Estates Administrator

7 months ago

Leicester, United Kingdom Compass Fostering Full time

**About The Role**:
MAIN PURPOSE OF JOB:
We are looking for a detail-oriented and efficient Estates Administrator to join our team. In this role, you will provide administrative support to the Estates team, ensuring smooth operations and efficient handling of estates administration tasks. To assist the Senior Estates Administrator in the delivery of administration services to the Estates Service including the Residential Children’s Homes, Independent Schools and Parent & Child Assessment Centres in both the Operational and Development Services.

As an Estates Administrator you will be responsible for managing and coordinating all aspects of estate administration, including processing health and safety paperwork, organizing files, providing exceptional customer service, and maintaining accurate records. Your strong organizational skills and attention to detail will be key to ensuring that all estates are handled with the utmost care and professionalism.

OUTLINE OF DUTIES:

- General Admin/Support: To carry out a complete range of administrative tasks under the direction of the appropriate Line Manager.
- Engage with new contractors in geographical areas which are new to the business in order to arrange surveys for new properties.
- To track compliance paperwork and reports, upload to company systems and update progress trackers.
- Assist the Estates Service arranging new property viewings and completing initial reports to present to SLT team
- Provide on-going administrative support during the property development stage
- To keep company database updated at all times.
- Typing to include as and when required: reports, mail merge letters, spreadsheets, correspondence, forms.
- Have a working knowledge and/or willingness to learn of note taking and recording action points.
- All aspects of administration to include (not exhaustive); answering and making phone calls, filing, shredding, scanning, office maintenance, dealing with post, data inputting, auditing.
- Ability to manage own case load, prioritising tasks accordingly
- Safeguarding: You will be expected to work within Compass Safeguarding Policies at all times.
- Meetings & Minutes: Attendance and participation at meetings as required and ensure accurate, detailed and appropriate minutes are produced (including face-to-face meetings, Teams and conference calls).
- Liaising with Tradespeople, suppliers and other professionals: to book appointments, surveys, place orders as required.
- Flexible Approach: Ensure all administration functions are compliant and assist the Facilities Manager in preparation for regulatory inspections of new children’s homes and schools.
- Credit Card Returns/Invoices: Under direction of Line Manager, to assume responsibility for reconciliation of receipts and accurate recording and administration of invoices in accordance with organisational guidelines.
- Office Cover: To provide cover in the absence of other staff as directed.
- Data Protection: Work within the provisions of the Data Protection Act, observing strict confidentiality in relation to all aspects of work undertaken.
- Health and Safety: To be aware of and work within the Company’s health and safety policies, relating to the working environment and building security, reporting any issues promptly to immediate Line Manager.

ADDITIONAL RESPONSIBILITIES:

- The nature of the residential / fostering /education agency means that tasks and responsibilities are sometimes unpredictable.Staff are therefore expected to work flexibly when the occasion arises where tasks, which are not specifically covered in the job description, have to be undertaken.
- On occasion, travel to other offices may be required to attend induction, training or meetings.
- The above duties are neither exclusive nor exhaustive and the post holder may be required to carry out other duties, deemed appropriate by their Line Manager.

**REQUIREMENTS**:

- Proven experience in estates administration or a similar administrative role.
- Some knowledge of estates management, processing documents and procedures related to estate administration.
- Excellent organizational and time management skills, with the ability to prioritize and manage multiple tasks simultaneously.
- Exceptional attention to detail and accuracy.
- Excellent communication skills, both written and verbal.
- Strong interpersonal skills and the ability to work collaboratively with a team.
- High level of professionalism and integrity.
- Ability to maintain confidentiality and handle sensitive information with discretion.
- Flexibility to adapt to changing priorities and deadlines.

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