Estates and Operations Department Administrator

Benefits of working at Westminster include:

• Free school meals when on site
• Generous School pension scheme
• 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
• Professional development opportunities
• 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.

The estate includes Westminster School and Westminster Under School which have over 100 buildings across the Westminster area, ranging from listed and ancient buildings, classroom blocks in office conversions, boarding houses, offices, a music centre, a theatre, many private residences occupied by teaching staff and a large sports centre and sports ground in the heart of Westminster. The School is currently going through an expansion with Westminster Under School opening a new pre-prep for girls and boys at 4+ and girls joining boys in Years 3 and 7, at the 7+ and 11+ entry points in September 2026. By 2030, all year groups at Westminster School and Westminster Under School, from ages four to 18, will be fully co-educational, reflecting the School’s dedication to inclusivity and excellence. Over the next 12 months our Estates and Operations department will be delivering a major refurbishment of the existing buildings at Westminster Under School to support the expansion with an additional 250 pupils. In addition, they will be implementing changes and refurbishments across the Westminster School site as part of our new Masterplan which will enable us to introduce girls from 13+ in 2028.

Key Responsibilities

• Estates Administration
  • 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 update, 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 & Assurance and Health & Safety Manager to ensure members of the department are up to date with their respective training.
• Compliance Management
  • Maintain central compliance trackers covering fire safety, asbestos, water hygiene, electrical testing and other statutory areas.
  • Assist in preparing documentation and evidence for internal audits and external inspections which are inspection ready.
  • Ensure estates policies, risk assessments, and statutory records are up to date and properly recorded.
  • Assist with some auditing across the properties.
  • Ensure compliance with health and safety, safeguarding and regulatory requirements, working with the People and the Legal, Risk & Assurance team as required.
• Procurement Support
  • Support procurement activities, tender processes, and supplier performance tracking.
  • Maintain contractor and supplier databases to ensure current and compliant documentation.
• Residential Management
  • Support the Director of Estates and Operations in the management of all residential lettings and properties on the Estate, ensuring the properties are kept in an excellent and safe condition and comply with relevant lettings legislation.
• Project Administration
  • Provide administrative support for capital work, refurbishment projects and maintenance programmes.
  • Track project milestones, budgets and documentation to support effective project delivery.
• General
  • Build strong partnerships and working relationships across both Schools and with contracting staff.
  • Foster a culture of continuous improvement, encouraging innovation and experimentation to drive operational excellence.
  • Support the Director of Estates and Operations as required with the delivery of estates services.

This post is subject to a six-month probation period.

Equal Opportunities

We are an equal opportunities employer. We therefore encourage candidates to apply irrespective of age, disability, marriage or civil partnership status, pregnancy or maternity, race, religion and belief, gender identity, sex or sexual orientation.

Safeguarding and Child Protection

Westminster School is committed to safeguarding and promoting the welfare of children. Applicants must be willing to undergo child protection screening appropriate to the post, including checks with past employers and the Disclosure and Barring Service.

Working at Westminster

Westminster School is a busy, purposeful and vibrant place to be and an excellent workplace. The community is made up of around 750 pupils, 120 teaching staff and 108 support staff. Our staff are friendly and welcoming, and all newcomers quickly become part of the rhythm of life here. There is a real sense of community here as, being a boarding school many members of staff and pupils live on site and the School’s premises are very much treated as a home away from home. School life starts before breakfast and continues way beyond the working day; as a result, there is always a lively atmosphere in and around School and always someone to share a tea and biscuit with in the Common Room. Support staff as much as teaching staff are encouraged to embrace the School’s day-to-day activities, whether that be attending an evening concert or a morning service in the Abbey. At Westminster we will always select the best candidate for every position. We do know, however, that we can only truly choose the best person on every occasion if a broad and diverse pool of candidates see the job advertised and are encouraged to apply.