At a Glance
- Tasks: Provide top-notch admin support for our Estates and Operations team across two prestigious schools.
- Company: Join Westminster School, a leading independent school with a vibrant community.
- Benefits: Enjoy free meals, gym access, cycle schemes, and private medical insurance.
- Other info: Great career growth opportunities in a supportive environment.
- Why this job: Be part of a dynamic team making a real difference in educational facilities management.
- Qualifications: Strong organisational skills and a knack for multitasking are essential.
The predicted salary is between 32000 - 34000 € per year.
We are currently seeking to fill the position of Estates and Operations Department Administrator.
Required for: as soon as possible
Location: Deans Yard - Westminster School
Contract: full-time, permanent
Working hours: 08:00 - 17:00, Monday to Friday with an hour unpaid lunchbreak
Salary: £32,000 - £34,000 per annum, dependent on experience.
Benefits of working at Westminster include:
- Free school meals when on site
- Free access to the School’s leisure facilities, including a fitness gym (restricted hours).
- Cycle to Work Scheme and season ticket loans following completion of our standard probation period
- Private medical insurance (opt in)
- Discretionary Christmas shutdown period
- School fee remission (subject to meeting admission requirements)
The deadline for applications is midday on Monday 18th May 2026. Interviews will take place in-person on Tuesday 2nd June 2026.
We are looking for an exceptional individual to work as part of our Estates and Operations Team. They will provide high-quality administrative and operational support of the Estates department working across both schools, ensuring a high quality and cost-effective facilities management service. The post holder will provide safe, efficient and compliant administration of the Estates department, ensuring all records and processes are maintained and regularly updated. This includes compliance records, maintenance documentation and communication processes to contribute to a well‑maintained educational environment. The post holder will need to be adaptable and willing to conduct the wide variety of duties that are likely to be required to make a success of this role. The role is vital in providing support to the Director of Estates and Operations in the delivery of operational excellence and improvement of estate performance across a complex site for our two world leading schools. The role will also work closely with the Head of Facilities and Head of Estates.
Key Responsibilities
- Collate and maintain accurate records of estates documentation including statutory certificates, service reports, and maintenance schedules.
- Support the coordination of planned and reactive maintenance across multiple school sites and monitor the works docket system.
- Prepare correspondence reports and date summaries for the Head of Facilities / Estates and senior management.
- Manage contractors’ documentation including risk assessments, insurance certificates, and any onboarding needed as required from the People department, including DBS compliance.
- Work with Head of Facilities to keep up to date records on the vehicle fleet ensuring that the minibuses are maintained in accordance with the relevant policies the vehicle bookings across the schools and servicing of the School’s fleet.
- Record and collate all utility readings for both schools and investigate discrepancies.
- Ensure the distribution of deliveries and escort contractors when required to do so.
Communication and Liaison
- Function as a central point of contact for the estates queries from both schools, contractors and external stakeholders.
- Coordinate site visits, permits to work, and access arrangements.
- Support the dissemination of estate‑related updates, compliance reminders, and procedural guidance.
- Support the Director of Estates and Operations with recording and monitoring the training needs of the department, working with the Head of Legal, Risk.
Estates and Operations Department Administrator employer: Oundle School
Westminster School is an exceptional employer that prioritises the well-being and professional growth of its staff. Located in the historic Deans Yard, our work culture fosters collaboration and innovation, offering a range of benefits including free school meals, access to leisure facilities, and private medical insurance. With opportunities for career advancement and a commitment to operational excellence, joining our Estates and Operations Team means contributing to a prestigious educational environment while enjoying a supportive and dynamic workplace.
StudySmarter Expert Advice🤫
We think this is how you could land Estates and Operations Department Administrator
✨Tip Number 1
Network like a pro! Reach out to people in the education sector, especially those connected to estates and operations. A friendly chat can lead to opportunities that aren’t even advertised yet.
✨Tip Number 2
Prepare for the interview by researching Westminster School and its values. Show us you’re not just another candidate; demonstrate how your skills align with our mission and how you can contribute to our team.
✨Tip Number 3
Practice common interview questions related to administration and facilities management. We want to see your problem-solving skills in action, so think of examples from your past experiences that highlight your adaptability.
✨Tip Number 4
Don’t forget to apply through our website! It’s the best way to ensure your application gets noticed. Plus, it shows us you’re genuinely interested in being part of our Estates and Operations Team.
We think you need these skills to ace Estates and Operations Department Administrator
Some tips for your application 🫡
Tailor Your CV:Make sure your CV is tailored to the Estates and Operations role. Highlight relevant experience and skills that match the job description. We want to see how you can bring value to our team!
Craft a Compelling Cover Letter:Your cover letter is your chance to shine! Use it to explain why you're the perfect fit for this position. Be sure to mention your passion for facilities management and how you can contribute to our operational excellence.
Showcase Your Attention to Detail:Since this role involves maintaining accurate records and compliance documentation, make sure your application reflects your attention to detail. A well-organised application will impress us and show you’re ready for the task!
Apply Through Our Website:We encourage you to apply through our website for a smoother process. It’s the best way to ensure your application gets to us directly and allows you to keep track of your application status easily!
How to prepare for a job interview at Oundle School
✨Know Your Stuff
Before the interview, make sure you thoroughly understand the role of an Estates and Operations Department Administrator. Familiarise yourself with the key responsibilities listed in the job description, such as maintaining accurate records and supporting maintenance coordination. This will help you answer questions confidently and show that you're genuinely interested in the position.
✨Showcase Your Organisational Skills
Since this role involves a lot of administrative tasks, be prepared to discuss your organisational skills. Bring examples of how you've managed multiple tasks or projects in the past. You could even mention specific tools or methods you use to stay organised, which will demonstrate your ability to handle the demands of the job.
✨Prepare Questions
Interviews are a two-way street, so come armed with thoughtful questions about the role and the team. Ask about the current challenges the Estates department faces or how success is measured in this position. This shows that you're not just looking for any job, but that you're keen on contributing positively to their team.
✨Be Adaptable
The job description mentions the need for adaptability. Be ready to discuss times when you've had to adjust to new situations or take on unexpected tasks. Highlighting your flexibility will reassure the interviewers that you can thrive in a dynamic environment like theirs.
