Facilities Management Administrator

About this job

A wonderful independent school in Central London is looking for a Facilities Management Administrator for an ASAP start. The school has a rich history, yet a modern and refreshing approach to education and how their students learn. This role will involve aiding and supporting as part of the team responsible for the facilities services at the school. This role will also involve providing administrative support in a facilities team including diary management & responding to enquires.

This role will best suit someone with experience in a Facilities based role within a school environment.

Role: Facilities Management Administrator

Hours: 9am - 5pm (inc 1 hr unpaid lunch)

Location: City of London

Responsibilities:

- Assist the Facilities Manager in developing strategies and supporting procedures to monitor and audit all relevant statutory and other policies, analyse and report findings in a timely manner as required. Accurately record reactive, planned and PPM maintenance tasks and update annual plans.

- Manage the facilities calendar ensuring all meetings and annual leave is recorded. Ensure school events are included onto the premises support calendar and that events set up are recorded correctly and in a timely manner.

- To assist the FM in supervising the reception and arranging cover when required within the team, to ensure all procedures are up to date and implemented.

- Take ownership of enquiries (emails, phone and radio) and provide information and updates to the relevant people.

- Conduct utility meter readings and accurately record them onto online system.

- To issue security ID cards and assign access levels to staff and students in the absence of the reprographics assistant. To contact service provider to deal with photocopier repairs in the absents of the repro staff.

- To assist in arranging contracts, including contractor selection and the tendering process, e.g. cleaning services, hygiene, pest control etc. To ensure DBS and the correct checks are undertake before allowing contractors on site.

- Pro-actively monitor the performance of contractors through rigorous inspection regime to ensure a high standard of delivery and assessing performance against identified KPI's.

- To monitor the premises service desk and act upon those requests that full within the administration role.

- In the absence of the "Facilities Lettings Administrator" to be a point of contact for external hire booking enquiries and carry out the administrative process to include issuing hire agreements and showing customers the facilities

Requirements:

- Proven experience of providing administrative support in a facilities team including e.g. diary management & responding to enquires. - Experience of time management and priority planning to ensure contractor selection and tendering process are completed before contractors are on site. - Proven experience of making key decisions in relation to facilities issues in accordance with health and safety and other regulatory requirements. - Experience of working in a school environment and a demonstrable commitment to the safety and welfare of children.

- Experience of assisting with the development of strategies and procedures within a facilities team.

-Good written communication skills in order to produce accurate correspondence when dealing with enquiries.

- Good oral communication skills to develop relationships across all disciplines and levels, internally and externally.

- Report writing skills in order to produce up-to-date data for the facilities management team

- Good level of proficiency in I.T. (including: Outlook, Word, Excel, and industry standard software)

- Excellent team skills, and the ability to constructively engage with staff, clients and contractors to ensure that work is undertaken to the benefit of all School stakeholders

If this sounds like you, then please apply below! Successful applicants will be contacted.

APPLICATION REQUIREMENTS FOR VERITAS EDUCATION

Veritas Education work with a variety of schools covering a wide geographical area. We deal with teaching placements at Primary, Secondary and college level as well as support staff positions also within these.

Disclaimer

'Nothing within the above advert was in any way designed or intended to discriminate on the grounds of age, gender, race, colour, religion, disability or sexual orientation. Veritas Education is an Equal opportunities employer and is proud in the knowledge that all placements are made on merit and suitability. We accept applications from all sections of the community.'