Maintenance Administrator

Job Title: Maintenance Administrator

You will act as the central point of coordination for all maintenance and estates‑related activity across the sites. You will plan, organise, oversee, and record maintenance tasks; liaise with contractors; support routine health and safety checks; and ensure compliance documentation is up to date. This role strengthens governance, improves responsiveness, and supports cost‑effective management of estate resources.

Duties and Responsibilities:

• Organise, schedule, and track all reactive and planned maintenance work.
• Act as first point of contact for maintenance queries from staff and contractors and maintain the email inbox.
• Coordinate contractor visits, including access arrangements and on-site support.
• Work with the General Management team to ensure works are completed to an acceptable standard, within agreed timelines.
• Maintain accurate and up-to-date records of all maintenance activity and certification.
• Build effective working relationships with external contractors and suppliers.
• Support in obtaining quotes for works, comparing costs and value to support procurement.
• Assist the General Management team with tendering processes for larger works.
• Monitor contractor performance and escalate concerns as required.
• Support weekly, monthly, and annual health and safety checks.
• Ensure all statutory and compliance documentation is logged, stored, and retrievable.
• Flag risks, overdue actions, or urgent issues promptly to the DGM or relevant leads.
• Contribute to maintaining CQC and H&S compliance across the site.
• Maintain central logs, trackers, compliance documents, and maintenance dashboards.
• Produce simple reports or summaries for management when required.
• Support consistent processes for estates management across all areas.
• Ensure records are kept to audit-ready standards.
• Taking messages and passing on information.
• Filing and retrieving paperwork.
• Computer data entry/data allocation and collation; processing and recording information in accordance with Practice procedures.
• Providing clerical assistance to Practice and Trust staff as required from time to time, including word/data processing, filing, photocopying and scanning.
• Any other duties required as part of your role.

Business Responsibilities:

• Gather statistics and information as required.
• Undertake assigned tasks, project support, or development.
• Maintain accurate documentation and records using IT as per [Employer hidden — view at passion-project.co.uk] Group protocol.
• Follow agreed policies and protocols, seeking guidance from Team Leaders and Managers if required.
• Promote service uptake within the community.
• Uphold and promote [Employer hidden] Group's ethos and culture.
• Ensure resource rationalisation.
• Assist in expanding the business's professional offerings.
• Attend in-house governance, educational, and staff meetings.
• Plan, develop, and support new working processes to enhance quality.
• Train staff for optimal performance.
• Build and maintain relationships with other healthcare professionals and external bodies.
• Always behave professionally.

Safeguarding:

• Commit to safeguarding Adults at risk (vulnerable adults), children, and young people.
• Adhere to legislation and policies on Child Protection and Safeguarding Adults and be aware of your duties and responsibilities.
• Recognise signs of abuse and neglect.
• Inform the Safeguarding Lead of any concerns promptly.
• Stay up to date with safeguarding training requirements.

Learning and Development:

• Participate in training programmes, performance reviews, and personal/professional development.
• Develop and use a Personal Development Plan.
• Utilise learning opportunities and share knowledge with the team.
• Undertake mandatory and statutory training.

Team Working:

• Assist and support your line manager in providing a quality service.
• Provide cover during team members' absences.
• Support and facilitate change.
• Undertake additional tasks as required.
• Work effectively as a team member, supporting others.
• Accept delegation from senior staff and manage time effectively.
• Participate in team activities to improve patient care.
• Contribute to team effectiveness by reflecting on activities and making suggestions.
• Support local projects as agreed.
• Delegate duties safely and competently.

Confidentiality:

• Respect patients' privacy and maintain confidentiality.
• Access and share information only with authorised persons as per policies.

Health & Safety:

• Promote and maintain health, safety, and security per the Health & Safety Policy.
• Use personal security systems and manage work risks effectively.
• Keep up with training to update knowledge and skills.
• Use infection control procedures and maintain tidy, hazard-free work areas.
• Report potential risks and accidents promptly and as per the policy.

Equality and Diversity:

• Support equality, diversity, and rights of patients, carers, colleagues and visitors.
• Respect the privacy, dignity, and beliefs of all individuals.
• Behave in a welcoming, non-judgmental manner.

Quality:

• Strive for quality within [Employer hidden] Group.
• Alert the team to quality and risk issues.
• Manage time, workload, and resources effectively.
• Work within limitations and cooperate with audits.
• Contribute to achieving high quality standards and initiate improvement projects.
• Work with the Registered Manager to meet CQC standards.
• Collaborate with other agencies to meet patients' needs.

Communication:

• Communicate effectively with team members, patients, carers and visitors.
• Recognise and respond to alternative communication needs.

Other:

• This job title and job description is neither exhaustive nor exclusive and is subject to periodic review and amendments.