The Administrator / Team Leader will provide a comprehensive and high-quality administrative support service to the Estates Operational Services team, covering Newry & Mourne, Armagh & Dungannon, and Craigavon & Banbridge localities. The post holder will also be responsible for the day-to-day supervision of Estates Operations administrative staff Trustwide and will support the Assistant Head of Estates in ensuring the smooth running of administrative processes across all Estates operations.

Key Duties and Responsibilities

Administrative Support

• Provide effective administrative support for Estates Operations across multiple sites.

• Operate systems such as MICAD and BSTP for requisitions, purchase cards, fuel receipts, and invoice processing.

• Prepare and distribute internal communications, including generator testing notifications, service disruption notices, and training documentation.

• Maintain accurate leave, sickness, and rota records (e.g., Rotawatch for on-call arrangements).

• Support departmental and regional training administration and maintain training matrices.

• Assist in developing and improving administrative systems and procedures to enhance efficiency.

• Produce and distribute ad hoc reports as required.

Team Leadership

• Supervise and support Estates Operations Admin staff Trustwide.

• Conduct annual reviews (KSF), identify development needs, and coordinate training for staff.

• Manage annual leave, sickness absence, and ensure adequate cover within the team.

• Maintain staff morale and effective communication across sites.

• Participate in staff recruitment and selection processes as required.

• Uphold Trust policies regarding conduct, attendance, and performance.

General

• Ensure compliance with Health & Safety, Equality, and Information Governance policies.

• Promote a culture of teamwork, integrity, and high standards of service delivery.

• Undertake any other duties relevant to the post as required by management.

Essential Criteria

• Qualifications / Experience:

  • HNC/HND (or higher) in an administrative-related field and at least 1 years administrative experience,
    OR

  • 4 GCSEs (AC) including English and Maths and at least 2 years administrative experience,
    OR

  • 3 years administrative experience (if no formal qualifications).

• Proficient in Microsoft Office applications (Word, Excel, PowerPoint, Access).

• Full, current driving licence valid for use in the UK and access to a vehicle (or suitable alternative if a disability precludes driving).

Desirable Criteria

• Previous experience working within an Estates or Facilities Management environment.

Key Skills and Attributes

• Strong organisational and prioritisation skills.

• Excellent communication and interpersonal abilities.

• Ability to use initiative and make sound decisions.

• Team player with a flexible and positive approach.

• Commitment to maintaining confidentiality and high standards of professionalism.