Administrator - Facilities Management

Job Introduction

Job Title: FM Administrator
Location: HMP Northumberland
Company: Sodexo 

About the Role

Sodexo is currently seeking an organised, reliable, and proactive Facilities Management (FM) Administrator to support the Facilities team at HMP Northumberland. This is a key administrative role that ensures the smooth day-to-day operation of the Facilities function, supporting both internal teams and external stakeholders.

The successful candidate will provide a broad range of administrative support services, including data entry, records management, document processing, and liaison duties, contributing to a well-run and compliant FM department within a secure environment.

Key Responsibilities

• Manage all departmental correspondence, ensuring prompt and accurate distribution.

• Input data accurately into the Maximo CAFM system and other internal databases.

• Support document production including letters, spreadsheets, emails, and reports.

• Perform routine office tasks including photocopying, filing, and managing phone calls.

• Maintain strict confidentiality in handling sensitive documents and communications.

• Coordinate with external supply chain contacts and liaise confidently with stakeholders.

• Support team members and managers with general admin duties as needed.

Key Accountabilities

• Maintain accurate records and documentation in line with legal and audit standards.

• Support management with producing reports and identifying trends.

• Ensure filing systems are up to date and securely managed.

• Contribute to the effective and efficient operation of the FM department.

• Collaborate with colleagues across other departments to support wider prison operations.

What We’re Looking For

• Previous experience in an administrative role, ideally within a facilities or secure environment.

• Strong IT skills and confidence in using databases and Microsoft Office applications.

• Able to manage multiple tasks and competing priorities under pressure.

• Strong interpersonal and communication skills.

• Detail-oriented with good organisational abilities and a high level of accuracy.

Core Competencies

• Communicates Effectively – clear, professional and confident communicator.

• Customer Focus – committed to providing excellent support and service.

• Being Resilient – adaptable and able to remain effective under pressure.

• Optimises Work Processes – organised and proactive in improving systems.

• Collaborates – works well with others to achieve common goals.

Working with Sodexo is more than a job; it’s a chance to be part of something greater.

You’ll belong in a company and team that values you for you; you’ll act with purpose and have an impact through your everyday actions; and you’ll be able to thrive in your own way. 

In addition, we offer 20+ Sodexo benefits such as Sodexo retirement plan, discounts to over 1,900 brands to shop online, Gym discount to maintain a healthy lifestyle, a confidential 24/7 employee assistance programme providing independent support to overcome whenever life has its obstacles including emotional support, legal and financial advice. 

For further details regarding our Sodexo benefits please see attached.  

Ready to be part of something greater? Apply today! 

About The Company

At Sodexo, our purpose is to create a better everyday for everyone to build a better life for all. As the global leader in services that improve the Quality of Life, we operate in 55 countries, serving over 100 million consumers each day through our unique combination of On-Site Food and FM Services, Benefits & Rewards Services and Personal & Home Services.

We're all about building a workplace for the future, we believe in equal opportunities, and we celebrate diversity. We’re an inclusive workplace, where everyone is welcome, everyone can be natural, and be the best versions of themselves. We recognise that we’re on a journey with regards to diversity and inclusion and would therefore welcome applications for candidates from underrepresented backgrounds.

We’re a Disability Confident Leader employer. We’re committed to changing attitudes towards disability, and making sure disabled people have the chance to fulfil their aspirations. We run a Disability Confident interview scheme for candidates with disabilities who meet the minimum selection criteria for the job.