Estates & Operations Administrator

3 weeks ago

London, United Kingdom National Portrait Gallery Full time

**Salary**: £27,352.00 per annu,
Full time 40 hours (5 days) per week
22 months FTC

**Role Purpose**:
As the Estates and Operations Administrator, you will work closely with the Senior Estates Manager to identify and provide administrative support for the whole of the Estates and Operations team.

You will develop an understanding of how the Estates and Operations management team functions and be familiar with the type of large contracts that are managed by the team, that include Engineering Maintenance, Security and Cleaning provision.

You will proactively offer administrative solutions and ideas to the Estates management team to support the smooth running of the department and to support the Senior Estates Manager and Head of Estates and Operations with the delivery of and Estates and Operations function to the Gallery as a whole.

**Key Accountabilities**:

- Provide administrative support to the Senior Estates Manager and Head of Estates and Operations.
- Provide administrative support to the Galleries Security Manager, the MEP Engineer and Facilities Manager, with the management administration of three large service contracts.
- Provide budget management support to the team with the raising of purchase orders, compilation of budget spreadsheets and budget quotations, and supporting the Senior Estates Manager with budget monitoring
- Support the Senior Estates Manager and MEP Engineer with monitoring and reporting on utilities usage
- Support Senior Estates Manager and MEP Engineer with management and monitoring of programmes of work for contractors including assignment of helpdesk requests
- Support Senior Estates Manager with co-ordination of equipment inspections and purchase
- Support the MEP Engineer with management of helpdesk requests
- Act as the departmental co-ordinator for utilisation of the Artifax booking system.
- Provide administrative support, at both internal and external management meetings with Gallery colleagues and service contract managers, with the taking of action points/minutes for management review, the preparation of meeting agendas etc.
- Lead on and provide administrative solutions that support and guide department managers with administrative works loads To develop strong working relationships with service contract provider administrators that ensures the effective delivery of all service contracts managed by the Estates and Operations management team
- The above list is indicative but not exhaustive. As such, in addition to the key accountabilities and responsibilities listed the post holder may be required to perform other duties commensurate with the scope and/or level of the role_

To read the full job description, please follow the link: Job description

**Key Criteria for Success**:

- _Established good working relations with all members of the Estates and Operations management team and with external stakeholders representing service contract providers._
- _Demonstrably provided effective administrative and organisational support in relation to the smooth running of the Estates and Operations team_
- _Successfully supported the delivery of innovative administrative management solutions_
- _Developed a good understanding of how the Estates and Operations team and the wider Gallery operates._

**Key Experience, Skills and Criteria**:
**Qualification, Knowledge and Experience**
- Previous experience in an administrative role including liaising with a range of stakeholders and responding to enquiries
- Previous experience of working in an operational environment

**Skills and Attributes**
- Good IT skills (Microsoft Office) and administrative skills
- Excellent organisational skills and the ability to prioritise and manage a wide variety of tasks
- Conscientious and meticulous, with good attention to detail
- Ability to demonstrate initiative and problem solve, with reference to answering queries and revaluating processes
- Acts as a role model for the organisation with integrity and a demonstrable- commitment to upholding professional standards
- Good communication skills and interpersonal skills with the ability to meet the needs of a range of stakeholders
- Ability to work independently as well as collaboratively with colleagues within the- Estates and Operations team and across the Gallery
- Demonstrates passion and approaches all work in an enthusiastic way and willing to learn
- Good judgement regarding responding to and/or passing on messages

**Other**
- Committed to high levels of customer service with a willingness to develop new approaches, learn new skills and review the effectiveness of current work
- A willingness to undertake formal qualifications courses to enhance support levels to the management team e.g. environmental management, contract management
- A strong commitment to equality and diversity with the ability to balance differing needs
- Takes a broad interest in the success and development of the Gallery and the Estates and Operations team.
- Pr

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