Administration Assistant (Facilities)

We are looking to recruit an Administration Assistant (Facilities), know internally as Facilities Management Assistant, to assist with the daily administrative function and logistical support of Facilities & Maintenance Department activities. The Buildings & Facilities Department is responsible for maintaining College operational buildings which includes boarding houses, school rooms, sport facilities and staff accommodation.  Part-time hours may be considered. Due to the needs of the school and the department, we may interview suitable candidates before the closing date. This job may also close early if a large number of applications are received. You are advised to submit your application as early as possible to avoid missing your chance to apply. BenefitsEton College offers a wide range of benefits, including an 11% employer contribution to your pension (with 4.9% employee contribution), Employee Assistance Programme, enhanced Maternity / Paternity scheme, a cycle to work scheme, subsidised lunches during term time, free or heavily discounted access to the College’s sport and leisure facilities and discounts at local retailers and businesses. Main Duties Arrange access and accompany, where necessary, relevant trade contractors and visitors across the estate to carry out maintenance-based tasks or surveys. Support on schedules for planned maintenance works e.g. statutory servicing, internal decorations, planned property maintenance. Visit properties and update records of items across the estate which require servicing, and to work with the team to check contractor instructions align. Oversee Personal Protective Equipment provision, use and maintenance of adequate supplies. Support on trades people induction processes, their use of the asbestos register and other necessary processes linked to construction and repair works. Support on the Safe Systems of Work register, and related Risk Assessments, and to review this regularly in conjunction with Deputy Maintenance Manager and external Consultant. Help organise and maintain trades and buildings staff training, liaising with external training providers and organising the maintenance team to attend, and escalating to where there is non-compliance.    Liaising with members of staff, in the department and the wider college, by telephone, email or in person to smooth and enable logistics including servicing and access for repairs. Raise repair instruction tickets (our reactive repair system is called ‘Pinks’). Support on our external contract management processes, including contractor meetings and assist with the framework contractors JCT contracts, H&S and insurance records being kept up to date. Helping with repairs and maintenance enquiries and updates, escalating where appropriate. Filing electronically information pertinent to properties using a correct naming convention. Recording incoming documents, adding dates and/or comments to systems if necessary, and supporting on our shared goal of full servicing and maintenance records being up to date and comprehensive. Receive training to support the use of Top Desk CAFM system (Computer Aided Facilities Management) system to record service and repair processes. To support on different and other tasks when required, which may vary over time and which contribute to the College’s operational priorities.All employees of Eton College are also expected to: Develop a good understanding of safeguarding procedures, given all positions at Eton are classed as ‘regulated activity’; Demonstrate a commitment to safeguarding and promoting the welfare of children. This includes but is not limited to completing safeguarding training as required, complying with all safeguarding procedures and ensuring any safeguarding updates issued by the College are read and understood. Understand and comply with procedures and legislation relating to confidentiality; Display a commitment to and promotion of equality, diversity and inclusion.Working Pattern The standard working pattern is: 35 hours per week, working 9am to 5pm, Monday to Friday with one unpaid hour for lunch each day; 52 weeks per year; 21 days contractual annual leave, plus additional discretionary leave over the Christmas shut-down period (normally 3 days); Working onsite in Eton; When bank holiday fall within a school term period, this is considered to be a working day and a day off in lieu will be given. Part time hours will also be considered.  The Ideal CandidateTo be successful in this role, you will need:   Previous experience working in a busy administrative position and juggling competing priorities; Good working knowledge of Microsoft Word, Outlook and Excel; Excellent communication skills – both written and verbal; An understanding of building services and some facilities management experience would be highly advantageous.You may enjoy this role if: You have a ‘can-do’ attitude – you love getting stuck in and you’re not phased by a heavy volume of work and fast changing priorities; You’re flexible – you’ll have to juggle lots of competing tasks so you’ll enjoy having lots of different things on the go, and you’re able to organise your time and to prioritise your to do list so nothing slips through the cracks; You’re a confident communicator – you enjoy engaging with a variety of different people; You enjoy working in a team – you are happy to support other team members and get involved in lots of different tasks. You have demonstrable accuracy and attention to detail.About The CollegeWe are an equal opportunities employer and are seeking applications from suitable candidates from all backgrounds. We are dedicated to creating and sustaining an environment that values individuality and difference and celebrates the diversity of both staff and pupils by fostering perseverance, tolerance and integrity. We believe in equal opportunity for everyone, irrespective of age, disability, gender reassignment, marriage or civil partnership, pregnancy or maternity, race, religion or belief, sex, sexual orientation or socio-economic background. If you have any queries about the application process or any problem with submitting your application online, the Recruitment Team will be happy to help. Should you require any reasonable adjustments to be made or facilities provided to enable you to apply online, please do not hesitate to contact us on so we can make adjustments accordingly.  DISCLOSURE CHECKS Eton College is committed to safeguarding and promoting the welfare of children, and applicants must be willing to undergo child protection screening appropriate to the post, including, but not limited to, reference checks with past employers, an Enhanced Disclosure from the Disclosure and Barring Service (including Barred List information), an online search and, where applicable, Prohibition checks. If you are successful in your application, you will be required to complete a DBS Disclosure Application Form.  Any information disclosed will be handled in accordance with any guidance and/or Code of Practice published by the DBS. The College is exempt from the Rehabilitation of Offenders Act 1974 and therefore all convictions, cautions, reprimands and final warnings (including those which would normally be considered as “spent” under the Act) must be declared, subject to the DBS filtering rules. It is a criminal offence for any person who is barred from working with children to attempt to apply for a position at the College