Facilities Coordinator

**About us**

St John's Winchester is a charitable organisation dedicated to enhancing the lives of older people. Through their residential almshouse community and a variety of key services, St John's provides a nurturing environment where individuals can lead active, fulfilling, and valued lives in their later years.

**Job overview**
In this vital role, you’ll support the smooth running of our historic almshouses and investment properties - ensuring that they remain safe, compliant, and well cared for. You will help maintain records, schedule essential checks and inspections, liaise with contractors and residents, and coordinate maintenance tasks using our property management software.

You’ll also play a key role in supporting resident engagement and handling housing complaints in line with the Housing Ombudsman’s Code.

This is a varied and rewarding role that would suit someone with strong administrative experience, excellent attention to detail, and a genuine desire to serve and support older people. You’ll need to be organised, IT confident, and comfortable managing tasks that involve both data and people.

**Purpose of the role**

To support the effective and safe management of St John’s almshouse and investment properties by providing administrative, compliance, and coordination support. This includes maintaining statutory property compliance records, coordinating maintenance and repairs, managing housing complaints in line with the Housing Ombudsman’s Complaint Handling Code, facilitating resident engagement, and contributing to organisational systems that uphold internal and regulatory standards.

**Key Responsibilities**

**Property Compliance and Administration**

Maintain accurate and up-to-date records for all almshouse and investment properties, including:

- Fire Risk Assessments
- Electrical Installation Condition Reports (EICRs)
- Gas Safety Certificates
- Fire Alarm and Emergency Lighting Systems
- Firefighting Equipment
- Monitor and update compliance registers and certification schedules.
- Maintain a register of contractors, ensuring all insurances and safety documentation are current.
- Maintain the property inspections diary to ensure routine and statutory inspections are carried out.
- Maintain the maintenance asset register and coordinate PAT testing.
- Assist with the preparation of documents for inspections, audits, and regulatory reporting.
- Contribute to the development and upkeep of property management systems and databases.
- Legionella PPM works and maintenance of associated records.

**Maintenance Coordination**
- Raise job sheets and purchase orders for the internal maintenance team and external contractors.
- Track progress of jobs through to completion, ensuring quality and timeliness.
- Administer and respond to resident maintenance requests, acting as a central point of contact.
- Provide residents with clear and timely updates about maintenance issues.
- Support a planned preventative maintenance programme across properties.
- Call outs and covering out of hours rotas

**Resident Engagement and Complaints Handling**

Administer the housing complaints procedure, ensuring timely logging, acknowledgement, tracking, and resolution.

Ensure all complaints handling is compliant with the Housing Ombudsman’s Complaint Handling Code, including:

- Maintaining an accurate audit trail of complaint stages.
- Supporting annual self-assessment processes.
- Ensuring residents can easily access and understand the complaints procedure.
- Draft internal and external complaints reports, and escalate issues where appropriate.
- Liaise with the Community Almshouse Coordinator regarding informal concerns.
- Provide administrative support for the Residents’ Forum and Full Residents’ Meetings, including scheduling and minuting.

**Investment Property Support**
- Support the Property Manager in maintaining compliance across investment properties.
- Ensure tenants are meeting non-financial obligations under their lease agreements.
- Coordinate health and safety documentation and actions specific to the investment portfolio.

**Reception and General Administrative Support**

Provide occasional reception cover during staff absence, including:

- Greeting visitors in person or by phone and managing enquiries.
- Maintaining the visitors’ logbook.
- Distributing post and managing filing systems.
- Scanning and photocopying documents as needed.

**Safeguarding and Confidentiality**

Fully comply with St John’s safeguarding policy for adults at risk.
- Handle all resident and organisational information with the utmost confidentiality.
- Undertake relevant training as required and participate in the Charity’s appraisal scheme.
- Carry out any other reasonable duties within the scope of the role and grade.

If you are a motivated individual with a passion for providing outstanding service, we would love to hear from you

**How to Apply**
- how you meet the requirements of the person specification.