At a Glance
- Tasks: Support the Facilities Management Team with administration and health & safety compliance.
- Company: Join a welcoming Catholic school community in Waterlooville.
- Benefits: Part-time hours, competitive salary, and a supportive work environment.
- Other info: Opportunity for career growth and training as a Fire Warden/First Aider.
- Why this job: Make a difference in a school setting while gaining valuable experience.
- Qualifications: GCSEs in Maths and English, attention to detail, and good communication skills.
The predicted salary is between 25186 - 26244 £ per year.
The successful candidate will be responsible for the delivery of technical administration in support of the Facilities Management Team. This includes maintaining records related to statutory testing, risk assessments, planned property maintenance, reactive maintenance, and health and safety. The role will also involve administration for school lettings and Health & Safety duties.
Principal Responsibilities:
- Health and Safety: To coordinate the day-to-day administration of all documentation and records related to the compliance of the Health & Safety at Work Act, Fire Emergency Evacuation procedures, COSHH, Electricity at Work Act, Asbestos Management, Legionella management, and any other statutory requirements. Act as the secretary to the School's Health and Safety Committee and ensure the main Health and Safety noticeboard is kept up to date. Undertake the duties of a fire marshal and maintain an up-to-date list of fire marshals. Ensure the register of all risk assessments held in the school is maintained. Advise departments of risk assessments due for review and report any out-of-date records to the Estates Manager. Assist the Estates Manager in recording the actions arising from health and safety and site inspections and ensuring subsequent action is taken. Maintain the correct documentation to evidence compliance of the school site with legislation on accessibility as defined by the Disability Discrimination Act. Assist the Estate Manager with the monitoring of the DSE reports from staff and procure equipment as required.
- Premises: Maintain the register of rolling programme of planned and preventive maintenance, liaising with the M&E Contractor helpdesk staff as appropriate, booking in annual services and reactive work as it arises. Ensure that the reactive maintenance/defect reporting system is maintained according to site wide priorities and that an effective response mechanism exists for reporting and resolving issues. Assist the site team in undertaking all required statutory testing, maintain records of all statutory testing, raise defect requests and purchase orders to resolve any issues raised. Raise purchase orders for premises related goods and services under the direction of the Estates Manager. Maintain all records relating to the safe operation of school minibuses, including arrangements for maintenance, repairs, and MIDAS assessments.
- Management and Use of Site: Assist the Site Team in the administration of the physical arrangements for on-site activities beyond the school day. This includes managing all lettings, ensuring they are booked onto the room booker and the Site team have a copy of the letting diary. Ensure all hirers have received booking confirmations and that all paperwork, Public Liability Insurance, risk assessments, and safeguarding confirmations have been received.
- Contracts: Maintain a record of all contracts, service level agreements, leases and hiring of goods, services and equipment, including contract duration, scope, cost and review dates. Maintain a record of all issues raised in relation to the cleaning contract and liaise with the cleaning supervisor to ensure they are aware of the issues.
About You:
- Essential: 4 GCSEs (or equivalent) 5-9 and above (including Maths and English), good knowledge of Health and Safety legislation, skilled at paying attention to accuracy and detail, good verbal and written communication skills, demonstrate the ability to organise workload and prioritise tasks, good IT skills, displays commitment to the protection and safeguarding of children.
- Desirable: Knowledge of maintenance activities, ability to assist students if required, willingness to train as Fire Warden/First Aider.
Please note all staff will be required to complete and obtain a clear Enhanced DBS. All applicants must evidence Right to Work.
Closing Date: Sunday 17th May 2026 5pm
Interviews: Week commencing 18th May 2026
Candidates with experience of Facilities Maintenance, School Caretaking, or Estates Management are encouraged to apply.
Facilities Administration Assistant employer: Oaklands Catholic School
At Oaklands, we pride ourselves on fostering a supportive and inclusive work environment that values the contributions of every team member. As a Facilities Administration Assistant, you will enjoy a flexible part-time schedule, allowing for a healthy work-life balance while contributing to the safety and efficiency of our school community. With opportunities for professional development and a commitment to the well-being of our staff, Oaklands is an excellent employer for those seeking meaningful and rewarding employment in a vibrant educational setting.
StudySmarter Expert Advice🤫
We think this is how you could land Facilities Administration Assistant
✨Tip Number 1
Get to know the school and its ethos! Research Oaklands and understand what makes it unique. This will help you connect with the interviewers and show that you're genuinely interested in being part of their community.
✨Tip Number 2
Practice your responses to common interview questions related to health and safety, administration, and facilities management. We want you to feel confident and ready to showcase your skills when it’s your turn to shine!
✨Tip Number 3
Don’t forget to prepare some questions for your interviewers! Asking about their current projects or challenges shows that you’re proactive and engaged. Plus, it gives you a chance to see if the role is the right fit for you.
✨Tip Number 4
Apply through our website! It’s the best way to ensure your application gets noticed. Plus, we love seeing candidates who take the initiative to engage directly with us. Good luck!
We think you need these skills to ace Facilities Administration Assistant
Some tips for your application 🫡
Show Your Enthusiasm:When writing your application, let your passion for the role shine through! We want to see that you're genuinely excited about being a Facilities Administration Assistant and how you can contribute to our team.
Tailor Your Application:Make sure to customise your application to highlight your relevant skills and experiences. We’re looking for someone with a good knowledge of Health and Safety legislation, so don’t forget to mention any related experience you have!
Be Clear and Concise:Keep your application straightforward and to the point. Use clear language and avoid jargon. We appreciate well-structured applications that are easy to read and understand.
Follow Up:After submitting your application through our website, keep an eye on your email for the application form we’ll send you. Make sure to fill it out completely and return it promptly to ensure your application is considered!
How to prepare for a job interview at Oaklands Catholic School
✨Know Your Health and Safety Legislation
Familiarise yourself with key health and safety regulations relevant to the role. Be prepared to discuss how you would ensure compliance with the Health & Safety at Work Act and other statutory requirements during the interview.
✨Showcase Your Organisational Skills
Since this role involves maintaining records and managing multiple tasks, think of examples from your past experiences where you successfully organised workloads or prioritised tasks. Share these stories to demonstrate your ability to handle the responsibilities of the position.
✨Be Ready for Practical Scenarios
Expect situational questions that assess your problem-solving skills. For instance, how would you handle a maintenance issue that arises unexpectedly? Practising responses to such scenarios can help you feel more confident during the interview.
✨Demonstrate Your Communication Skills
Effective communication is crucial in this role, especially when liaising with contractors and staff. Prepare to discuss how you’ve effectively communicated in previous roles, whether through written reports or verbal updates, to show you can keep everyone informed and engaged.
