Estates Administrator

The College is looking to recruit a full time Estates Administrator to support the Estates Team and the Estates Bursar in managing all aspects of Estates Administration including, but not limited to: Health & Safety Records, Compliance related Records, Project Paperwork, Dept Archiving, Oversight of the Helpdesk, Purchasing and Procurement of Fixtures and Fittings, Staff Accommodation and Contractor Management.

Job Title: Estates Administrator

Responsible To: Premises Manager/Estates Bursar

Department: Estates

**Duties will include**:

- To support the Estates Department in the management of information; project files, plans, budgets, H&S related documentation to include but not limited to; Electrical Test Inspections/PAT Testing/Emergency Lights/Gas Safety Records/Water Hygiene Records, as required.
- Purchasing and procurement of services and supplies as directed by the Estates Bursar and or the Premises Manager - Orders/Supplies for Maintenance, Domestic Services, Farm, Grounds and Prep Schools.
- To operate and review the FRS helpdesk system and liaise with all parties in offering a prompt and informative service. To produce reports as required and to keep the system up to date.
- To liaise in a professional and friendly manner with other members of the Estates team; Maintenance engineers, Grounds Staff, Domestic Services and Farm as and when required. As well as the wider stakeholder community within the College as well as third parties. Ensure that all communication with stakeholders is clear and informative.
- To record and process staff holiday/toil/expense/training information and to collate/file accordingly - plus sickness/absence/weekly time sheets
- To record and code invoices for payment according to Dept processes as well as the wider College financial auditing requirements. To collate the monthly Credit Card Statement.
- To manage project folders and information upon completion entering data into archive system, updating plans and planned preventative maintenance requirements. Updating stakeholders on any changes or ways of working required
- Assist with the allocation of Staff accommodation and the end of tenancy process as directed, making of appointments, updating information, receiving and handing out of keys etc - occasional times where staff are needed to be shown around/to property.
- To ensure that a consistent high level of attention to Health & Safety is applied to all works. To receive and file Risk Assessments and other H&S related paperwork as required.
- To have knowledge of and be able to administer paperwork relating to the Estates Department contractor policy.
- To assist with the annual Household Renewal process
- To take responsibility for the safety and security of Estate keys; co-ordinating the sign in/out process and reviewing key supplies. Ensure the processes and procedures are followed in the safe keeping of building keys and other Estates related information
- Keep track of Sussex Pad room bookings, liaising with staff/contractors as necessary
- To collate holiday works programmes on excel and distribute accordingly.
- Taking of meeting minutes as and when required
- To cover the Post Room in the event of short term unplanned absence
- Providing support to the Health and Safety Manager with tasks when needed.
- Ensuring all Contractors and Estates Staff are accounted for in event of a fire.
- Keeping the office stocked up (Stationary etc)
- Logging and registering Warranties on Machines/Tools for the College and Prep Schools.
- Ensuring Chimney Sweeping on all staff properties are legally up to date and completed by residents annually.

**Skills and Experience**:

- Thorough understanding of, and experience of the majority of aspects of the role
- Experience of administration tasks, planning and communication
- Previous experience of working in a team environment
- Experience of working within a school environment
- Experience of providing a first-class customer service
- Ability to communicate effectively with team and management colleagues
- Ability to manage time and resource to deliver effective outcomes
- Experience and knowledge of Health & Safety documentation and Risk Assessments
- Numerate and Computer Literate (Word, Excel & Outlook)
- Good education, ideally to A Level standard
- Good understanding of Excel required
- Experience of using Visio and/or AutoCad desirable
- Health and Safety training; IOSH/NEBOSH desirable
- Confidence to fit into an existing busy team
- Self-motivated, energetic, friendly, resilient, flexible and proactive
- Thinks ahead, generates ideas and thinks of creative solutions to problems
- Values and respects others, builds relationships, collaborates
- Gets things done, delivers to high standards, takes responsibility
- Must be a team player with a sense of humour

Pay: £23,500.00-£26,000.00 per year

**Benefits**:

- Cycle to work scheme
- Free parking
- Health & wellbeing programme
- On-site parking

Schedule:

- Monday to