At a Glance
- Tasks: Provide top-notch admin support for the Estates department and ensure smooth operations.
- Company: Join Westminster School, a prestigious institution with a commitment to excellence.
- Benefits: Enjoy free gym access, private medical insurance, and school fee remission.
- 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 passion for administration are essential.
The predicted salary is between 32000 - 34000 £ per year.
Number of Positions: 1
Contract Type: Full Time Permanent
Salary: £32,000 - £34,000 per annum, dependent on experience
Working Hours: 08:00 - 17:00, Monday to Friday
Location: London
Closing Date: 19/06/2026
Job Category: Administration
Business Unit: Administration & Support
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
Benefits of working at Westminster include:
- 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).
- Free school meals are also available when on-site during working hours for the role.
The deadline for applications is midday on Friday 19th June. Interviews will take place shortly after the closing date.
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.
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 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.
Estates and Operations Department Administrator employer: Westminster School, London
Westminster School is an exceptional employer that offers a supportive and dynamic work environment in the heart of London. Employees benefit from access to leisure facilities, a Cycle to Work Scheme, and private medical insurance, alongside opportunities for professional growth within a collaborative team. With a commitment to employee well-being and a culture that values continuous improvement, Westminster School provides a rewarding workplace for those seeking meaningful contributions to education and facilities management.
Contact Details:
Westminster School, London Recruitment Team
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 current or former employees at Westminster School on LinkedIn. A friendly chat can give us insider info and maybe even a referral!
✨Tip Number 2
Prepare for the interview by researching the Estates and Operations team. Knowing their recent projects or challenges shows us you're genuinely interested and ready to contribute.
✨Tip Number 3
Practice common interview questions related to administration and compliance management. We want to see how you handle real-life scenarios, so think of examples from your past experiences.
✨Tip Number 4
Don’t forget to follow up after your interview! A quick thank-you email reiterating your enthusiasm for the role can keep you fresh in their minds. Plus, it shows us your professionalism!
We think you need these skills to ace Estates and Operations Department Administrator
Some tips for your application 🫡
Tailor Your Application:Make sure to customise your CV and cover letter for the Estates and Operations Department Administrator role. Highlight your relevant experience and skills that match the job description, so we can see how you fit right in!
Showcase Your Organisational Skills:Since this role involves a lot of administration and compliance management, be sure to mention any previous experience you have in keeping records, managing documentation, or coordinating projects. We love seeing those organisational skills in action!
Be Clear and Concise:When writing your application, keep it straightforward and to the point. Use clear language and avoid jargon. We appreciate a well-structured application that makes it easy for us to see your qualifications at a glance.
Apply Through Our Website:Don’t forget to submit your application through our website! It’s the best way for us to receive your details and ensures you’re considered for the position. Plus, it’s super easy to do!
How to prepare for a job interview at Westminster School, London
✨Know Your Stuff
Make sure you’re familiar with the key responsibilities listed in the job description. Brush up on your knowledge of compliance management, procurement support, and project administration. Being able to discuss these areas confidently will show that you’re serious about the role.
✨Showcase Your Communication Skills
As a central point of contact for estates queries, strong communication is essential. Prepare examples of how you've effectively liaised with different stakeholders in previous roles. This will demonstrate your ability to foster relationships and manage queries efficiently.
✨Be Ready for Compliance Questions
Expect questions around compliance management and health and safety regulations. Familiarise yourself with relevant legislation and be prepared to discuss how you’ve ensured compliance in past positions. This will highlight your attention to detail and commitment to safety.
✨Demonstrate Your Organisational Skills
The role requires maintaining accurate records and managing multiple tasks. Bring examples of how you’ve successfully organised documentation or coordinated projects in the past. This will illustrate your ability to handle the administrative demands of the position.
