Workplace Administration Coordinator

Salary - £30,684 - £32,563 

Hybrid working (50/50) 

Permanent 

We reserve the right to close this advert early if we find the right candidate, so we encourage you to apply early. 

UKCEH is seeking an experienced and proactive Workplace Administration Coordinator to join our Workplace Central Admin Team. This is a key role supporting the Workplace Manager in delivering high-quality administrative and facilities services across our four UK sites – Bangor, Wallingford, Edinburgh and Lancaster. 

This is a genuinely exciting time to join us as we’re in the process of designing and rolling out a brand-new Computer Aided Facilities Management (CAFM) system – TABS FM. This is a unique opportunity to be part of something transformative, offering excellent scope for personal development and career growth, as you’ll play a central role in embedding it successfully. Around 50% of your role will focus on managing and championing this transformative system, helping to shape the future of our department and how we deliver services across the UK.

The other half of your role will involve coordinating a small but committed team responsible for maintaining safe, clean, and efficient working environments. You’ll help deliver a range of workplace services – including building maintenance, catering, vehicle coordination, and contractor management – while ensuring excellent customer service and smooth day-to-day operations. From time to time, you may also be required to support with reception cover and other daily operational tasks to ensure continuity of service across our sites. 

You’ll work closely with the Workplace CAT Team Lead, helpdesk advisors, site-based colleagues and external suppliers, ensuring a joined-up, consistent approach to service delivery. 

Your main responsibilities will include:  

• Play an active role in the setup, initialisation and training of Workplace systems such as CAFM systems, room booking systems and safety audit system. 

• Provide guidance and training on the Workday system, acting as a first point of contact for queries and escalation, to enable effective budget management 

• Supporting and supervising a team of administrative and maintenance support staff, to ensure the effective co-ordination and delivery of day-to-day tasks 

• Collate and present performance data as required, to support wider decision making and assessment of progress towards key team goals 

• Coordinating Health & Safety compliance across all four sites, including contractor management documentation 

For the role of Workplace Administration Coordinator, we’re looking for somebody who has: 

• Experience in a similar role, ideally within estates, facilities, or construction. 
  A strong working knowledge of CAFM systems (e.g. Concerto, IDOX, Planon, 3i Studio, MRI), and the ability to train others. 

• The ability to supervise and coordinate a small team, providing training where necessary. 

• Strong administrative skills with knowledge of finance and procurement processes (experience with Workday is a bonus) 

• The ability to reassess priorities in a changing environment and work methodically and accurately 

• Experience working on reception or at a busy help desk, providing occasional cover for holiday leave, managing switchboard, emails, post, deliveries, and various queries 

• The ability to use own initiative to assess the needs of the team and adapt workload accordingly 

• The ability to multi-task and support a number of stakeholders simultaneously 

• Strong attention to detail when reviewing data 

• Intermediate to advanced computer skills, with a strong knowledge of Microsoft 365 (Word, Outlook, Excel), Workday (highly desirable), and database systems 

• Excellent customer service skills - able to communicate well in person and in writing, whilst using a collaborative and inclusive approach 

Desirable Skills: 

• Data analysis skills, with the ability to manipulate data to create departmental reports 

• management experience 

• Experience in minute-taking 

You’ll be joining a leading independent, not-for-profit research institute that’s committed to recruiting talented people like you, progressing your career and giving you the support you need to thrive at UKCEH.  

Our science makes a real difference, enabling people and the environment to prosper, and enriching society. We are the custodians of a wealth of environmental data, collected by UKCEH and its predecessors over the course of more than 60 years 

Working for UKCEH is rewarding 

We appreciate the continuous dedication and contributions of our staff, which is why we provide a comprehensive benefits package that includes financial incentives and wellbeing-oriented perks, such as: 

• 27 days annual leave (rising to 29 days after 5 years’ service) plus 3 days for Christmas closure    

• 10% employer pension contribution   

• Flexible and hybrid working arrangements (role dependant)  

• Peer reward and recognition scheme  

• Dental insurance, gym/fitness discounts, retail discount portal 

• Enhanced maternity and paternity leave   

• 24-hour, 365-day support with physical, mental, social, health or financial issues and much more...  

Apply today! 

If this opportunity resonates with you and aligns with your personal career goals, the team would love to receive your application. 

At UKCEH, we are committed to fostering an inclusive and equitable workplace where everyone—regardless of background, identity, ability, or circumstance—has the opportunity to thrive. As a Disability Confident employer, we actively encourage applications from neurodivergent candidates and those with disabilities. We are happy to provide any adjustments or support you may need throughout the application process—please don’t hesitate to reach out. So, if you’re excited about this role but your experience doesn’t align perfectly with every requirement, we’d love to hear from you anyway. You may be just the right fit for this role or another within our wider team. 

We welcome applications from international candidates; however, at present, we are unable to provide visa sponsorship for this role.