Contracts and Helpdesk Coordinator

Permanent, full time, 37 hours per week (1.0 FTE)
Band 2 – £25,804 to £28,031 per annum

About the Post

Are you an organised and reliable administrator who enjoys keeping systems running smoothly and supporting essential services behind the scenes? We are seeking a Contracts and Helpdesk Coordinator to join our Estates Directorate at the University of Suffolk.

This role plays a key part in the day‑to‑day operation of the Estates service, supporting helpdesk activity, contracts administration and the accurate management of estates data. You will help ensure that requests are logged and tracked correctly, contractor records are maintained, and financial and compliance information is processed accurately and on time.

Working as part of a busy operational team, you will provide practical administrative support that underpins service delivery across the University estate. If you take pride in accuracy, enjoy supporting others and are comfortable working with systems and data, this could be an excellent opportunity for you.

Key Duties and Responsibilities

In this role, you will:

• Operate and monitor the Estates helpdesk, ensuring service requests are logged accurately, allocated appropriately and tracked through to completion.
• Provide administrative support for contracts and contractor management, including maintaining approval records, uploading documentation and supporting permit and access processes.
• Support financial and procurement administration, including processing purchase orders, invoices, quotes and basic budget tracking in line with University procedures.
• Assist with the production of routine reports to support monitoring of workloads, performance, compliance and service delivery.
• Maintain organised digital filing systems in line with Estates procedures and the transition to paperless working.
• Support the collection and maintenance of estates, environmental and sustainability data, including utilities, waste, travel and statutory reporting returns.
• Provide general administrative support to the Estates Directorate, responding to routine enquiries and supporting colleagues across the team.

About the Team

The Estates Directorate is responsible for managing and developing the University’s physical environment, from day‑to‑day facilities operations to sustainability initiatives and capital projects. You’ll join a collaborative and professional team committed to delivering high‑quality services that support teaching, learning and the wider University community.

About You

You will be an organised and dependable administrator with experience of supporting a busy operational team. You’ll bring strong attention to detail, confidence using IT systems and a commitment to maintaining accurate records.

We are looking for someone who is:

• Experienced in administrative, financial or procurement support, with an understanding of the importance of accuracy and process.
• Comfortable using Microsoft Office and databases, and willing to learn specialist systems such as CAFM (Computer-aided facility management) and helpdesk platforms.
• A clear and professional communicator who works well with colleagues, contractors and customers.
• Flexible, supportive and able to manage a varied workload in a fast‑paced environment.

An interest in estates, facilities, sustainability or operational services would be an advantage, but full training will be provided.

Benefits

• Generous annual leave entitlement of 25 days for Bands 1-4 and 30 days for Bands 5 and above, plus 8 bank holidays and any university closure days.
• Enjoy an extra day of paid leave on your birthday, subject to qualifying/service conditions.
• Flexible working, including family friendly policies.
• Competitive workplace pension scheme (USS) – with an employer contribution rate of 14.5%, tax relief on contributions and life cover.
• Staff discounts at a number of local amenities in Ipswich.
• Discounted membership at Adastral Park Leisure and Sports
• Access to a range of high-quality learning and development opportunities
• Discounted rates for staff approved to study a UoS undergraduate or postgraduate course, subject to a set of criteria and conditions.
• Cycle to Work scheme.
• Electric vehicle salary sacrifice.
• Employee Assistance Programme (EAP).
• Staff recognition annual awards.

If you’re looking for a role where your organisational skills will make a real difference to the smooth running of the University estate, we’d love to hear from you.

Closing Date: Friday 24 April 2026

Interviews: Week commencing 04 May 2026

For an informal discussion about the role, please contact: Justine Oakes, Justine.Oakes@uos.ac.uk

Please see the Job Application Guidance to support your application.

Please note:

We recommend that you apply as soon as possible, even if the closing date is in the future.

Applications received may be reviewed before the closing date and should we receive a high number of applications for this post, or high-quality applications which demonstrate suitability, we reserve the right to close the vacancy early. We may hold interviews as and when applications are received, and we reserve the right to offer to a candidate prior to the closing date.

We are a values driven organisation, committed to ensuring we remain a beacon for aspiration and achievement, while providing a great environment to work and study. We are committed to promoting a diverse and inclusive community and we encourage applications from under-represented groups.