Facilities and Operations Administrator

**Post: Facilities and Operations Administrator**

**Vacancies: 1**

**Responsible to: Estates and Operations Manager**

**The post: Full time (35hours per week), Permanent, All year round**

**Salary Scale/Band**: **4A - £11.75 to £12.62 per hour**

**Shift Pattern: Hours of work to be agreed with the Estates and Operations Manager**

**Facilities Administration**

1. Ensure that Contractors and Visitor attendance in School is recorded and that they are suitably accompanied whilst on site.

2. Develop and maintain office systems, including data management and filing.
3. Manage the Facilities Management (FM) helpdesk. Rating tasks with a priority scoring.

Issuing tasks to respective colleagues for completion and monitoring the progress of the task.
Ensuring that routine maintenance/actions are also recorded and included in work schedules.

4. For tasks which exceed the Estates and Operations team’s skill sets, organise and liaise with approved Contractors to complete routine maintenance as necessary.

5. Reconcile Contractor invoices with Purchase Orders for the Estates and Operations Manager to authorise final payment.

6. Support the Estates and Operations Manager to co-ordinate meetings with Service Providers and Contractors, and other School personnel as necessary.

7. Reconcile, record and report Facilities and Operations Supervisor/Operatives and Cleaners attendance and hours worked, including overtime, on-call and call out hours as applicable.

8. Assist the Estates Operations Department with report writing for various forums including
Board, Executive and School Committee’s.

9. Support the Estates and Operations manager to review and tender materials, equipment and consumables, creating and approved supplier list.

10. Purchase materials and equipment from approved suppliers as appropriate and necessary.
11. Oversee stock holding and inventory for fast moving and consumable items and equipment.

**Catering**

12. In liaison with the Bursar and the Estates and Operations Manager, review contracts and costs of school on an annual basis researching and collating information on possible alternative providers where appropriate. Supporting tenders where necessary.

13. Manage the purchasing and oversee the supply of School and Nursery purchased milk.

**Euclid rooms and Mayfield Sports Centre bookings**

14. Receive and coordinate bookings for Euclid rooms, and Mayfield Sports Centre customer bookings, ensure that invoicing is complete, and payment is received. Contact customers for debt recovery as necessary.

**Transport Co-ordination**

15. In liaison with the Bursar and the Estates and Operations Manager, review contracts and costs of school transport on an annual basis researching and collating information on possible alternative providers where appropriate. Supporting tenders where necessary.

16. To develop and maintain a good working relationship with transport providers and drivers.
17. Audit approved transport providers checking bus safety records and driver licence and disclosure compliance for example.
18. Act as a central point of contact in the event of any delays to the school buses to and from school. Communicating in a timely manner with pupils, parents and staff as appropriate.
19. Liaising with the Finance Department in relation to pupil passenger names and numbers using the School buses.
20. Produce and issue School bus passes in advance of each session.
21. Check and ensure that bus passes are routinely inspected by the bus drivers and that passengers are registered to use the designated bus service. Reconciling with finance as necessary.

22. Act as a primary point of contact for any disciplinary incidents occurring on School transport.
Where appropriate liaising with respective Guidance Teachers, Deputy Heads and Deputy
Rectors.

23. Assist with ensuring that pupils who have missed the School bus are safe and parents are aware.

24. Co-ordinate School transport for trips, events and PE/Games fixtures. Liaising with the relevant members of staff to ensure that the most suitable and efficient transport is organised dependant on the information provided including numbers, destination(s) and budget. Using
Schools own vehicles where most efficient and practicable.

25. Co-ordinate and liaise with the transport provider on school trip transport arrangements including flight information in respect of flight transfers to and from airports.

26. Ensure transfers to and from Mayfield Sports Centre run smoothly. Ensure that there is suitable supervision allocated to this service. Liaise with transport providers during each session to set timetables.

27. Ensure all transport cancellations are communicated to the transport provider in a timely manner, minimising any unnecessary costs.

28. Manage parent enquiries about bus transport costs, routes etc.
29. Reconcile transport invoices and authorise the Finance Department to make payment.
30. Ensure that Schools own transport is safe, com