Admin Assistant Estates Department 6 month FTC

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

Job summary

East Sussex Fire & Rescue Service is seeking an enthusiastic Estates Administrative Assistant to join our Estates Department. This role provides essential admin support across property compliance, planned maintenance and capital projects.

You will maintain records, manage procurement documentation, update trackers and support budget administration, while liaising with contractors and internal teams. A confident administrator with good MS Office skills and strong organisational ability will

Qualifications

• Organised, detail-focused admin role experience preferred.
• Experience with MS Office and managing multiple priorities is beneficial.
• Background in property, facilities or compliance is helpful but not required.

Responsibilities

• Maintain Estates records and electronic filing systems.
• Assist with statutory compliance inspections and remedial actions.
• Update compliance registers, trackers and management information.
• Assist with capital project administration, procurement docs and financial records.
• Raise and monitor purchase orders, process invoices and support budget administration.
• Liaise with contractors, suppliers and internal stakeholders.
• Coordinate meetings, maintain action logs and support reporting.
• Support the Estates CAFM system administration.

Skills

Administration

Record keeping

Microsoft Office

Organisational skills

Facilities management

Tools

CAFM system

MS Excel

Purchase order system

Job description

Estates Administrative Assistant

East Sussex Fire & Rescue Service

Location: To be confirmed
Salary: In accordance with the evaluated ESFRS pay grade
Contract: 6-Months Fixed Term
Hours: Full-time, 37 Hours Per Week

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.

The Role

Working closely with the Strategic Estates Manager and wider Estates team, you will provide essential administrative support across property compliance, planned maintenance, capital projects and general departmental operations.

Your responsibilities will include:

• 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.

About You

You will be a confident and capable administrator with excellent organisational skills, strong attention to detail and a positive, solution-focused approach.

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.

Why Join Us?

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.

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:

• Delivering our community offer
• Delivering our enabling offer
• Achieving financial sustainability
• Sustaining a high performing workforce
• 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.

Purpose Values and Priorities | East Sussex Fire & Rescue Service

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 Equality, Diversity and Inclusion statement.

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 here.

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 DBS and Vetting Policy.

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 Recruitment of Ex-Offenders Statement.

Notes

Please note that recruitment processes may be withdrawn or varied at short notice due to the Services' Organisational Change policy.