Facilities Administration Assistant in Hampshire, Waterlooville

The Governors are seeking to appoint a motivated and enthusiastic Facilities Administration Assistant. The successful candidate will be responsible for the delivery of technical administration in support of the Facilities Management Team. To maintain records in relation to statutory testing, risk assessments, planned property maintenance, reactive maintenance, and health and safety. The role will also include administration for school lettings and Health & Safety duties.

The 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.
• To 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.
• 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.
• Premises
• Maintain the register of rolling programme of planned and preventive maintenance, liaising with the M&E Contractor helpdesk staff as appropriate.
• Ensure that the reactive maintenance/defect reporting system is maintained according to site wide priorities.
• 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.
• To raise purchase orders for premises related goods and services under the direction of the Estates Manager.
• To 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.
• 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

Additional Information: 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

Please note that once you have applied for the role you will be sent an email with an application form to fill in. This form will need to be fully completed and returned for your application to be considered.

Candidates with experience of Facilities Maintenance, School Caretaking, or Estates Management are encouraged to apply.