Facilities and Environmental Administrator

We are Ascenti. The leading provider of physiotherapy and mental health services- helping thousands of people to elevate their health and live active lives every day.

With more than 25 years’ experience serving both the public and private sectors, we are industry leading experts and passionate believers in our distinct clinical philosophy, because we know how it works and see first-hand how it helps people every day.

As the Facilities and Environmental Administrator, you will independently manage the facilities at our Bristol office, acting as the main point of contact for all Facilities matters at the site. You will oversee the maintenance of the office to ensure that it remains in a good state of repair, comfortable for the staff who work on site, and compliant with all relevant regulations.

You will also manage the company’s Environmental Management System and ISO14001 certification and support the wider Facilities team with administrative procedures relating to all sites that Ascenti operates from.

How your role fits within our team

As the Facilities and Environmental Administrator, you will be working within the FHSE (Facilities, Health & Safety, and Estates) department. As a team we work closely with the Finance and Capacity teams, as well as operational managers across the Physiotherapy network to ensure we maintain a safe and appropriate network of facilities for our clinical staff to operate from.

Key responsibilities

Maintaining our clinic records and site compliance

• Management of facilities at our Bristol office.
• Arranging necessary routine maintenance and remedial works.
• Onsite fire safety checks.
• Managing our clinic database including accurately maintaining, reviewing, and updating data.
• Managing our portfolio of premises including keeping and maintaining accurate records, reviewing, and updating information and records held in our filing system.
• Assisting with the management of facilities at our head office.
• Assisting with the management of our suppliers and contractors.
• Processing of rent invoices, dealing with discrepancies and queries
• Managing the Environmental Management System (EMS)
• Ensuring the management system meets the requirements of the ISO14001 standard.
• Leading the implementation of procedures, initiatives, corrective and preventative action.
• Ensuring the company complies with applicable legislation and laws, liaising with necessary professionals for guidance and support.
• Reporting on effectiveness and performance of the EMS to the management team
• Management of the internal audit program.
• Overseeing and preparing for the annual external ISO14001 audits.
• Attending quarterly management meetings.
• Monthly visit to Head Office (Fareham) to carry out necessary on-site tasks.

General Administrative tasks

• The ordering of goods and services including the management of our office and clinical equipment and supplies.
• General office tasks specific to Bristol and Fareham offices such as processing post, reception duties, and managing the meeting rooms.
• Making travel arrangements and booking accommodation.
• Managing the access control system including the management of office keys and passes.
• Handling of external or internal communications and assisting with incoming queries.
• Other ad hoc duties associated with the administrative function of the team.

Knowledge experience and qualifications

• High levels of accuracy with an eye for detail.
• Good communication skills.
• Confidence and ability to deal with a wide range of people.
• A flexible approach with an ability to adapt quickly to meet the demands of a busy environment.
• An excellent telephone manner.
• A good working knowledge of Microsoft Excel.
• Experience of working in an administrative role.
• Prior experience of working in a facilities and/or compliance role.
• Experience of prioritising own workload.
• Experience of working on your own and in a team.
• Educated to GCSE level or equivalent professional experience.