.
Key Responsibilities
1. Ensure all planned preventative maintenance is completed in line with legal and regulatory requirements, including obtaining and validating RAMS, Public Liability insurance and permits to work.
2. Maintain accurate records of all service reports, ensuring remedial works are costed, prioritised, scheduled and completed within the required deadlines.
3. Coordinate timely servicing of equipment across all sites, including PAT testing.
4. Respond to any ad-hoc requests from the business for facilities/PP support both in person and via the helpdesk.
5. Handle all Facilities/PP Administration to include invoices, Purchase orders, expenses, and accurate accident/incident reporting.
6. Support tender processes, contractor onboarding and offboarding and minute taking on any contractor review meetings.
7. coordinate incoming helpdesk enquiries from start to finish, prioritising health and safety, arranging contractors, monitoring budgets and ensuring timely and safe completion of works.
8. Act as an active responder to the Newlife Incident Hub, following correct procedures for incident management.
9. Oversee Newlife’s fleet of vehicles ensuring MOT`s, Servicing, Tax, and insurance, and driver documentation are up to date and compliant.
10. To control and review Newlife onsite car parking and issue permits to employees upon authorised request.
11. Access and review CCTV footage for investigative or health & Safety purposes following GDPR and recording protocols.
12. Manage shared documents and folder structures to ensure alignment with governance and GDPR requirements. Coordinating annual collections of archiving.
13. Order and maintain monthly stationery and kitchen stock levels.
14. Manage incoming calls, shared email boxes, and direct enquiries professionally.
15. Collate and submit monthly meter reading for utilities at all sites.
16. Provide general administrative support, covering reception and handling post and deliveries.
Work in accordance with all Newlife policies and procedures.
What we are looking for
17. Good standard of IT skills competent in Microsoft office (Word, Excel, Outlook)
18. Previous experience of working in a similar role.
19. Knowledge of working in a retail/warehouse environment preferred.
20. Experience of working in a multi-site environment
21. Experience of multi-tasking and delivering tight, ever-changing deadlines
22. Excellent written and verbal communication skills with an ability to maintain a high level of discretion and confidentiality.
23. Ability to engage with all staff at varying levels in a confident and patient manner.
24. Good collaborative approach
25. High level of motivation and be able to use own initiative.
26. Excellent communication skills with the ability to relate to and build trust in all.
27. A proactive and flexible approach to work is essential.
28. Ability to prioritise own workload in an efficient and effective way.
Disclosure and Barring Service (DBS) checking may be necessary for this role.