Estates & Compliance Co-Ordinator

The Opportunity

THE DEPARTMENT

The Estates Department is responsible for the management, maintenance and compliance of the School’s extensive estate, ensuring that the school site remains safe, secure, legally compliant and fit for purpose for pupils, staff and visitors.

As a busy boarding school operating throughout the academic year, the department supports a wide range of facilities, including boarding houses, teaching spaces and sports facilities. The team is led by the Estates Manager, who has overall responsibility for the strategic and operational management of the estate, and is supported by the Estates & Compliance Co-ordinator, who provides essential administrative, compliance, scheduling and communication support across all estates functions.

Working closely with maintenance staff, contractors and wider School departments, the Estates Department plays a vital role in maintaining a safe, compliant and high-quality environment that supports both the educational and pastoral life of the School.

THE ROLE

We are seeking a highly organised and proactive Estates Co-ordinator to join our busy Estates Department. This varied role is central to the smooth operation of the School’s estate, providing administrative and operational support across maintenance, statutory compliance, facilities admin and contractor activities.

A key element of the role will be the administration and coordination of the School’s estates compliance requirements. The postholder will maintain compliance records and systems, monitor inspection and servicing schedules, coordinate contractors and ensure that relevant documentation, certificates and actions are recorded and followed up appropriately.

The successful candidate will be an excellent communicator with strong organisational skills and attention to detail, capable of managing multiple priorities and maintaining accurate records while delivering a high level of customer service to staff, pupils and external contractors.

Working in a vibrant boarding school environment, the postholder will play an important role in helping to maintain a safe, secure, compliant, welcoming and well-presented estate.

ACCOUNTABLE TO

The Estates Manager

KEY RESPONSIBILITIES 

• Provide comprehensive administrative support across the Estates Department, including correspondence, record keeping, scheduling, purchase administration and maintenance of estates documentation.
• Respond to enquiries from external contractors and internal colleagues, providing a proactive and professional service.
• Log, prioritise, allocate and monitor tasks received through the School Ticketing System or by email, ensuring that works are progressed and completed in accordance with agreed procedures.
• Act as a key point of contact for external contractors, service providers and relevant agencies, managing enquiries, coordinating site visits and arranging works, inspections and servicing as required.
• Coordinate the administration of the School’s estates compliance programme, maintaining an accurate schedule of statutory inspections, servicing, testing and certification and ensuring that required activities are arranged
• Maintain accurate and up-to-date compliance registers, databases, certificates and supporting documentation, ensuring that records are readily available and appropriately retained.
• Monitor expiry and renewal dates for statutory inspections, servicing and certification and liaise with the Estates Manager and relevant contractors to ensure that these are completed when required.
• Maintain records relating to areas such as fire safety, water hygiene, asbestos, gas safety, electrical safety, lifting equipment, emergency lighting and other statutory estates requirements, as applicable to the School.
• Support the administration and maintenance of estates risk assessments, contractor documentation and health and safety records, including monitoring review dates and following up outstanding actions.
• Ensure appropriate contractor documentation is obtained and maintained, including relevant insurance, competency, risk assessment and method statement information where required.
• Assist with the administration of contractor induction and site access arrangements and ensure relevant School procedures are communicated.
• Track actions arising from inspections, risk assessments, audits and compliance visits, escalating overdue or significant matters to the Estates Manager.
• Support the Estates Manager with estates compliance, health and safety, site security and transport administration as required.
• Produce information, reports and compliance updates for the Estates Manager and other members of School management when requested.
• Develop and maintain effective working relationships with colleagues, contractors and service providers to support efficient estates management across the School.

This job description should be seen as indicative of the type of responsibilities included within the role and not as a comprehensive list. You may be required to undertake such other reasonable duties from time to time as the school may reasonably require.

SALARY 

• £22,785 pro rata (FTE £30,225)

HOURS

• 35 hours per week / 42 weeks of the year.

SAFEGUARDING AND COMPLIANCE

The School is committed to safeguarding and promoting the welfare of children and young people. The following duties will be deemed to be included in the duties which you may be required to perform:

• Uphold and implement the School’s safeguarding policies and procedures.
• Promote a culture of vigilance and pupil welfare within their department.
• Report any safeguarding concerns promptly in line with School procedures.