Facilities Administration Assistant

Allscreens Nationwide Ltd; Sutton No. 103; On-site; CAD 42,000 - 54,000; Full time

Job summary

Allscreens Nationwide Ltd is seeking a Facilities Administration Assistant to assist at head office with administration, compliance coordination, data management and analysis for OHC&AT. Reporting to the College Facilities Co-ordinator, you will build strong relationships with facilities teams, helping ensure sites operate efficiently and compliantly.

Key responsibilities include handling emails, calls, contractor tracking, raising purchase orders, taking meeting notes, and maintaining

Qualifications

• Maths and English GCSE Grade C/4 or equivalent.
• Experience of Facilities, Compliance.
• Knowledge of H&S regulations including COSHH and Risk Assessments.
• Knowledge of MS Office systems at intermediate level.
• Good oral and written communication skills.

Responsibilities

• Provide day-to-day administrative support to the Facilities team, including managing emails, calls, contractor tracking, and documentation.
• Raise, track, and send purchase orders for planned and reactive works (with support), ensuring alignment with budgets and financial regulations.
• Take meeting notes, distribute them, and follow up on actions.
• Maintain and update iAM Compliant, ensuring all required maintenance, servicing, and compliance checks are completed on time across all College and Academy sites, escalating any missing or overdue items to the Facilities Coordinator.
• Collate, verify, and store all compliance documentation (e.g., certificates, reports, service sheets), assist with maintaining accurate records and databases, analyse compliance data to identify trends or gaps, and support audit, inspection, and reporting preparation.

Skills

Good oral and written communication

Experience in Facilities & Compliance

H&S knowledge (COSHH & Risk Assess.

MS Office

Education

Maths and English GCSE Grade C/4 or equivalent

Tools

MS Office

Job description

What skills and experience we're looking for

We are seeking a Facilities Administration Assistant to assist at head office with administration, compliance co-ordination, data management and analysis for OHC&AT. Reporting to the College Facilities Co-ordinator, you will build strong relationships with facilities teams, assisting to ensure sites operate efficiently and compliantly.

Key Responsibilities:

• Provide day-to-day administrative support to the Facilities team, including managing emails, calls, contractor tracking, and documentation.
• Raise, track, and send purchase orders for planned and reactive works (with support), ensuring alignment with budgets and financial regulations.
• Take meeting notes, distribute them, and follow up on actions.
• Maintain and update iAM Compliant, ensuring all required maintenance, servicing, and compliance checks are completed on time across all College and Academy sites, escalating any missing or overdue items to the Facilities Coordinator.
• Collate, verify, and store all compliance documentation (e.g., certificates, reports, service sheets), assist with maintaining accurate records and databases, analyse compliance data to identify trends or gaps, and support audit, inspection, and reporting preparation.

Key Requirements:

• Maths and English GCSE Grade C/4 or equivalent.
• Experience of Facilities, Compliance
• Knowledge of H&S regulations and legislation including COSHH and Risk Assessments
• Knowledge of MS Office systems, intermediate level.
• Good oral and written communication skills.

What the school offers its staff

• Pathways for progression within the trust, ensuring you can grow and thrive in a supportive and inclusive environment.
• Pension Scheme - you will be enrolled in either the Local Government Pension Scheme (LGPS) or the Teachers' Pension Scheme (TPS), both offering life cover and financial protection for your family.
• Salary Sacrifice Schemes (Cycle Scheme, Employee Car Lease Scheme and Home Electronics Scheme)
• Employee Wellbeing - We support employee wellbeing with access to counselling, mental health support, generous leave, flexible working, and enhanced parental leave including Employee Assistance Programme, MyGym Discounts, Corporate Eyecare Scheme
• Employee Discounts (Blue Light Card, Costco Membership, Discounts for Teachers, and more)
• Other (Season Ticket Loan and Employee Referral Scheme)

Commitment to safeguarding

Our organisation is committed to safeguarding and promoting the welfare of children, young people and vulnerable adults. We expect all staff, volunteers and trustees to share this commitment. Our recruitment process follows the keeping children safe in education guidance. Offers of employment may be subject to the following checks (where relevant): childcare disqualification Disclosure and Barring Service (DBS) medical online and social media prohibition from teaching right to work satisfactory references suitability to work with children You must tell us about any unspent conviction, cautions, reprimands or warnings under the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975.