At a Glance
- Tasks: Support the smooth running of facilities and operations at our vibrant school.
- Company: Join a leading educational institution with a strong community focus.
- Benefits: Enjoy competitive pay, flexible hours, and opportunities for personal growth.
- Other info: Be part of a supportive team that values your contributions and ideas.
- Why this job: Make a real difference in a dynamic environment while developing essential skills.
- Qualifications: Organised, proactive individuals with strong communication and IT skills are welcome.
The predicted salary is between 30000 - 42000 £ per year.
Job Description
The School has an exciting opportunity for a full-time Facilities and Operations Administrator.
Job Purpose:
The Facilities & Operations Administrator will play an important role within the Facilities team, ensuring the smooth running of the department and across the School.
Key Outputs & Responsibilities:
Facilities Administration
1. Provide comprehensive administrative assistance to the estates team, including scheduling meetings, managing calendars, preparing reports, and maintaining accurate records and documentation. Develop and maintain office systems, including data management and filing.
2. Assist in maintaining and organising documents, contracts, permits, and other legal and operational records related to the organisation's estates, ensuring their accuracy, accessibility, and compliance with regulations.
3. Assist in monitoring budgets, processing invoices, tracking expenses, and maintaining financial records related to estate projects and activities.
4. For tasks which exceed the Estates and Operations team’s skill sets, organise and liaise with approved Contractors to complete routine maintenance as necessary.
5. Reconcile Contractor invoices with Purchase Orders for the Head of Estates and Operations to authorise final payment.
6. Support the Head of Estates and Operations to co-ordinate meetings with Service Providers and Contractors, and other School personnel as necessary.
7. Reconcile, record and report Facilities department attendance and hours worked, including overtime, on-call and call out hours as applicable.
8. Assist the Estates Operations Department with report writing for various forums including Board, Executive and School Committee’s.
9. Support the Head of Estates and Operations to review and tender materials, equipment and consumables, creating and approved supplier list.
10. Purchase materials and equipment from approved suppliers as appropriate and necessary.
11. Oversee stock holding and inventory for fast moving and consumable items and equipment.
Catering
12. In liaison with the COO and the Head of Estates and Operations, review contracts and costs of school on an annual basis researching and collating information on possible alternative providers where appropriate. Supporting tenders where necessary.
13. Manage the purchasing and oversee the supply of School and Nursery purchased milk.
Euclid rooms and Mayfield Sports Centre Bookings
14. Receive and coordinate bookings for Euclid rooms, and Mayfield Sports Centre customer bookings, ensure that invoicing is complete, and payment is received. Contact customers for debt recovery as necessary.
15. Assist the Head of Estates and Operations in improving the booking system and developing new business in connection with the school’s facilities and transport.
Transport Co-ordination
16. In liaison with the COO and the Head of Estates and Operations, review contracts and costs of school transport on an annual basis researching and collating information on possible alternative providers where appropriate. Supporting tenders where necessary.
17. To develop and maintain a good working relationship with transport providers and drivers.
18. Audit approved transport providers checking bus safety records and driver licence and disclosure compliance for example.
19. Act as a central point of contact in the event of any delays to the school buses to and from school. Communicating in a timely manner with pupils, parents and staff as appropriate.
20. Liaising with the Finance Department in relation to pupil passenger names and numbers using the School buses.
21. Produce and issue School bus passes in advance of each session.
22. Check and ensure that bus passes are routinely inspected by the bus drivers and that passengers are registered to use the designated bus service. Reconciling with finance as necessary.
23. Act as a primary point of contact for any disciplinary incidents occurring on School transport. Where appropriate liaising with respective Teachers, Deputy Heads and Deputy Rectors.
24. Assist with ensuring that pupils who have missed the School bus are safe, and parents are aware.
25. Co-ordinate School transport for trips, events and PE/Games fixtures. Liaising with the relevant members of staff to ensure that the most suitable and efficient transport is organised dependant on the information provided including numbers, destination(s) and budget. Ensure use of Schools own vehicles where most efficient and practicable.
26. Co-ordinate and liaise with the transport provider on school trip transport arrangements including flight information in respect of flight transfers to and from airports.
27. Ensure transfers to and from Mayfield Sports Centre run smoothly. Ensure that there is suitable supervision allocated to this service. Liaise with transport providers during each session to set timetables.
28. Ensure all transport cancellations are communicated to the transport provider in a timely manner, minimising any unnecessary costs.
29. Manage parent enquiries about bus transport costs, routes etc.
30. Reconcile transport invoices and authorise the Finance Department to make payment.
31. In liaison with the Health and Safety Advisor, ensure that Schools own transport is safe, compliant, and fit for purpose. Organise maintenance and inspection as necessary.
Person Specification
Essential:
• Relevant experience in administration and logistics
• Organised, with strong attention to detail
• Proactive and independent worker with a high level of initiative.
• Reliable and punctual with a strong sense of responsibility.
• Flexibility to adjust schedules and respond to ad-hoc requests.
• Ability to remain calm and act swiftly in emergency situations.
• Positive and approachable demeanour for effective collaboration with the school community.
