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Operations Administrator

Operations Administrator

Queen Mary's School

North Yorkshire

  • £25,000 - £27,000 per year
  • Quick apply
  • Expired
Salary:
Pension, Free meals during Term Time, 28 days holiday plus Bank Holidays, Fee remission subject to criteria
Job type:
Full Time, Permanent
Start date:
Immediate
Apply by:
10 June 2023

Job overview

JOB PURPOSE: To 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

The Operations Administrator is the principal point of contact for Queen Mary’s School commercial activity, with responsibility for the coordination and implementation of venue hire. The successful candidate will also.be required to support the Bursar with operational administration to ensure facility compliance.

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 of building excellent relationships with a wide range of people

Experience in lettings, facilities and office administration

Experience gained in a PA/admin role.

Experience gained within a similar setting.

Qualifications: Educated to degree level or equivalent work experience

Personal Approach

Possess a ‘can-do’ attitude and a willingness to get involved.

Current driving licence   

Willing to work out of hours as and when lettings and events occur

 

Attached documents

About Queen Mary's School

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+44 1845 575000

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A Christian community that values, nurtures and respects every individual. A place where all are challenged to do their best, serve others, show compassion and act with integrity.

Queen Mary’s School…. 

  • Strives for excellence in every endeavour
  • Loves life and enjoys learning
  • Nurtures spirituality and personal growth 
  • Respects individuality and embraces diversity
  • Enhances character and builds resilience
  • Creates independent young people
  • Makes strong and lasting friendships

Owned by the Woodard Corporation, Queen Mary's School is an all girls’ independent boarding and day school situated in beautiful countryside, close to Thirsk and the Hambleton Hills. Junction 49 of the A1 is about 2 miles away. Founded in 1925, the school was originally situated at Duncombe Park, but moved to its present site in 1985. Baldersby Park, the School's current home, is a Grade 1 listed building surrounded by 40 acres of landscaped grounds, sports fields and paddocks. 

We have a Reception and pre-prep department (currently one form entry in each year group) but the main School is for girls only and spans the age range 7 to 16. While we prepare a few girls for Common Entrance at 11, 12 and 13+, most girls stay on and do GCSE with us, before moving to new schools and colleges for the sixth form. 

The School has a strong boarding tradition but we have an increasing number of day girls and those who board one or two nights each week. 

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Academic development is at the heart of school life, we offer an independent wide ranging curriculum, excellent teaching and a clear understanding of learning potential. With a combination of traditional and modern teaching methods, each child is encouraged to enjoy learning, develop their independence and succeed to the best of their ability.

Above all Queen Mary’s believes that the learning process must be enjoyable and engaging. Teaching and learning are supported by a wide range of resources and extra-curricular activities. The ethos and values foster an enthusiasm for lifelong learning and encourage independence of thought. The children develop self-esteem, a wide range of knowledge and essential communication, study and life skills as they progress.

· The ability to inspire and motivate children, able to stimulate the pupils’ real interest and involvement in the Key Stage / subject 

· Develop pupil confidence, self-esteem, determination and behaviour

· Provide good support to the various activities of the School through ability and willingness to make a significant contribution to the extra-curricular programme

· Clear and effective communication skills

· Queen Mary’s has a commitment to Continuing Professional Development for all staff

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As featured in The Good Schools Guide in 2017 Queen Mary’s School

‘provides exceptional education that focuses on creating girls with confidence, a “have a go” mentality and freedom to grow into their own skin.’ This is a character-building independent girls’ school in which nobody even bothers talking about gender because all the girls grow up thinking there’s nothing boys can do that they can’t. At the forefront of this approach, is an outdoorsy, adventurous attitude towards learning. ‘We deliberately encourage the girls to take risks in a controlled environment and a lot of that is to do with adventure – so the girls swim, canoe and kayak in the river, camp out on the river banks, use our climbing wall and scaffolding poles, learn bush craft, build dens, climb trees – you get the picture,’ says head Carole Cameron. It’s not that the girls are forced into any of these activities, but shrinking violets these girls are not and they come out all the more robust and resilient for it.’

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Applications closed