Operations Administrator

**JOB PURPOSE: T**o manage the venue hire of the School’s facilities and grounds to maximise revenue and provide administrative support to all aspects of the School operational function. This will include the handling of highly sensitive and confidential information.

**THE ROLE**

**OVERVIEW OF RESPONSIBILITIES**

The following is provided as an overview of the main responsibilities, but is not an exhaustive list of tasks:
**Lettings**:

- Manage the venue hire of the School’s facilities and grounds. Lettings may include but are not limited to residential programmes, weddings, celebrations, corporate and community events, filming, holiday camps and sport hire bookings.
- Manage all the administration relating to the letting of School premises and support the development of this type of use to provide public benefit or generate supplementary income for the School.
- Costing, negotiating and contracting the commercial lets to third parties for residential use and events. Identifying areas for upselling opportunity and be proactive in increasing revenue generation utilising all areas of the school.
- Leading on the internal coordination and administration of the School’s commercial and letting activity to ensure preparation of the facilities is of the highest standard and meets service requirements.
- To build strong working relationships with customers to develop an understanding of their specific needs and requirements. Preparing quotes, negotiating rates and terms, developing, preparing and issuing contracts, creating function sheets, invoicing and overseeing prompt payment for letting activities as required.
- To ensure appropriate Lettings/Venue Hire Agreements/Contracts are in place for external lettings of the School property and facilities including pricing from the Bursar.
- Ensure effective communication with all School staff and develop strong working relationships with the following departments: Finance, Catering, Estates and Cleaning.
- Ensure that lettings do not conflict with or compromise the core educational activity of the School and do comply with regulatory and legal requirements, including Health and Safety.
- Monitor income, expenditure, and the performance of the strategy, reporting to the Bursar on agreed key performance indicators.

**Estates, Facilities & H&S Compliance**
- Assist the Bursar to ensure all compliance areas are up to date (i.e. fire risk assessments, legionella, asbestos, space audits, PAT testing, etc.) with effective administration of the facilities management system.
- Administration of the School’s obligations with regards to regulatory compliance and best practice are met through accurate recording of testing and certification of services installations and equipment.
- Maintain records to ensure effective monitoring, measuring and reporting of health & safety issues to the Bursar and Head of Maintenance.
- To ensure accurate filing of regulatory and statutory guidance including but not limited to: ISI, Fire, Licensing and Environmental Health and maintain the necessary records for inspection and insurance purposes.
- Ensure all contractors on site are fully compliant with regulations, and appropriately registered and qualified for task set, including appropriate safeguarding checks and briefings.
- Ensure current insurances are held on all contractors and consultants.
- Utilising the facilities management system, administer, monitor and manage the whole School policies and department risk assessments ensuring effective and timely delegation as required.
- Ensure there are up to date site plans and schematics available for all buildings.
- Maintain staff training records including the induction of all new teaching and support staff.
- Respond appropriately to emergencies or urgent issues as they arise, ensuring the Bursar is aware.

**_ This is an evolving role and the key responsibilities are therefore likely to change and develop over time._**

Essential Criteria:
Knowledge of customer service, event and/or letting management/ bookings

Ability to work collaboratively with strong communication and interpersonal skills

Ability to prioritise, plan and organise, direct and co-ordinate work

A proactive self-starter who is highly motivated to achieve and meet deadlines

Ability to be discreet and uphold confidentiality

Excellent time management, organisational and administration skills

Excellent written English and attention to detail

Strong IT skills - experience with MS Office (particularly Word, Excel, Outlook, PowerPoint).

Knowledge of Google (mail, calendar, drive, docs, sheets) and facility management systems

Effective and energetic in instigating and implementing change.

First class organisational and administrative skills, with the ability to remain calm under pressure and work to tight deadlines, managing competing priorities.

Flexibility to adapt working hours, adopting a “hands on” approach with a strong sense of teamwork.

Experience o