• The ability work within a team
• Excellent oral and written communication skills
• Excellent observational and organisational skills
• High standard of IT skills
• Ability to communicate and liaise effectively and sensitively with parents
The School requires all newly appointed staff to undertake a check with the Scottish Criminal Records Office in line with the Protection of Vulnerable Groups (‘PVG’) Scheme. Offers of employment are conditional upon satisfactory registration with the PVG Scheme.
Please note we are unable to provide sponsorship for a work visa so candidates should ensure they already have or are able to obtain the right to work in the UK before applying.
The job description is written as an indication of the nature and scope of duties and responsibilities. It is not intended as a fully descriptive or definitive list and jobholders will be expected to carry out other duties assigned which are appropriate to the role.
Closing date is Monday 10 November 2025
Interviews will take place in person at The High School of Dundee on 12 November 2025.
Please click on the s1jobs APPLY button now.
About the High School of Dundee
At the High School of Dundee, our unique location in the heart of the city is a major strength, helping our pupils feel connected to the real world, creating fully rounded and grounded young people. The school currently has over 900 pupils, from age 3-18, who divide their time between our main city centre campus and our extensive sports facility, Mayfield.
Our approach is built on a profound belief that if young people are valued, supported known, and engaged in their learning, they can achieve amazing things. We have a long track record of outstanding exam results, which we owe to our rigorous approach, expertise built up over many years and a genuine desire to see our pupils realise their potential.
In our Primary School, the children work daily on the crucial building blocks of literacy and numeracy, but the focus is also on making learning fun, engaging and wide-ranging. And in the Senior Years, choice is paramount. In S3, our pupils can choose eight subjects to focus on, while in S5 they can select from 25 subjects at Higher level. At Advanced Higher, 23 subjects are available.
The timetabling of exciting new interdisciplinary STEM Innovation and Business Enterprise courses, in addition to computer science for all, has embedded Future Skills into our curriculum. In tandem, the development of partnerships with local businesses is allowing us to provide real world learning opportunities which further enriches our pupils’ learning.
A focus on the essential importance of Pastoral Care and on encouraging all pupils to make the most of the opportunities presented by our vibrant and extensive co-curriculum, helps create an environment in which the School’s Core Values are ever-present and where the desire to learn, support one another and grow is embraced by all.
Facilities and Operations Administrator in Dundee employer: High School of Dundee
The High School of Dundee is an exceptional employer, offering a supportive and collaborative work environment that values the contributions of its staff. With a strong focus on professional development and growth opportunities, employees are encouraged to thrive in their roles while being part of a vibrant community dedicated to nurturing young minds. Located in the heart of the city, the school provides a unique setting that fosters real-world connections and enriches the educational experience for both staff and students.
StudySmarter Expert Advice🤫
We think this is how you could land Facilities and Operations Administrator in Dundee
✨Tip Number 1
Network like a pro! Reach out to current or former employees of the school on LinkedIn. A friendly chat can give you insider info and maybe even a referral, which can really boost your chances.
✨Tip Number 2
Prepare for the interview by researching the school’s values and recent projects. Show us that you’re genuinely interested in being part of the team and how your skills can contribute to their goals.
✨Tip Number 3
Practice common interview questions with a friend or in front of the mirror. This will help you articulate your thoughts clearly and confidently when it’s your turn to shine.
✨Tip Number 4
Don’t forget to follow up after your interview! A quick thank-you email can leave a lasting impression and shows us that you’re keen on the role. Plus, it keeps you on their radar!
We think you need these skills to ace Facilities and Operations Administrator in Dundee
Some tips for your application 🫡
Tailor Your Application:Make sure to customise your CV and cover letter for the Facilities and Operations Administrator role. Highlight your relevant experience in administration and logistics, and show us how your skills align with the job description.
Show Off Your Organisational Skills:Since this role requires strong attention to detail and organisation, give us examples of how you've successfully managed projects or tasks in the past. We want to see your proactive approach and ability to juggle multiple responsibilities!
Communicate Clearly:Your written communication skills are key for this position. Make sure your application is clear, concise, and free of errors. Use a friendly tone that reflects your positive demeanour, as we value effective collaboration within our team.
Apply Through Our Website:We encourage you to apply directly through our website. It’s the best way for us to receive your application and ensures you’re considered for the role. Don’t forget to submit before the closing date!
How to prepare for a job interview at High School of Dundee
✨Know Your Stuff
Before the interview, make sure you understand the key responsibilities of the Facilities and Operations Administrator role. Familiarise yourself with the specific tasks mentioned in the job description, like managing budgets and liaising with contractors. This will help you demonstrate your knowledge and show that you're genuinely interested in the position.
✨Show Off Your Organisational Skills
Since this role requires strong organisational abilities, prepare examples from your past experiences where you've successfully managed multiple tasks or projects. Be ready to discuss how you maintain accurate records and documentation, as well as how you handle scheduling and prioritising tasks effectively.
✨Be Proactive and Positive
The school is looking for someone who is proactive and has a positive demeanour. During the interview, highlight instances where you've taken the initiative to solve problems or improve processes. A friendly attitude can go a long way, so don’t forget to smile and engage with your interviewers!
✨Prepare Questions
At the end of the interview, you'll likely be asked if you have any questions. Prepare thoughtful questions about the school's facilities, team dynamics, or future projects. This shows your enthusiasm for the role and helps you assess if the school is the right fit for you.
