Job Description
Job Title:
Estates Administrator
Main Purpose of Job:
To enable the Estates Manager to discharge his responsibilities more effectively by providing
administrative and secretarial support and assuming delegated responsibility for certain of his
duties. Administer maintenance projects and facilitate compliance with legislative requirements
of construction projects.
Responsible to:
Estates Manager
Liaison with:
Bursar, Maintenance team other College members, contractors and
suppliers
Duties and responsibilities:
Office Administration
 Process routine correspondence and telephone enquiries without reference to the Estates
Manager
 Maintain filing as required (both electronic and paper)
 Identify opportunities for improving efficiency and take appropriate action
 Document and process attendance records for Maintenance department staff
 Generate purchase order forms, pursue invoices and financial documentation relating to
Maintenance
Diary Management and Meetings
 Manage the Estates Manager’s diary, prioritising requests for meetings and ensuring efficient
use of his time
 Set up meetings as requested, ensuring that all parties are aware of the arrangements
 Confirm arrangements prior to the meetings and ensure that the relevant papers are available
for the meetings.
Projects
 Undertake ad hoc projects on the Estates Manager’s behalf as required
 Prepare new project files
 Collect and distribute project data, job sheets, plans and information as required
 Report to the Estates Manager as necessary on any issues relating to these projects
 Liaise with contractors and service providers
 Maintain lift maintenance schedule
 Progress annual service contracts
 Research product, potential problems and issues as directed
 Liaise with Ball Committee members for maintenance requirements for the annual event
 Monitor water testing records for compliance and areas of concern:
o Preparation of monthly reports and documentation
o Software set-up and data input
o Document control and storage
Any other reasonable tasks as requested by Management when required from time to time
Authorised: …Estates Manager…
Date: …February 2016…
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Person Specification
The successful candidate will fulfil the following essential criteria:
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Possess at least 2 years demonstrable proficiency in administration
Have excellent interpersonal skills, whether dealing with students, academic staff,
external organisations, or other members of the team
Have the ability to work as part of a team but also able to work without direction
Have the ability to prioritise workload and manage time effectively
Possess excellent oral and written communication skills
Have a logical and systematic approach to problem solving
Good judgment about when to use initiative and when to consult
Be computer literate and confident using Word, Excel, and Outlook, as well as
databases
Excellent attention to detail
The successful candidate will fulfil the following desirable criteria:
 Knowledge of construction compliance and legislation (desirable) or an
understanding of property maintenance issues
 Knowledge of relevant health and safety legislation and its practical application
(including areas such as COSHH and manual handling)
 Ability to read and interpret plans, construction and contract documentation
 Confident in decision making process
 Outgoing and resilient with a sense of humour
 Forward thinking, proactive and creative
 Positive attitude and friendly outlook
Authorised: …Estates Manager…
Date: …February 2016…
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