Estates & Facilities Helpdesk Assistant chez South Yorkshire Police

Role: Estates & Facilities Helpdesk Assistant

Department: Estates & Facilities Management

Location: Carbrook, Sheffield

Salary: £25,242 - £27,204

Hours: 37 & 21     

Contract Type: Permanent 

In this role you will provide administrative support and appropriate advice to internal and external customers in order to help provide facilities and estate management services to South Yorkshire Police.

Key responsibilities:

• Estates and Facilities Helpdesk SPOC for all repairs and maintenance enquiries and the day to day management of the Technology Forge Asset Management System (AMS).
• Daily management of EFM Helpdesk, providing specialist support and advice to the department and internal and external customers.
• Liaise with Building Management team/technical team and contractors on a daily basis regarding requests received via the helpdesk portal. 
• Dispatch EFM staff and contractors to jobs received via Helpdesk portal, email and telephone, allocating priorities to jobs and chasing and updating the system on an ongoing basis. 
• Manage multiple email accounts efficiently on a daily basis
• Raise purchase orders on the AMS, applying budget cost codes to ensure compliance with Financial Regulations.
• Monthly reporting to Corporate Finance on purchase orders and provision of AMS focused reports to EFM Senior Management and Performance Analyst.
• Project and contract administration, ordering, updating of costs associated with on-going projects for all EFM Maintenance.
• Monitor progress on work orders being undertaken by both in-house teams and contractors.
• Administration SPOC for Access Control System. 
• Daily management/administration of force wide PAC access control system, programme, update, disable and delete access cards. 
• Remotely add cards to the system for staff/officers/contractors on site. 
• Maintain/update Estates portfolio on the AMS for purchased/sold/leased properties. Attaching leases, licences & other documents to the asset management system
• Centralised contact for Requests for Service along with input onto asset management system
• Central point for receiving vetting applications and distribution to Business Support Team Leader.

Skills and experience:

• Evidence of a good level of education including 4 GCSEs at Grade 4 or above (or equivalent) including Maths and English Language.
• Experience of working in an office environment together with knowledge and understanding of a range of business administration systems and procedures.
• Ability to utilise Microsoft applications or equivalent.
• Good communication and customer service skills.
• Ability to work on own initiative.

Skills and experience as documented in the role profile need to be evidenced in your application to be considered for interview

For more detailed information relating to the role, skills and experience for this role, please click here to view the role profile

What we offer:

We offer generous entitlements and supportive policies to enable a better work-life balance, some of which are listed below:

• A highly competitive salary and access to a generous pension scheme
• Generous annual leave allowance
• A wide range of family friendly policies including enhanced maternity, paternity and adoption leave 
• Flexible working arrangements including flexi-time and hybrid working
• A transparent and collaborative team culture underpinned by our core values of Fairness, Integrity & Trust
• Comprehensive range of development and leadership courses to develop your career with South Yorkshire Police
• Employee Assistant Programme (accessible 24/7) offering confidential support and advice 
• Flexible lifestyle benefits such as: Blue Light Card, Company Shop, Cycle to work scheme
• Committed to embedding sustainability: South Yorkshire Police Sustainability Strategy 2020-2025 (yhrn.police)
• Membership to the Sports and Social Club
• Access to a wide range of staff support groups and networks

Eligibility:

Applicants must meet the minimum requirement checkable history criteria, which must be taken into account for individuals applying to work with South Yorkshire Police in any capacity. A minimum checkable history of 3 years is required for this role and successfully undergoing recruitment vetting procedure is a pre-requisite of employment with South Yorkshire Police.

Appearance & Standards:

South Yorkshire Police is committed to striking a proportionate balance between self-expression and the need to maintain role sensitive professional standards in dress and appearance. Officers, staff, and volunteers of South Yorkshire Police are permitted to have tattoos visible whilst on duty provided the tattoo is not considered to be unacceptable or otherwise inappropriate. Tattoos will be reviewed as part of the recruitment and selection process. 

South Yorkshire Police’s Key Values: 

At South Yorkshire Police we have 3 key values which run through everything we do Fairness, Integrity & Trust, the attached document details the key behaviours we expect all employees to adhere to.

Smarter ways of Working:

South Yorkshire Police is committed to developing working practices which assist staff to balance their personal and professional lives, whilst meeting the needs of the organisation. This in turn enables SYP to provide an outstanding service to the community.

There are 3 different categories as part of this which are: Fixed, Field and Hybrid. 

This role has been evaluated as a hybrid role. 

Hybrid: Applicable when the work can be undertaken at any location, whether that be a SYP building or from home. 

Contact details:

For further information about the role, please contact: Molly Barker on 07722 134750

Closing Date: 4th December 2025

Closing dates are not normally extended, other than in exceptional circumstances and agreement is made between the Recruitment Manager and the Line Manager for the role.

Candidate Information:

Please note that, should you be successful at the interview stage and before appointment, the relevant pre-employment checks are required. These include references, medical clearance, vetting clearance and sickness absence criteria check.

Diversity & Inclusion:

Applications are particularly welcome from female and ethnic minority candidates.

It is really important to us that the department represents the community we serve, in order for us to provide the best service, utilising a range of backgrounds, experience and skills. We support and value all officers and staff and the unique experiences they bring to the role. We strongly encourage and welcome applications from these valuable underrepresented groups.

If you are from an underrepresented group and want to find out more about the support we can offer, please contact our dedicated team on [email protected]

In addition, we will look to support anyone who requires Part Time/Job share working hours. 

Documents to Review: 

For the Police Staff Recruitment Vetting Handbook - Please Click here

For Application Guidance and Tips - Please Click Here

For the FIT Values of South Yorkshire Police - Please Click Here

View our recruitment video:

https://youtu.be/2dGn5qti7_c