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- Tasks: Support the Head of Facilities across three school sites with administrative operations.
- Company: Join a leading educational institution dedicated to excellence in multi-site management.
- Benefits: Enjoy a competitive salary of circa £41,000 and a full-time, on-site role.
- Why this job: Be part of a dynamic team that ensures smooth service delivery and fosters a positive environment.
- Qualifications: Strong communication skills, IT proficiency, and experience in facilities coordination are essential.
- Other info: This is a permanent position located in South West England, perfect for organised individuals.
The predicted salary is between 41000 - 57400 £ 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
Senior Administrator & Facilities Coordinator (Permanent) employer: The Graduate Project
Contact Detail:
The Graduate Project Recruiting Team
StudySmarter Expert Advice 🤫
We think this is how you could land Senior Administrator & Facilities Coordinator (Permanent)
✨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 and demonstrating how your experience can contribute to their goals will make you a standout candidate.
✨Tip Number 3
Prepare examples from your past roles that showcase your organisational skills and ability to manage multiple tasks effectively. Be ready to discuss specific situations where you successfully coordinated events or managed teams.
✨Tip Number 4
Network with current or former employees of the institution if possible. Gaining insights into the company culture and expectations can help you tailor your approach and questions during the interview.
We think you need these skills to ace Senior Administrator & Facilities Coordinator (Permanent)
Some tips for your application 🫡
Tailor Your CV: Make sure your CV highlights relevant experience in facilities administration and management. 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. Provide examples of how you've used these tools to improve efficiency or manage projects in previous roles.
Highlight Communication Skills: Given the importance of strong communication skills for this position, include examples of how you've successfully engaged with stakeholders or managed customer service interactions. This will help demonstrate your fit for the role.
How to prepare for a job interview at The Graduate Project
✨Showcase Your Organisational Skills
As a Senior Facilities Administrator, you'll need to demonstrate your ability to manage multiple tasks efficiently. Prepare examples from your past experiences where you successfully coordinated events or managed teams, highlighting your organisational prowess.
✨Communicate Clearly and Confidently
Strong communication skills are essential for this role. Practice articulating your thoughts clearly and confidently, especially when discussing your previous experiences in customer service and facilities coordination. This will help you make a positive impression.
✨Familiarise Yourself with Relevant Tools
Since the job requires proficiency in Microsoft Office and other industry-standard tools, brush up on these applications before the interview. Be ready to discuss how you've used them in previous roles to enhance efficiency and productivity.
✨Prepare for Scenario-Based Questions
Expect questions that assess your problem-solving abilities and decision-making under pressure. Think of scenarios where you had to handle challenging situations, and be prepared to explain your thought process and the outcomes of your actions.
