The College is looking to recruit a full time Senior 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, Utilities and Carbon Data, Project Paperwork, Dept Archiving, Oversight of the Helpdesk, Purchasing and Procurement of Fixtures and Fittings, Staff Accommodation and Contractor Management.
The Estates Department The Estates Department, under the leadership of the Estates Bursar, is responsible for the maintenance and upkeep of the built environment, grounds, gardens, playing fields and sports surfaces at all three schools and the nursery. The Estates Office team consist of six people.
Duties will include: To support the Estates Department in the management of compliance 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. To offer an efficient, informative, first class, professional and friendly front of house service within the Estates Department, in person, on the phone and by email 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 ensure that a consistent high level of attention to detail and Health & Safety is applied to all works. To receive, file and amend Risk Assessments, Method Statements and other H&S related paperwork as required. To ensure that all approved contractors have up to date current insurance documentation in place. Processing of contractor DBS applications, via UCheck and associated communication processes related to this. Maintaining the contractor spreadsheet. To have knowledge of and be able to administer paperwork relating to the Estates Department contractor policy. To schedule Planned Preventative Maintenance/Compliance works for all sites, gaining quotes as required. Keep up to date detailed records and action any remedials as and when required. To manage water hygiene reported results, communication actions accordingly and keeping accurate records. Schedule a range of other compliance related visits including but not limited to: British Engineering Services, Radon Monitoring, Electrical testing and servicing and waste. Manage records accordingly. Collate records of utilities useage, including but not limited to: Gas, Electric, Oil and Solar Panels. Preparation of data related to Utilities in order to produce annual SECR Report and any other Carbon related information that may be required. Ensure the processes and procedures are followed in the safe keeping of building keys and other Estates related information. Purchasing and procurement of services and supplies as directed by the Estates Bursar and or the Premises Manager. Use of the department credit card, following finance dept procedures. 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 collate holiday works programmes on excel and distribute accordingly. Have oversite on the Staff accommodation properties and any information issued to staff. End of tenancy process; making of appointments, updating information, receiving and handing out of keys etc. To assist with the collation of Household Renewals requests and organise the procurement and delivery of those items. Taking of meeting minutes as and when required; Water Working Group & Green Group. To cover for the Estates Administrator if they are on annual leave. To undertake any other duties as reasonably requested by the Premises Manager/Estates Bursar. Skills and Experience: The Senior Estates Administrator may, from time to time, be required to undergo training relevant to their role or related functions.The cost of the training and reasonable expenses must be approved in advance by the Estates Bursar.
Thorough understanding of, and experience of most 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 Using the webform below, please complete and submit an application form, self-declaration of criminal record form, full curriculum vitae and covering letter setting out, as succinctly as possible, reasons for applying for the position at Lancing College.
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