Job summary
Estates Admin
Department: Estates
Band 3, £24,937 - £26,598 Per annum, pro rata
Hours: Full time, 37.5 per week, Fixed Term 4 month contract. All MKUH roles will be considered for flexible working
Do you have excellent communication skills? Are you experienced in Microsoft Suite and feel confident using IT?
Our Estates team are currently hiring an Estates Helpdesk Administrator and Scheduler as the current employee has had an internal move. You will be based on-site at Milton Keynes University Hospital within the Administrator Workshop Office. The successful candidate will be working 8 am - 4 pm.
As first-point of contact for the team, you will also be customer facing on reception, responsible for answering the phones and incoming emails, be responsible for ensuring office equipment if fully stocked and participate in ad-hoc duties for the management team.
As well as working on the helpdesk, you will be acting as a scheduler for the Estates team using the CAFM (Computer-Aided Facility Management) system. You will be allocating Estates staff to the requests that come through.
'We care We communicate We collaborate We contribute'
Please note that we are not able to offer sponsorship for this role.
Interview date: w/c 27 October 2025
Main duties of the job
Prioritise and control allocation of incoming reactive jobs received via both email and phone call.Allocation of planned preventative maintenance work based on staff trade and/or job role.Work with the Stores Officer to minimise delays for parts and ensure timely completion of outstanding jobs.Provide updates and reports to Estates Supervisors and Manager on request.Provide a flexible and comprehensive help desk service.To provide a fully confidential, secretarial and administrative service to support the Works Team.The post holder will demonstrate an attitude which respects and values all service Users
About us
NHS Staff Survey: 79.5%of our staff say MKUH has made reasonable adjustments to help them perform their roles effectively. Whether it's accessibility, flexible working, or tailored support, we're committed to removing barriers so everyone can thrive.
You can expect a warm welcome at Milton Keynes University Hospital, our staff are friendly and welcoming. We listen to each other and work together to embed our Trusts values and behaviours. At MKUH we appreciate our staff and reward them with an outstanding benefits package including:
Free on-site parking
Free Refreshments
Great flexible working opportunities
Discounted gym membership
Lease car scheme
Generous annual leave and pension scheme
On site nursery (chargeable)
Extensive staff health and well-being programme
Milton Keynes University Hospital NHS Foundation Trust, in partnership with the University of Buckingham, is a University Teaching Hospital; we conduct research and teaching on site to improve the care of our patients. The hospital is undergoing significant investment, and we are proud to be rated good by the CQC. Visit our website to catch up on our latest news.
Job description
Job responsibilities
Act as the first point of contact for all requests for maintenance repairs from Wards and Departments in person, telephone and electronically.
To prioritise and schedule maintenance work using the Trust CAFM (Computer-Aided Facility Management) system, and issue to maintenance staff.
Allocate planned preventative maintenance tasks to the maintenance staff based on trade, skills and workload.
Liaise with Estates Stores Officer to minimise delays to job awaiting parts.
If jobs cant be done by the team let Supervisors / Estates office know.
Participate in the provision of an efficient and courteous reception and enquiry function on behalf of the team, including issuing passes to visitors and contractors.Work in conjunction with management to ensure all completed works orders correct and are to support the production of performance result.
Update customers on job progress, promoting a customer focussed service
Please refer to attached Job description for further information.
We believe success lies in the diversity of our employees and are committed to promoting equality, encouraging diversity, and embracing inclusion. We welcome applications from everyone interested in working for us.
MKUH is committed to equal opportunities and improving the working lives of our staff and as such we offer a range of flexible working practices.
We reserve the right to expire vacancies prior to the advertised closing date once enough applications have been received.
MKUH uses identification scanning technology to confirm the authenticity of documents; all prospective employees of MKUH will have their original documents verified using this technology.
By applying for this role, you accept if successful, that information from your application will be transferred into the national NHS Electronic Staff Record (ESR) system. Your personal data may be transferred from the Trust to another NHS organisation where your employment transfers within the NHS. This is in accordance with the streamlining programme which aims at saving you time and improving efficiencies within the NHS when your employment transfers.
