Admin Assistant Estates Department

East Sussex Fire & Rescue Service; Wealden; On-site; GBP 22,000 - 28,000; Full time

Job summary

East Sussex Fire & Rescue Service is seeking an enthusiastic Administrative Assistant to join the Estates Department. The role supports building and facilities management, compliance, and capital investments across East Sussex and Brighton & Hove.

The successful candidate will bring strong organisational skills, accurate record keeping and a proactive approach to coordinating procurement, reporting and stakeholder liaison within a developing Estates function.

Qualifications

• Maintaining accurate Estates records, electronic filing systems and property documentation.
• Supporting the administration of statutory compliance inspections, servicing and remedial actions.
• Updating compliance registers, trackers and management information.

Responsibilities

• Raising and monitoring purchase orders, processing invoices and supporting budget administration.
• Liaising with contractors, suppliers and internal stakeholders.
• Coordinating meetings, maintaining action logs and supporting departmental reporting.

Skills

Organisational skills

Record keeping

Proactive attitude

Stakeholder liaison

Tools

Microsoft Office

Job description

Help us build a more efficient, compliant and forward-thinking Estates Service. East Sussex Fire & Rescue Service is looking for an enthusiastic, organised and proactive Administrative Assistant to join our Estates Department at an exciting time of change and improvement. Our Estates team is responsible for managing, maintaining and improving the buildings and facilities that support the delivery of essential fire and rescue services across East Sussex and Brighton & Hove. As part of the Estates Team Development, we are strengthening our administrative processes, improving compliance management and introducing more effective systems to support the delivery of our capital investment programme. We are looking for someone who enjoys bringing organisation to a busy working environment, takes pride in accurate record keeping and can confidently support a team managing a varied property portfolio.

• Maintaining accurate Estates records, electronic filing systems and property documentation.
• Supporting the administration of statutory compliance inspections, servicing and associated remedial actions.
• Updating compliance registers, trackers and management information.
• Assisting with capital project administration, including procurement documentation, project trackers and financial records.
• Raising and monitoring purchase orders, processing invoices and supporting budget administration.
• Liaising with contractors, suppliers and internal stakeholders.
• Coordinating meetings, maintaining action logs and supporting departmental reporting.
• Supporting the introduction and ongoing administration of the Estates Computer-Aided Facilities Management (CAFM) system., This is an opportunity to become part of a developing Estates function and make a genuine contribution to the improvement of the Service's property management arrangements.
• East Sussex Fire and Rescue Service applicant tracking system delivered and supported by You will be a confident and capable administrator with excellent organisational skills, strong attention to detail and a positive, solution-focused approach.

You will play an important role in helping establish efficient systems, improving the quality of information available to managers and supporting the long-term delivery of a safe, compliant and well-maintained estate. If you are organised, motivated and enjoy making a difference behind the scenes, we would welcome your application.

OUR PURPOSE, OUR VALUES AND OUR PRIORITIES

Our Service Purpose is: Reducing Risk, Saving Lives - Together. We do this through our Service Priorities: 1. Delivering our community offer 2. Delivering our enabling offer 3. Achieving financial sustainability 4. Sustaining a high performing workforce 5. Improving service performance Our Service Values support our purpose and priorities by making sure the way we operate is guided by strong principles: We willingly accept ACCOUNTABILITY, taking responsibility for our actions and decisions. We have PRIDE in the service we provide, striving to meet the needs of our communities. We demonstrate PERSEVERANCE in the face of challenges, staying committed and resilient in everything we do. We RESPECT our colleagues and members of the community. We embrace ADAPTABILITY, responding positively to change and continuously seek to improve the way we work. We show INTEGRITY in our work, being open and honest. We act with SELFLESSNESS, recognising we are here to protect and support our communities. We foster a positive and inclusive culture where teamwork, mutual respect and a shared commitment to service are at the heart of everything we do. We show EMPATHY to the community and our colleagues, treating everyone with kindness, compassion and understanding. Diversity and Inclusion We value the diversity of our employees and aim to recruit a workforce which reflects the communities we serve. East Sussex Fire & Rescue Service, (ESFRS), are committed to equality of opportunity for all job applicants and aims to select suitably qualified people based on their skills, abilities, experience, knowledge, qualifications and training.

For more information please read our . Safeguarding East Sussex Fire & Rescue Service is committed to safeguarding children and vulnerable adults and expects all employees, volunteers and suppliers to share this commitment. ESFRS is a member of the Brighton & Hove and East Sussex Safeguarding Children's Partnership and Safeguarding Adults Boards. You can read our safeguarding statement DBS and Non-Police Personnel Vetting All roles at East Sussex Fire and Rescue Service will be subject to either DBS checks (minimum standard level) or a Police vetting process (the latter for roles based at Joint Headquarters in Lewes). The check will take place for the preferred candidate at the end of the selection process, before a final offer of employment can be made. For more information about DBS and Vetting, please read our Recruitment of Ex-Offenders ESFRS are an Equal Opportunities Employer and therefore will consider ex-offenders for employment on their merits, (subject to the necessary DBS & Non-Police Personnel Vetting clearances required for the role). For more information please read our Notes Please note that recruitment processes may be withdrawn or varied at short notice due to the Services' Organisational Change policy.

Take a look around the company

Previous experience within property, facilities management, construction or a compliance-led environment would be beneficial but is not essential. We are particularly interested in someone who is comfortable using Microsoft Office applications, managing multiple priorities and working collaboratively as part of a team.