Operations & Maintenance Administration Manager in City of Westminster

The O&M team is responsible for maintaining and operating all installed engineering systems, providing reliable and resilient operations 24x7x365 across office, data centre, front/back office and production environments. This role supports the operational delivery of the O&M Team within the Property Division, contributing to the effective delivery of commercial, contractual, financial, and logistical activities across the Bank's estate.

Operational Support

• Provide operational support to the Head of Operations & Maintenance Engineering, and the wider O&M Senior Management team.
• Maintain and improve operational systems and processes, including Planon (integrated workplace management system) and Help Desk platforms.
• Operate and maintain the Engineering Incident Management protocol(s).
• Support the Safe Systems of Work processes by maintaining accurate databases and procedural updates.
• Attend meetings as delegates for senior managers and present administrative and operational reports.

Commercial & Financial Support

• Prepare and validate commercial reports, metrics and budget submissions.
• Collate annual engineering budget requirements across projects and routine maintenance.
• Enable monthly infrastructure and third‑party KPI/SLA reporting, ensuring data integrity.
• Manage purchasing, invoicing, receipting, and financial reconciliation processes.
• Provide accurate monthly budget, forecast and compliance reporting.

Supplier & Contract Coordination

• Act as key liaison for third‑party engineering supplier engagement, resolving issues and responding to queries.
• Manage operational contracts, ensuring compliance with best practice, monitoring performance and developing relationships with key suppliers.
• Maintain a key database of third‑party providers and contract tracking tools.

Governance, Risk & Compliance

• Maintain statutory property logbooks and compliance databases for testing and certification.
• Monitor and report on operational risk issues and incidents (e.g. via ARCHER).
• Maintain the engineering health & safety risk schedule across all properties.
• Ensure the team's business continuity plan is maintained and updated.
• Support Health & Safety and Wellbeing across the Infrastructure team.
• Maintain an annual Property Impact Schedule in collaboration with management.
• Maintain institutional memberships and a schedule of industry events.
• Provide engineering market intelligence reports to support strategic awareness.

Team Coordination & Workforce Administration

• Manage administrative staff.
• Maintain accurate contract and shift schedules across teams and properties.
• Administer team schedules, holidays, sickness, and expenses on a monthly basis.
• Support recruitment logistics, onboarding of employees and consultants, and workforce planning.
• Organise CPD sessions and maintain training needs assessments and schedules.
• Develop and maintain Operations & Maintenance Engineering SharePoint sites.

This is a people management role. You will be responsible for day‑to‑day management of the team and for defining roles and responsibilities. You will develop your team through sharing information effectively, coaching and communicating a clear vision to ensure that your staff are productive, engaged and motivated to deliver the area's aims. This will include setting clear goals and smart stretching objectives that are aligned to those of the team, division and directorate. You will also be responsible for managing all staff‑related matters that may arise including performance, absence and sickness.

Qualifications

• Proven experience providing operational or administrative support in an engineering, property, or facilities environment.
• Demonstrable experience in managing end‑to‑end financial processes, including budget preparation and monitoring, forecasting, planning project budgets, overseeing invoicing, and ensuring accurate reconciliation.
• Previous experience using computer‑aided facility management systems, particularly Planon.
• Previous line management experience.
• Familiarity with the practical application of SFG20, the BESA (Building Engineering Services Association) standard for planned preventive building maintenance.
• Strong written and verbal communication skills, and the ability to work collaboratively with colleagues and suppliers/contractors.
• Proficient in Microsoft Office (Word, Excel and PowerPoint), including maintaining trackers and producing clear updates.
• Demonstrable experience in planning and prioritising workload, managing competing demands and delivering to deadlines, whilst maintaining quality under pressure.
• Proven ability to follow defined procedures, assess information accurately and document outcomes/recommendations clearly.
• Security vetting to SC Clearance (to be provided by the Bank).
• Minimum City & Guilds Level 2/3 (or transferable) Business & Administration.
• IOSH Managing or Operating Safely qualification (or willingness to obtain).
• Awareness of statutory compliance and property regulations.
• Experience supporting procurement or contract processes.
• Interest in continuous improvement and operational resilience.

Benefits

• Salary is circa £39,280 - £44,190 (depending on skills and experience).
• In addition, we also offer a comprehensive benefits package.
• Currently a non-contributory, career average pension giving you a guaranteed retirement benefit of 1/80th of your annual salary for every year worked.
• There is the option to increase your pension (to 1/65th) or decrease (to 1/105th) in exchange for salary through our flexible benefits programme each year.
• The Bank has the discretion to vary standard accrual rates and dial up and dial down rates at any time and to withdraw dial up and dial down options at any time.
• A discretionary performance award based on a current award pool.
• An 8% benefits allowance with the option to take as salary or purchase a wide range of flexible benefits.
• 26 days' annual leave with option to buy up to 12 additional days through flexible benefits.
• Private medical insurance and income protection.