At a Glance
- Tasks: Provide top-notch admin support and help keep our facilities running smoothly.
- Company: Join a values-driven charity making a real difference in people's lives.
- Benefits: Enjoy flexible hours, health perks, and opportunities for personal growth.
- Other info: Great career development opportunities in a supportive environment.
- Why this job: Be part of a team that empowers individuals with disabilities every day.
- Qualifications: GCSEs in English and Maths, plus strong admin skills required.
The predicted salary is between 25531 - 26843 £ per year.
Application Deadline: 1 September 2026
Department: Estates
Employment Type: Part Time
Location: Harborne, Birmingham, UK
Reporting To: Facilities Manager
Compensation: £25,531 - £26,843 / year
Salary Pro-rata for 30 hrs: £20,701.20 - £21,762 per annum actual salary
Hours Per Week: 30 Hours
Weeks per year: 52 Weeks
Contract: Permanent / Part Time
Job Purpose
To provide high-quality administrative and compliance support to the Estates and Facilities Department, maintaining accurate records, coordinating maintenance and contractor activities, and supporting statutory compliance and health and safety processes. The role plays a key part in ensuring that Estates systems, documentation and performance information are effectively managed, enabling the department to deliver safe, compliant and efficient services across the charity.
Key Responsibilities & Safeguarding
- Facilities Administration
- Process and administer maintenance requests and work orders.
- Update departmental databases, records and filing systems.
- Raise purchase orders and support the processing of invoices.
- Respond to enquiries from staff, contractors and visitors in a professional and timely manner.
- Support department projects through general administrative assistance and document control.
- Arrange meetings and prepare agendas, minutes and associated documentation.
- Assist with the preparation of departmental reports and performance information.
- Maintenance and Compliance Records
- Maintain records relating to servicing, inspections and maintenance activities.
- Log service reports, certification and compliance documentation onto departmental systems.
- Assist in maintaining compliance records and evidence files.
- Monitor document review dates and notify managers when updates are required.
- Chase contractors and service providers for outstanding reports and documentation.
- Support the production of monthly compliance and maintenance reports.
- Maintain and update Estates compliance management systems and dashboards, ensuring statutory inspection, testing and certification records remain accurate and accessible.
- Health & Safety Administration
- Assist with maintaining health and safety records, policies and procedures.
- Administer accident, incident and near-miss reporting records.
- Support the administration of DSE assessments and workplace assessments.
- Maintain staff training records and monitor renewal and expiry dates.
- Assist with maintaining COSHH records and Safety Data Sheets.
- Prepare paperwork for toolbox talks, meetings and safety briefings.
- Support the administration of fire safety records, fire drills and fire marshal information.
- Contractor Administration
- Maintain contractor records and approved supplier information.
- Issue contractor induction information as required.
- Collect, record and file contractor insurance certificates, RAMS and competency documentation.
- Maintain records relating to permits to work and contractor activities.
- General Responsibilities
- Work in accordance with QAC policies and procedures.
- Maintain confidentiality and process information in accordance with GDPR requirements.
- Participate in training and development activities relevant to the role.
- Promote and support the safeguarding of vulnerable adults and young people.
Skills, Knowledge and Expertise
- Essential Criteria
- GCSE Grade 4/C or above in English and Mathematics (or equivalent)
- Business Administration qualification (Level 2 or above) or equivalent experience
- Excellent administrative and organisational skills
- Strong IT skills, including Microsoft Word, Excel, Outlook and Teams
- Ability to maintain accurate records and databases
- Strong attention to detail and accuracy
- Ability to prioritise workload and meet deadlines
- Good written and verbal communication skills
- Ability to work independently and as part of a team
- Previous experience in an administrative role
- Experience maintaining confidential records and documentation
- Experience producing reports and monitoring information
- Commitment to ongoing training and professional development
Benefits
Join Our Business Support Services Team. Behind every successful service at QAC is a dedicated team of professionals providing the essential support that enables our students, clients, staff, and visitors to thrive. We are looking for talented and committed individuals to join our Business Support Services teams across a range of specialist areas.
Our Business Support functions play a vital role in ensuring the smooth, safe, and efficient operation of the charity. Whether supporting people, finances, technology, facilities, or frontline customer services, every role contributes to our mission of empowering people with disabilities to achieve greater independence and fulfilment.
This is an exciting opportunity to be part of a collaborative and values-driven organisation where your skills and expertise will help drive excellence across the charity. If you are professional, proactive, and passionate about making a difference behind the scenes, we'd love to hear from you.
Our benefits include:
- Access to on site car parking
- Use of QAC Fitness Centre (subject to opening hours)
- Cycle to Work Scheme (Salary Sacrifice)
- 24/7 Employee Assistance Programme Helpline (BHSF)
- Access to Education Support Free Helpline for Teachers & Education Staff
- QAC Mental Health First Aiders & activities to support health and wellbeing
- BHSF Benefits Package including Healthcare Plans, discounted shopping/services
- Annual Flu vaccination/voucher
- Access to other benefit/discount schemes (which may be subject to charge)
- Dell Advantage programme - a free programme that offers savings to students, parents and all staff at QAC - up to 20% off.
- Health and Wellbeing Services (Occupational Health/Counselling)
- Free Tea/Coffee and Staff Room facilities
- Dining Room facilities with hot/cold food (free meal provided for those supporting students at mealtimes)
- Additional discretionary concessionary/closure days as part of leave entitlement (including closure over Christmas/New Year period)
- Reward and Recognition Policy – Living the Values Awards (team & individual) and long service
- Enhanced/Occupational paid leave e.g. maternity/paternity (subject to qualifying criteria)
- Occupational sick pay (based on length of service)
- On site wellbeing activities (e.g. yoga, meditation)
- Support for training/ CPD (either by way of study leave and/or funding)
- Flexible working arrangements including Flexible Working Policy Agreements, Time Off in Lieu (TOIL) in prior agreement with line manager.
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