Administrative Assistant (Estates)

Responsible to: Director of Operations

Location: Stephen Perse Cambridge Senior School and all sites

Role Description

The Administrative Assistant for the Estates Department is responsible for assisting with the smooth running of the Estates department and the carrying out of the administrative functions of the Shared Services team supporting the Director of Operations, Logistic Manager and Planned Maintenance and Projects Manager.

This is a wide-ranging and responsible role requiring strong administrative, IT, organisational and communication skills. We are seeking a highly motivated and detailed driven individual to join our dynamic Estates department, contributing to the smoothing running of the department and efficient upkeep of our facilities.

Main Responsibilities:

Estates:

• Be the first point of contact for our Estates department. Answering phones, greeting visitors and contractors professionally, addressing enquiries related to Estates department.
• Ensuring a professional response to all telephone, email and in-person enquiries from parents, staff and other stakeholders.
• Responsible for processing work order requests via the Estates department ticketing systems promptly and effectively. This includes logging requests in the designated ticketing system, communicating with staff and external contractors, tracking status of tickets submitted across the Stephen Perse sites and assigning in-coming tickets to the appropriate person.
• Liaise with the Maintenance Manager and Planned Maintenance and Project Manager on ticket received.
• Assist the Logistics manager with Inventory Management. Assisting with maintaining accurate inventory levels of office supplies, equipment, furniture and spare parts used by the Estates team. This will involve assisting with ordering supplies and potentially processing invoices in correspondence with the various processes in place.
• Assist the Logistic Manager with porting, events and transports requests via the Estates department ticketing system.
• Assist the Logistic Manager where required with filing and record keeping of vehicles insurance, MOT, Tax, maintenance checks and servicing.
• Assist with taking transport requests and assigning to the Logistic Manager
• Assist the Logistic Manager where possible with updating drivers schedules
• Assist the Estates department with booking relevant training as requested by the Director of Operations, Planned Maintenance and Projects Manager, and Maintenance Manager such as MiDAS and IPAF training
• Assist the Planned Maintenance and Projects Manager where required with booking and scheduling planned preventative maintenance and statutory inspections for buildings, plant and equipment and assisting with maintaining associated records where required.
• Assist the Director of Operations with scheduling meetings and appointments. This may include preparing agendas, taking minutes ensuring timely distribution and preparing documents.
• Assist with preparing reports and presentations on status of Estates ticketing system.
• Assist with inputting and compiling data.
• Assist with tracking expenses against budget.
• Basic understanding of CAD, to assist with drawings for buildings services and floor plans.
• Prepare maintenance purchase orders, obtain quotations and liaise with suppliers.
• Manage external contractor records liaising with HR on external service providers’ DBS, contractors ID checks, insurance, qualification, etc.
• Maintain the maintenance calendar; ensuring that site visits and contractor visits/appointments are logged and communicated with the relevant stakeholders to ensure compliance with health and safety requirements, as well as safeguarding regulations.
• Maintain the effective filing within the Estates drive.
• General day to day administrative tasks of the Estates department assisting with general administration tasks such as; ordering, data inputting, Estate’s drive, electronic filing system, purchase orders, obtain quotations, liaise with suppliers.

General Responsibilities

• Act as an excellent ambassador for Stephen Perse at all times.
• Build and maintain good working relationships with all Stephen Perse colleagues.
• Assist as necessary in other Stephen Perse areas at peak times.
• Work at all times towards the aims and goals of Stephen Perse and any individual objectives and targets you may have agreed.
• Proactively identify areas for improvements within Stephen Perse.
• Actively promote Stephen Perse Equal Opportunities Policy, encouraging staff awareness and participation in all areas.
• Act in accordance with the Data Protection principles at all times.
• Adhere at all times to Stephen Perse operational and employment policies and procedures.
• Take care of your own health and safety and that of people who may be affected by what you do (or do not do).
• Cooperate with others on health and safety, and not interfere with, or misuse, anything provided for your health, safety or welfare.
• Follow the training you have received when using any work items Stephen Perse has provided.
• Adhere to Stephen Perse’s Privacy Notice and ensure private and confidential data is kept secure and disposed of in the appropriate manner.

This job description is not necessarily comprehensive and the position holder will be required to carry out such other duties as may reasonably be required within the general scope and level of the post.

Safeguarding and welfare of children

The post holder’s responsibility for promoting and safeguarding the welfare of children and young persons for whom s/he is responsible, or with whom s/he comes into contact, will be to adhere to and ensure compliance with Stephen Perse’s Safeguarding and Child Protection Policy statement at all times. If, in the course of carrying out the duties of the post, the role-holder becomes aware of any actual or potential risks to the safety or welfare of children in the School, s/he must report any concerns to the School’s Designated Person or the Stephen Perse Designated Safeguarding Lead.

All employees of Stephen Perse adhere to the Safer Working Practices guidance and all teaching staff are required to adhere to the Teaching Standards which can be found on the government website.

Terms and conditions

All appointments for Stephen Perse are subject to satisfactory reference and disclosure and barring service (DBS) checks, suitability to work with children checks, online checks, proof of identity and eligibility to work in the UK, completion of a medical questionnaire and proof of qualifications.

Hours of work

37.5 hours per week, working between 8-5pm.