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- Tasks: Support the Head of Facilities across three school sites with various administrative operations.
- Company: Join a leading educational institution dedicated to providing quality education.
- Benefits: Enjoy a competitive salary and the opportunity to work in a dynamic environment.
- Why this job: Be part of a vital role that ensures smooth service delivery and enhances student experiences.
- Qualifications: Strong communication skills, IT proficiency, and experience in customer service and facilities coordination required.
- Other info: This is a full-time, on-site position located in South West England.
The predicted salary is between 32800 - 49400 £ per year.
We’re searching for a confident and organised Senior Facilities Administrator to support the Head of Facilities across three school sites. This is a vital role managing administrative operations across key areas — including reception, lettings, reprographics, and facilities coordination — to ensure smooth day-to-day service delivery.
Key Responsibilities
- Provide executive-level support to the Head of Facilities, including diary management, reporting, and preparing presentations
- Lead and coordinate the weekly facilities leadership meeting
- Manage reception, facilities, lettings, and reprographics teams — including team appraisals, absence tracking, and leave coordination
- Support procurement and budget tracking; raise and receipt purchase orders
- Oversee contractor access, ID issuance, and maintain asset registers and compliance documentation
- Maintain and update the Planned Preventative Maintenance (PPM) system
- Coordinate events and lettings across the school’s three sites
- Ensure accurate record-keeping, timely correspondence, and policy compliance
- Monitor inboxes and assign tasks across departments during term time and holidays
- Supervise the reprographics service and lettings process, including bookings, contracts, and billing
- Uphold safety, equality, and professionalism in line with the City of London Corporation policies
Person Specification
- Strong English communication skills, both written and verbal
- Proven organisational and problem-solving ability
- IT proficiency across Microsoft Office (Outlook, Excel, Word) and industry-standard tools
- Excellent interpersonal and stakeholder engagement skills
- Experience in customer service, facilities coordination, and multi-task management
- Confident in time management and decision-making under pressure
Administrator/Facilities Coordinator (Temporary) employer: The Graduate Project
Contact Detail:
The Graduate Project Recruiting Team
StudySmarter Expert Advice 🤫
We think this is how you could land Administrator/Facilities Coordinator (Temporary)
✨Tip Number 1
Familiarise yourself with the specific facilities management software and tools mentioned in the job description. Being able to demonstrate your proficiency in these systems during the interview will show that you're ready to hit the ground running.
✨Tip Number 2
Research the educational institution's values and recent initiatives. Tailoring your conversation to align with their mission can help you stand out as a candidate who genuinely cares about their work environment.
✨Tip Number 3
Prepare examples from your past experiences that showcase your organisational skills and ability to manage multiple tasks. Be ready to discuss how you've successfully coordinated events or managed teams in previous roles.
✨Tip Number 4
Network with current or former employees of the institution if possible. They can provide valuable insights into the company culture and expectations, which can help you tailor your approach during the interview.
We think you need these skills to ace Administrator/Facilities Coordinator (Temporary)
Some tips for your application 🫡
Tailor Your CV: Make sure your CV highlights relevant experience in facilities coordination and administration. Emphasise your organisational skills, problem-solving abilities, and any specific achievements that relate to the responsibilities outlined in the job description.
Craft a Compelling Cover Letter: Write a cover letter that addresses the key responsibilities of the role. Use specific examples from your past experiences to demonstrate how you can provide executive-level support, manage teams, and coordinate events effectively.
Showcase IT Proficiency: Since the role requires IT proficiency, mention your experience with Microsoft Office and any other relevant tools. Consider including specific examples of how you've used these tools to improve efficiency or manage projects.
Highlight Communication Skills: Given the importance of strong communication skills for this position, ensure you showcase both your written and verbal communication abilities. You might include examples of successful stakeholder engagement or customer service experiences.
How to prepare for a job interview at The Graduate Project
✨Showcase Your Organisational Skills
As an Administrator/Facilities Coordinator, you'll need to demonstrate your ability to manage multiple tasks efficiently. Prepare examples from your past experiences where you successfully organised events or coordinated teams, highlighting your problem-solving skills.
✨Familiarise Yourself with the Role's Key Responsibilities
Make sure you understand the specific duties outlined in the job description. Be ready to discuss how your previous experience aligns with responsibilities like diary management, procurement, and compliance documentation.
✨Demonstrate Strong Communication Skills
Since the role requires excellent written and verbal communication, practice articulating your thoughts clearly. You might be asked to explain complex ideas or provide updates, so being concise and confident is key.
✨Prepare for Scenario-Based Questions
Expect questions that assess your decision-making and time management under pressure. Think of scenarios where you've had to prioritise tasks or resolve conflicts, and be ready to share how you handled those situations effectively.