Upon commencing employment with the Trust,all employees (except Medical & Dental Staff on national terms and conditions) are subject to a probationary period lasting a period of six months with an option to extend for a further six months to a total of 12 months.
Job description
Job responsibilities
Act as the first point of contact for all requests for maintenance repairs from Wards and Departments in person, telephone and electronically.
To prioritise and schedule maintenance work using the Trust CAFM (Computer-Aided Facility Management) system, and issue to maintenance staff.
Allocate planned preventative maintenance tasks to the maintenance staff based on trade, skills and workload.
Liaise with Estates Stores Officer to minimise delays to job awaiting parts.
If jobs cant be done by the team let Supervisors / Estates office know.
Participate in the provision of an efficient and courteous reception and enquiry function on behalf of the team, including issuing passes to visitors and contractors.Work in conjunction with management to ensure all completed works orders correct and are to support the production of performance result.
Update customers on job progress, promoting a customer focussed service
Please refer to attached Job description for further information.
We believe success lies in the diversity of our employees and are committed to promoting equality, encouraging diversity, and embracing inclusion. We welcome applications from everyone interested in working for us.
MKUH is committed to equal opportunities and improving the working lives of our staff and as such we offer a range of flexible working practices.
We reserve the right to expire vacancies prior to the advertised closing date once enough applications have been received.
MKUH uses identification scanning technology to confirm the authenticity of documents; all prospective employees of MKUH will have their original documents verified using this technology.
By applying for this role, you accept if successful, that information from your application will be transferred into the national NHS Electronic Staff Record (ESR) system. Your personal data may be transferred from the Trust to another NHS organisation where your employment transfers within the NHS. This is in accordance with the streamlining programme which aims at saving you time and improving efficiencies within the NHS when your employment transfers.
Upon commencing employment with the Trust,all employees (except Medical & Dental Staff on national terms and conditions) are subject to a probationary period lasting a period of six months with an option to extend for a further six months to a total of 12 months.
Person Specification
Qualifications and knowledge
Essential
- Good standard of general education including GSCE or equivalent in English language
- NVQ Level 3 Business Administration
- Knowledge of Microsoft Office applications
- Understanding of confidentiality issues/ data protection
- Extensive knowledge of office procedures
Desirable
- Knowledge of spreadsheets
Experience
Essential
- Scheduling work orders on to a Cafm (Computer-Aided Facility Management system)
- Experience of using Microsoft office software
- Relevant experience in an administration role
Desirable
- Good keyboard skills
- Experience of working within the NHS or related healthcare
- Experience of data input
- Secretarial experience and experience of minuting meetings
Skills
Essential
- Excellent interpersonal and communication skills
- Good verbal and written communication skills
- Ability to prioritize own workload.
- Ability to work as a member of a team
- Ability to develop, operate and maintain filing systems both manual and electronic
- Ability to remain courteous whilst under pressure.
Personal and people development
Essential
- Able to keep abreast of new technology and learn new technology and ways of working within the Estates environment
- Follow policies, procedures and protocols and able to comment as required when this area of work is under review.
Person Specification
Qualifications and knowledge
Essential
- Good standard of general education including GSCE or equivalent in English language
- NVQ Level 3 Business Administration
- Knowledge of Microsoft Office applications
- Understanding of confidentiality issues/ data protection
- Extensive knowledge of office procedures
Desirable
- Knowledge of spreadsheets
Experience
Essential
- Scheduling work orders on to a Cafm (Computer-Aided Facility Management system)
- Experience of using Microsoft office software
- Relevant experience in an administration role
Desirable
- Good keyboard skills
- Experience of working within the NHS or related healthcare
- Experience of data input
- Secretarial experience and experience of minuting meetings
Skills
Essential
- Excellent interpersonal and communication skills
- Good verbal and written communication skills
- Ability to prioritize own workload.
- Ability to work as a member of a team
- Ability to develop, operate and maintain filing systems both manual and electronic
- Ability to remain courteous whilst under pressure.
Personal and people development
Essential
- Able to keep abreast of new technology and learn new technology and ways of working within the Estates environment
- Follow policies, procedures and protocols and able to comment as required when this area of work is under review.
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
