Senior Administrator

Monday to Friday 9:00am - 5:00pm

Based in office near the Barbican

Salary - Up to £41,000 per annum (depending on experience)

Our client is looking for a senior administrator to work within the facilities and premises department or their prestigious school. The senior administrator’s role is to provide high-level administrative support to the head of facilities, ensuring the smooth operation of the facilities management department across the schools 3 sites. This role oversees key areas including reception, facilities administration, lettings administration, and reprographics services.

Main duties and responsibilities -

• The Senior Administrator will collaborate closely with various stakeholders to enhance operational efficiency, maintain organisational standards, and support the delivery of facilities services, to manage and implement systems and guidelines in order to achieve this.
• Provide comprehensive administrative assistance to the head of facilities, including calendar management, identifying meeting conflicts and prepare reports and presentations.
• Co-ordinate meetings, including leading the facilities leadership weekly meeting.
• To manage correspondences, prioritising inquiries to ensure timely responses and administer meeting minutes and distribute to the relevant attendees.
• Assist the HoF in managing the departmental budget, tracking expenses, and providing reports on financial performance.
• Assist in the coordination of events and activities held within the facilities.
• To monitor services in order to ensure all buildings are clean, secure and in good repair, providing very high levels of service to the school
• To assist in arranging contracts, including contractor selection and the tendering process, e.g. cleaning services, hygiene, flowers, pest control etc
• To assist the facilities operational supervisors with the preparation and distribution of work reports
• To liaise with various personnel to arrange access and out of hours work by contractors and arrange for ID badges to be issued to staff when required
• Keep appropriate record systems up to date and assist with the upkeep of a property asset register for the school help maintain filing & information retrieval systems including staff phones and school trip phones. To archive documentation further than three years.
• Ensure orders are raised and receipted for payment within the prescribed period, or queried and accounted for, ensuring that the requirements are met by the supplier, and that supplier disputes are resolved in a timely manner.
• To raise amount-based purchase orders for regular billings.

Team coordination

• Oversee the activities and performance of the reception, facilities administrator, lettings administrator, and reprographics assistant teams.
• To administer tasks to the correct departments in line with the facilities administration tracker including monitoring sub department email inboxes in term time and managing them outside of term.
• To carry out appraisals for all administrators, absence reports and add annual leave to the calendars once HoF has approved.
• To lead weekly meeting with facilities administrators.

Reception management

• Ensure the reception area is welcoming and professionally maintained at all times.
• Supervise the reception team and manage visitor inquiries and appointments effectively.
• To make sure procedures are followed and that evacuations are actioned and recorded.

Facilities administration

• Support the facilities administrator in developing and implementing policies and procedures related to facilities management.
• To support with tasks such as ordering, financial record keeping, service renewals, to manage compliance documentation.

Reprographics services

• Supervise the reprographics assistant, ensuring timely and quality reproduction of materials, including documents and marketing materials.
• Assess and manage inventory supplies for reprographics equipment and materials.

Lettings administration

• Oversee the lettings administrator in managing facility bookings and ensuring proper documentation, contracts, agreements, quotations and billing processes are being observed.
• Assist in the evaluation of lettings policies to improve utilisation and revenue generation. To undertake show rounds to potential letters
• To make sure events are added to all 3 calendars and that set-up requirements are detailed on the event date.

Technical skills/professional qualifications/relevant education and training

• Good level written and spoken English
• Excellent interpersonal skills
• Report writing skills
• Ability to develop relationships across all disciplines and levels, internally and externally
• Good level of proficiency in I.T. (including: Outlook, Word, Excel, and industry standard software)

Experience required

• Customer service and liaison
• Good communication skills
• Ability to participate and positively contribute to meetings
• Time management and priority planning
• Autonomy and decision making
• Problem solving

If this sounds like the role for you, apply now!

*Braundton Consulting is a recruitment agency recruiting on behalf of a client.