Operations & Maintenance Administration Manager in London

Location: London

Department Overview

The role of the banks Property department through its Operations & Maintenance Engineering (O&M) team, is to maintain, enhance and support the occupied building environment, and to provide excellent engineering services for all Bank staff. In addition to maintaining and supporting the Bank’s primary business function, The Property team has responsibility for significant annual capital investment, supports business continuity, strategic health & safety management, internal & external events, general building facilities (switchboard, help desk and reception), catering, cleaning, post services and travel team whilst ensuring value for money is achieved in all Bank wide procurements. The Property department’s overall mission is to maintain, enhance and protect the Bank’s building environment including its engineering systems and to provide resilient services to maintain business as usual functionality.

The O&M team comprises >56 FTE and covers the Bank’s (x3) core properties located in London & Debden (Essex). The London properties comprise of (x2) properties; the Banks grade 1 listed Head Office at Threadneedle St and a more traditional modern office building at 20 Moorgate. Our property located at Debden is the Banks print works. All (x3) buildings are extremely critical to the Banks operations and possess various levels of critical systems to support those operations. 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, consequently a wider breadth of engineering exposure exists.

Role Description

This role supports the operational delivery of the O&M Team within the Property Division. The postholder contributes to the effective delivery of commercial, contractual, financial, and logistical activities across the Bank’s estate. Working closely with senior colleagues, and as a key enabler for the Division, the role is responsible for supplier coordination, compliance tracking, workforce and activity administration, and reporting. The role also provides line management for administrative staff and ensures the team’s operational resilience and compliance with statutory and internal standards.

Key Responsibilities

• 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.

Role Requirements

Minimum Criteria

• 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.

Essential Criteria

• Familiarity with the practical application of SFG20, the BESA (Building Engineering Services Association) standard for planned preventative 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).

Desirable Criteria

• 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.

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.

Our Approach to Inclusion

The Bank values diversity, equity and inclusion. We play a key role in maintaining monetary and financial stability, and to do that effectively, we believe we need a workforce that reflects the society we serve. At the Bank of England, we want all colleagues to feel valued and respected, so we're working hard to build an inclusive culture which supports people from all backgrounds and communities to be at their best at work. We celebrate all forms of diversity, including (but not limited to) age, disability, ethnicity, gender, gender identity, race, religion, sexual orientation and socioeconomic status. We believe that it’s by drawing on different perspectives and experiences that we’ll continue to make the best decisions for the public.

Finally, we're proud to be a member of the Disability Confident Scheme. If you wish to apply under this scheme, you should check the box in the ‘Candidate Personal Information’ under the ‘Disability Confident Scheme’ section of the application.

Salary and Benefits Information

Location: London

Salary is circa £39,280 - £44,190 (depending on skills and experience). In addition, we also offer a comprehensive benefits package as detailed below:

• 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.

National Security Vetting Process

Employment in this role will be subject to the National Security Vetting clearance process (and typically can take between 6 to 12 weeks post offer) and the passing of additional Bank security checks in accordance with the Bank policy. Further information regarding the vetting and security clearance requirements for the role will be provided to the successful applicant, and information about how the Bank processes personal data for these purposes, is set out in the Bank's Privacy Notice.

The Bank of England welcomes applications from all candidates, but as a UK Visas and Immigration (UKVI) approved sponsor, we have a responsibility to comply with the Immigration Rules and guidance. As such, our ability to employ individuals who require sponsorship for immigration purposes is limited. The Bank cannot guarantee that you and / or the role you are applying for will be eligible for sponsorship and that any application made to UKVI will be successful. Eligibility will therefore be considered on a case by case basis.

The Application Process

Important: Please ensure that you complete the ‘work history’ section and answer ALL the application questions fully. All candidate applications are anonymised to ensure that our hiring managers will not be able to see your personal information, including your CV, when reviewing your application details at the screening stage. It’s therefore really important that you fill out the work history and application form questions, as your answers will form a critical part of the initial selection process.

The assessment process will comprise of two stages. This role closes for applications on 8 June 2026. Please apply online, ensuring that you complete your work history and answer ALL the application questions fully and in detail as your application will not be considered if all mandatory questions are not fully completed.