About this role
Salary Pro-ratad for 30 hrs : £20,701.20 - £21,762 per annum actual salary Hours Per Week: 30 Hours Weeks per year: 52 Weeks Contract: Permanent / Part Time Job Purpose To provide high-quality administrative and compliance support to the Estates and Facilities Department, maintaining accurate records, coordinating maintenance and contractor activities, and supporting statutory compliance and health and safety processes. The role plays a key part in ensuring that Estates systems, documentation and performance information are effectively managed, enabling the department to deliver safe, compliant and efficient services across the charity. Facilities Administration Process and administer maintenance requests and work orders. Update departmental databases, records and filing systems. Raise purchase orders and support the processing of invoices. Respond to enquiries from staff, contractors and visitors in a professional and timely manner. Support department projects through general administrative assistance and document control. Arrange meetings and prepare agendas, minutes and associated documentation. Assist with the preparation of departmental reports and performance information. Maintenance and Compliance Records Maintain records relating to servicing, inspections and maintenance activities. Log service reports, certification and compliance documentation onto departmental systems. Assist in maintaining compliance records and evidence files. Monitor document review dates and notify managers when updates are required. Chase contractors and service providers for outstanding reports and documentation. Support the production of monthly compliance and maintenance reports. Maintain and update Estates compliance management systems and dashboards, ensuring statutory inspection, testing and certification records remain accurate and accessible. Health & Safety Administration Assist with maintaining health and safety records, policies and procedures. Administer accident, incident and near-miss reporting records. Support the administration of DSE assessments and workplace assessments. Maintain staff training records and monitor renewal and expiry dates. Assist with maintaining COSHH records and Safety Data Sheets. Prepare paperwork for toolbox talks, meetings and safety briefings. Support the administration of fire safety records, fire drills and fire marshal information. Contractor Administration Maintain contractor records and approved supplier information. Issue contractor induction information as required. Collect, record and file contractor insurance certificates, RAMS and competency documentation. Maintain records relating to permits to work and contractor activities. General Responsibilities Work in accordance with QAC policies and procedures. Maintain confidentiality and process information in accordance with GDPR requirements. Participate in training and development activities relevant to the role. Promote and support the safeguarding of vulnerable adults and young people. Please take time to review the job description attached. Please upload a CV/Resume* with details of your full employment history (since leaving school, including education, employment and voluntary work) including reasons for any gaps in employment. This should also include a statement of the personal qualities and experience you believe are relevant to your suitability for the post and how this meets the job description and person specification requirements. Your CV/Resume* will be re-produced in a standard format by the system (without personal identifiers) to assist us in our anonymised shortlisting process. Safeguarding Commitments As part of our commitment to safer recruitment, and in line with updated guidance published in September 2022, we will carry out an online search of all shortlisted candidates. This search may enable us to identify any incidents or issues that have happened, and publicly available for review online, which we may wish to explore with you in further detail during the interview process. As part of your application we have asked you to provide the account names, usernames and/or handles for any social media platform that you use, as well as the names of any websites that you own, post on, or contribute to. A Google search will also be conducted. These checks will only be conducted if you are shortlisted for interview. Please see our safer recruitment and selection policy for further information. Under Section 7 of SVGA 2006 it is an offence to apply for the role if the applicant is barred from engaging in regulated activity relevant to children. The College's Safeguarding Policies are available here.